Clockneo
Privacy Notice
Last updated 12 October 2026
This notice explains how Panivon Ltd handles personal information in connection with Clockneo.
Effective date
Effective from: 12 October 2026
1. Who we are and how to contact us
Clockneo is supplied by Panivon Ltd, registered in England and Wales, company number 17399934. Our registered office is 426 Stockfield Road, Yardley, Birmingham, B25 8JJ, England.
For privacy questions, requests or complaints, email privacy@clockneo.com or write to that address, marked “Privacy”.
This notice explains both Panivon’s own processing and its role when a customer uses Clockneo. It is information about processing, not a request for general consent.
2. When Panivon is a controller or processor
Your employer or the business using Clockneo normally decides the purposes of workforce processing. It is the controller of employee, attendance, rota, leave, pay-preparation and related workforce information.
Panivon processes that information on the customer’s instructions under a Data Processing Addendum. This includes access to workforce information when necessary to provide support, investigate a service fault or secure that customer’s service.
Panivon separately acts as controller for its own business relationships, contract evidence, subscription administration, necessary platform protection and legal obligations, as explained below.
A person can appear in both categories. For example, an administrator’s employment records belong to the customer-controlled processing, while their correspondence with Panivon about buying a subscription belongs to Panivon’s business administration.
3. Panivon’s controller processing
In the table:
- Legitimate interests means Article 6(1)(f): we assess whether the identified business purpose is necessary and whether people’s rights override it.
- Contract means Article 6(1)(b), used only where the individual is personally a party to the contract, or asks us to take relevant steps before entering one.
- Legal obligation means Article 6(1)(c), used where an applicable legal requirement makes the processing necessary.
An employee’s details do not become necessary for a contract with that employee merely because their employer is our customer.
| Activity | Data and sources | Purpose and lawful basis | Recipients | Normal retention |
|---|---|---|---|---|
| C1 — Corporate customer contacts | Name, work contact details, job role and business details, from you or your organisation | Communicating with and administering a business relationship: legitimate interests in providing the service to the business | Authorised Panivon staff; hosting, authentication and business-mail providers where needed | While you remain a relevant contact, then up to 90 days; limited contractual correspondence may be retained under C3 |
| C2 — Account administration | Administrative account identity, email, permissions, invitations and authentication identifiers, from you, the organisation and authentication provider | Managing authorised access and the customer relationship: legitimate interests. Contract applies instead where you personally contract as a sole trader and processing is necessary for that contract | Hosting, database and authentication providers | Account relationship plus up to 90 days, subject to separate contract and security records |
| C3 — Contract and legal acceptance | Customer identity, acceptor identity and role, authority confirmation, document versions, acceptance time and associated correspondence, from the acceptor, customer and service | Establishing and evidencing the business agreement and handling claims: legitimate interests. Contract where the individual is the contracting party | Hosting/database and secure archive providers; legal advisers and courts where necessary | Normally six years after the agreement ends; longer only for a specific live claim or legal requirement |
| C4 — Billing and payment administration | Business billing details, contact details, subscription, quantity, invoices, payment status and provider identifiers, from you and Stripe | Administering corporate subscriptions and resolving billing issues: legitimate interests. Contract for an individual contracting customer. Keeping records required by company and tax law: legal obligation | Stripe; hosting/database providers; accountant and relevant authorities where required | Accounting evidence normally six years from the end of the relevant company financial year, or longer where tax rules, an enquiry or another legal requirement requires it |
| C5 — Support | Contact details, correspondence, case information and necessary attachments, from you and authorised customer contacts | Responding to and managing support enquiries: legitimate interests; contract where necessary for a contract with the individual | Authorised Panivon personnel. Workforce information is not sent through the support mailbox | Routine cases: 24 months after closure. A minimal claims record may be retained for six years where justified. Workforce attachments follow customer instructions rather than this blanket period |
| C6 — Platform security and fraud prevention | Account identifiers, relevant IP/device information, access events and sanitised diagnostics, generated by service use and providers | Protecting accounts, investigating abuse and maintaining a secure service: legitimate interests. Particular legally required incident records: legal obligation | Hosting, authentication and diagnostic providers; specialist responders or authorities where necessary | Routine security logs: up to 90 days; necessary administrative audit records: up to 12 months. Relevant incident evidence may be retained for a specific investigation or claim |
