Terms of use

What HoursDone does

HoursDone records when staff clock in and out on a shared device, and turns that into hours you can export for payroll. That is the whole product.

It is a record-keeping tool. It is not payroll software, it does not pay anybody, and it does not calculate tax, entitlements or overtime law for your jurisdiction. Deciding what someone is owed is your job.

Your account

• You need to be old enough to enter a contract where you live, and authorised to act for the business you sign up for.
• Keep your sign-in details to yourself. Anything done by someone signed in as you counts as done by you.
• Kiosk links are unguessable but they are not secret once shared. Treat a kiosk link like a key to the till.

Your responsibilities to your staff

This is the part that actually matters, so it is not buried:

• Tell your staff they are being clocked, what is recorded, and how long it is kept.
• If you switch on punch photographs, you are photographing people at work. Make sure you are allowed to, that they know, and that you have whatever consent or notice your local law requires. Several jurisdictions treat images of identifiable people at work as sensitive.
• Use it to record hours worked, not to monitor people. Do not use HoursDone to build a case against someone in a way you have not told them about.
• Keep employee records accurate, and correct them when someone says they are wrong.

Acceptable use

• Do not use HoursDone for anything unlawful, or to record people who are not your workers.
• Do not attempt to reach another customer's data, probe the service for weaknesses without asking us first, or work around limits on your plan.
• Do not resell HoursDone as your own product without a written agreement.
• Automated access is fine in moderation; hammering the service so it degrades for others is not.

Paying

• The free plan is free, indefinitely, for one location with up to five people. It is not a trial and it does not expire.
• Paid plans are billed monthly or yearly in advance. Yearly costs ten months.
• Prices can change, but not for a period you have already paid for. We will give at least 30 days' notice by email.
• Cancel whenever you like and you keep access to the end of the period you have paid for. We do not pro-rate part-months.
• Payments are handled by Polar, who act as the merchant of record. They take the payment, issue your receipt, and handle any sales tax or VAT that applies where you are. Your receipt will show them, not us.

Refunds

If you are unhappy with a paid plan, write to us within 14 days of a payment and we will refund it in full. That covers the first payment on a new subscription and any renewal.

After 14 days we do not refund the rest of a period, because you keep access to the end of it. Cancelling stops the next payment; it does not claw back the current one.

There is a reason the window is generous rather than nervous: the free plan exists so you can decide before paying anything, so a refund request usually means we sold you the wrong thing and should say so plainly.

Refunds are issued through Polar and go back to the card that paid. Write to support@hoursdone.com and we will start it.

Your data is yours

You own your hours, your employee records and your photographs. We hold them to run the service for you.

You can export your hours at any time, in formats that open in any spreadsheet, without asking us. If you leave, take them with you — we do not hold data hostage to keep you subscribed.

Availability

We work to keep HoursDone up, but we do not promise an uptime figure and there is no SLA on any plan today. If we ever offer one it will be written down, not implied here.

The kiosk is built to keep working when your internet does not: punches queue on the device and sync when the connection returns. That protects you from an outage on your side, and largely from one on ours.

Ending it

• You can close your account whenever you want, from the admin area or by writing to us.
• We can suspend or close an account that breaks these terms, that is not paid for, or that we are legally required to act on. Except where something is urgent or unlawful, we will tell you first and give you a chance to fix it.
• When an account closes we delete its database and its photographs within 30 days. Export first.

The legal bit

HoursDone is provided as it is. To the extent the law allows, we exclude implied warranties, and our total liability to you for any claim is limited to what you paid us in the 12 months before it arose. Nothing here limits liability that cannot lawfully be limited — including for death, personal injury, or our own fraud.

We are not liable for indirect or consequential loss, including lost profits or lost business, arising from use of the service.

You remain responsible for your own legal obligations to your staff, including paying them correctly. HoursDone records what happened; it does not decide what is owed.

Changes to these terms

We will email account owners before anything material changes, and the date above will move. Carrying on using HoursDone after that means you accept the change; if you do not, close the account and we will refund the unused part of any prepaid period.

Governing law

These terms are governed by the laws of the country in which HoursDone is established, and its courts have exclusive jurisdiction. If you are contracting as a consumer somewhere that gives you stronger local protections, those still apply to you and nothing here removes them.

Contact

support@hoursdone.com, or the contact form on this site.