| C7 — Operational service communications | Administrative email, organisation identifier, service status and delivery metadata, from the account, billing system and delivery provider | Explaining trial expiry, billing, access, service changes and necessary action: legitimate interests; contract where the individual is the contracting party | Shown in Clockneo, or sent from the support mailbox. No separate commercial-email provider is in use | Delivery metadata: 90 days; minimal evidence of material contractual notices: six years after the agreement ends |
| C8 — Provider and professional-contact administration | Supplier representative names, work contacts, account/contract correspondence and invoices, from those contacts and their organisations | Managing Panivon’s suppliers: legitimate interests. Required accounting records: legal obligation | Relevant provider, approved mail/accounting services and advisers | Active relationship plus 90 days for routine contacts; relevant contract and accounting records as above |
| C9 — Website and contact enquiries | Name, reply address, enquiry and necessary technical request information, supplied by you or generated by the website | Answering enquiries and protecting the website: legitimate interests. Contract for necessary pre-contract steps requested by an individual prospective contracting customer | Hosting and approved mail/contact services | Enquiries: 12 months after the last substantive contact unless they become a customer/support record; technical logs as under C6 |
We keep information beyond a normal period only where a specific, documented purpose or legal requirement justifies it. We restrict access and review the need.
Automated commercial email is not currently sent. Until it is, notices about trial expiry, billing, access and service changes are given in Clockneo or from the support mailbox.
We do not use these activities to build advertising profiles or sell personal information, and this service does not include marketing campaigns.
4. Customer-controlled workforce information
Depending on the functions used, Clockneo processes:
- employee names, contact information, employment identifiers, roles and site assignments;
- working patterns, rota, availability and ordinary leave information;
- clock actions, shifts, general breaks, corrections and attendance exceptions;
- pay settings and payroll-preparation information;
- relevant device, kiosk, notification and audit information; and
- permitted compliance dates and notes. The initial public service does not include compliance-document file uploads.
The customer provides much of this information. Workers and authorised managers also enter it, and the service generates records from their actions.
The initial public service does not include prayer recording or compliance-document uploads. You must not enter religion, health, criminal-record or other unassessed sensitive information. If such information is received unexpectedly, we restrict its handling and work with the customer to address it lawfully.
Do not email workforce records, payroll files, passwords, employee PINs or other employee information to support@clockneo.com or privacy@clockneo.com. Describe the issue without those attachments. Where that information is needed, we will arrange a separate secure transfer.
The customer must explain its purposes, lawful grounds, recipients and retention periods to its workers. Panivon’s corporate-account legitimate interests are not the employer’s lawful basis for monitoring workers.
5. Mobile location and attendance decisions
The initial public service does not include mobile location or geofence clocking. The rest of this section describes that function only where a separate arrangement includes it. Accepting these documents does not enable it.
Where that function is included, the worker initiates a location request for a clock action.
The record may include latitude, longitude, reported accuracy, distance from the configured site, the applicable radius and accuracy limit, the result and relevant times. Rejected attempts may be recorded as well as successful attempts.
Clockneo does not continuously track a worker’s background location.
Location and attendance results can be inaccurate or incomplete. They must be reviewed by a person before an adverse employment or pay decision. Workers should contact the employer’s nominated manager to explain a rejected attempt or request a correction. Panivon assists the customer with technical investigation.
Panivon does not make solely automated decisions with legal or similarly significant effects about individuals through these functions.
6. Sharing information
Information is available to authorised customer users according to their roles and site permissions, and to authorised Panivon personnel where needed.
We use hosting, database, authentication, communication, payment and other technical providers identified in the Subprocessor Schedule. That schedule distinguishes providers acting on instructions from providers acting independently for particular purposes.
For example, Stripe has independent responsibilities for some payment, fraud and regulatory activities. Authentication providers may have separate controller activities described in their own notices.
We may disclose necessary information to accountants, legal advisers, insurers, incident responders, courts, regulators or law-enforcement bodies where lawful and justified.
We do not disclose an entire workforce database merely because a limited business or legal disclosure is necessary.
7. International processing and safeguards
Clockneo uses providers with operations in the UK, the European Economic Area and the United States. A UK hosting region does not mean every provider support, administration, log or backup operation takes place in the UK.
The Subprocessor Schedule identifies the processing locations and applicable transfer arrangements for each enabled service.
For transfers covered by UK adequacy regulations, we rely on the applicable adequacy route. Where a United States recipient’s participation in the UK Extension to the Data Privacy Framework is the route relied on, we check that the certification covers the recipient and relevant information, including employment-related information where applicable.
For other restricted transfers, we use the applicable UK International Data Transfer Agreement or the UK Addendum to the European Commission’s Standard Contractual Clauses, with the relevant assessment and additional safeguards where required.
We do not treat a provider’s general statement about compliance as proof that a particular transfer is covered.
You can obtain information about the safeguard applying to your data, and a copy of the relevant safeguards, by emailing privacy@clockneo.com. We may redact confidential commercial information or information that would compromise security, while providing the substance necessary to explain the protection.
8. Retention and deletion
The table above explains Panivon’s controller retention.
For workforce information, the customer determines retention. Clockneo does not currently delete attendance or mobile-location records automatically. They remain with the related attendance records until the customer deletes them, instructs us to delete them or the service ends. The customer should set a retention period for location records and explain it to workers.
When the service ends, the customer has a 30-day exit period to obtain an export unless it instructs earlier deletion. Deletion from active systems then follows without undue delay, using a controlled manual procedure. We tell the customer if it will take longer than 30 days.
Our database provider keeps a rolling recovery history of the production database, currently six hours, so deleted information remains recoverable from that history until the period passes. Before significant maintenance or changes, Panivon may also make a manual database snapshot or branch copy. These copies do not expire automatically. We restrict access to them, do not use them for ordinary operation and delete them when they are no longer needed for that recovery purpose.
Other providers keep backups and logs under their own retention arrangements. If information is restored from any recovery copy, we re-apply deletions before it returns to ordinary use.
Limited contract, accounting and claims records may remain separately under Panivon’s controller retention. This does not extend the retention of the workforce database.
9. Your rights
Depending on the processing and applicable conditions, you may ask for access, correction, erasure, restriction or a portable copy of your information.
You may object to processing based on legitimate interests, for reasons relating to your situation. We will assess the objection and stop unless the law permits us to continue.
Portability generally applies to relevant automated processing based on consent or a contract with you. It does not apply to every business record.
Where we rely on consent for a particular optional activity, you may withdraw it through the relevant control or by contacting us. Withdrawal does not affect processing that was lawful before withdrawal.
For workforce records, contact your employer or the customer controller. If you contact Panivon, we will help identify the responsible organisation and assist it without making unauthorised changes or disclosures.
For Panivon-controlled information, contact privacy@clockneo.com. We may request proportionate information to verify identity or clarify the request. We normally respond within one month; statutory extensions or other lawful timing rules may apply.
10. Complaints
You have the right to complain to Panivon about our handling of personal information. Email privacy@clockneo.com, or write to our registered office.
We will acknowledge a data-protection complaint within 30 days, make appropriate enquiries, keep you informed and tell you the outcome without undue delay.
You may also complain to the UK data-protection regulator through the ICO complaints service (https://ico.org.uk/make-a-complaint/). Contacting Panivon first can help resolve the issue, but this notice does not remove your statutory complaint rights.
11. Information you need to provide
We need accurate identity, authority and contact information to establish an administrative account and business agreement. Without necessary details, we may be unable to provide access, deal with a request or administer a subscription.
Billing information is needed to administer payment and meet applicable record-keeping obligations. Optional enquiries and optional notification features do not require you to provide unrelated information.
Your employer must explain which workforce information it requires, why it requires it and the consequences of not providing it. Browser permission for location is not, by itself, the employer’s lawful basis for monitoring.
12. Security, cookies and updates
We use access restrictions, tenant and role controls, protected credentials, encrypted transport, incident procedures and other measures appropriate to the processing. No system can promise absolute security.
The Cookie Notice explains browser storage and similar technologies.
We version this notice and explain material changes through an appropriate channel. Where information comes from your organisation rather than directly from you, we provide the relevant privacy information within the applicable legal timeframe.