Last updated: 7 September 2026

These Terms of Service ("Terms") govern access to and use of TimeTally's timesheet, rota, clock-in and leave management software, mobile apps and related services (the "Service"). By creating an organisation account, starting a subscription, or otherwise using the Service, you agree to be bound by these Terms.

1. Who these Terms apply to

1.1 The Customer

These Terms are a legally binding agreement between the business or organisation that registers for the Service (the "Customer", "you" or "your") and Timetally ("TimeTally", "we", "us" or "our"). The person who creates the organisation account confirms that they are authorised to accept these Terms on the Customer's behalf.

1.2 Business use only

The Service is provided to businesses and organisations for use in the course of their trade, business or profession. It is not offered to consumers, and consumer protection legislation (including the Consumer Rights Act 2015 and the Consumer Contracts Regulations 2013) does not apply to this agreement. You must be at least 18 years old to accept these Terms.

1.3 Authorised Users

The Customer may invite its employees, workers and managers to use the Service ("Authorised Users"). Authorised Users do not enter into a contract with TimeTally: their access is granted by, and on behalf of, the Customer. The Customer is responsible for:

• Ensuring every Authorised User complies with these Terms, in particular section 12 (Acceptable Use)
• All activity that takes place under its organisation account and its Authorised Users' accounts
• Removing access promptly when an Authorised User leaves the organisation
• Meeting its own legal obligations towards Authorised Users, including those in section 9 (Data Protection) and section 10 (Employee Monitoring and Location Data)

2. Description of the Service

TimeTally is a cloud-based workforce management platform that lets organisations:

• Record employee working hours and timesheets, including clock-in and clock-out from a browser or mobile app
• Optionally capture the device's location at the moment an employee clocks in or out ("GPS clock-in")
• Plan and publish rotas and shift patterns, and share them with staff
• Review and approve timesheets, and maintain an audit trail of changes
• Manage holiday, sick leave, time off in lieu (TOIL) and other leave types, including requests, approvals, allowances and balances
• Calculate worked hours, overtime and indicative pay figures from the rates and settings you configure
• Export data as CSV files and, where you connect them, to Xero and QuickBooks

The Service is available through the website at www.timetally.uk and through the TimeTally apps for iOS and Android (section 11).

3. Accounts

3.1 Registration

You must provide accurate, complete and current information when creating and maintaining your account, and keep it up to date. You may create only one free trial per organisation.

3.2 Credentials and security

You and your Authorised Users are responsible for:

• Keeping account credentials confidential, and not sharing an individual login between people
• Choosing passwords that meet the minimum requirements shown at signup, and choosing them sensibly
• Notifying us promptly at support@timetally.org of any unauthorised access to, or suspected compromise of, an account

3.3 User roles

The Service has two roles:

• Administrators: manage organisation settings, add and remove users, build rotas, approve timesheets and leave, access billing and export data. An administrator may also be set up to submit their own timesheets.
• Employees: submit timesheets, clock in and out, view their rota, request leave and manage their own profile.

4. Free trial

• New organisations receive a 14-day free trial with access to all features, including GPS clock-in. No payment method is required to start the trial.
• The trial begins on the date the organisation account is created.
• When the trial ends, access to the Service is suspended until you start a paid subscription. Your data is retained in the meantime in accordance with section 6.3 and our Privacy Policy.
• You may start a paid subscription at any point during the trial. Doing so ends the trial and billing begins immediately.
• An organisation with no billable users (section 5.2) may continue to use the Service without charge after the trial.

5. Fees and payment

5.1 Price

The Service costs £3.00 per billable user per month. GPS clock-in is an optional add-on at £1.00 per billable user per month. All prices are in pounds sterling and exclude VAT, which will be added where applicable. The price that applies to your subscription is the price shown at checkout when you subscribe; a subscription is not re-priced when our published prices change except as set out in section 5.6.

5.2 Billable users

A billable user is any Authorised User who submits timesheets or clocks in and out, whether they hold the Employee role or the Administrator role. Administrators who only approve, plan rotas or manage settings, and do not submit their own time, are free of charge. The number of billable users is counted from your organisation's records at the time of each billing event.

5.3 Billing

• Subscriptions are billed monthly in advance at the start of each billing period, through our payment processor Stripe.
• You authorise us and Stripe to charge your chosen payment method for all fees due under these Terms.
• When the number of billable users changes during a billing period, the subscription quantity is updated immediately. Additions are charged pro rata for the remainder of the period and invoiced straight away; reductions are credited pro rata against your next invoice.
• Invoices and receipts are available through the billing portal in your account settings.

5.4 Payment failure

If a payment fails, Stripe will retry it over the following days and we will email the administrator who holds the billing contact. If payment has not been received within 14 days of the first failed attempt we may suspend access to the Service until the outstanding amount is paid. We will give you at least 7 days' written notice before terminating an account for non-payment.

5.5 Refunds

Fees are non-refundable except where required by law, where section 7.2 applies, or where we agree otherwise in writing. We do not refund or credit partial months on cancellation or unused features.

5.6 Price changes

We may change our prices. We will give you at least 30 days' notice by email before a price change applies to your subscription. If you do not accept the new price you may cancel under section 6.1 before it takes effect, and the old price will apply until the end of your then-current billing period.

6. Cancellation, suspension and reactivation

6.1 Cancelling your subscription

You may cancel at any time from your account settings. On cancellation:

• Your subscription stays active until the end of the billing period you have already paid for
• You will not be charged again
• You keep full access, including the ability to export your data, until the period ends
• After the period ends your organisation's access is suspended

6.2 Reactivation

You may reactivate a cancelled or suspended organisation at any time while its data is still retained (section 6.3). Reactivation restores full access and starts a new subscription at our then-current price.

6.3 Data after cancellation

After a subscription is cancelled or a trial expires, we retain your organisation's data for 90 days so that you can reactivate or export it. After 90 days we may permanently delete the organisation and all of its data without further notice. Copies may persist in encrypted backups for up to 30 days after deletion.

7. Service availability and changes

7.1 Availability

We aim for 99.9% uptime but do not guarantee uninterrupted access. We may carry out maintenance, updates or emergency repairs that temporarily limit availability, and will give advance notice of planned maintenance where practicable. Subject to section 18, we are not liable for loss caused by unavailability of the Service.

7.2 Changes to the Service

We continually develop the Service and may add, change or remove features. We will give at least 30 days' notice before removing a feature that materially reduces the Service's core functionality. If we discontinue the Service entirely we will give at least 60 days' notice and refund any fees paid in advance for the period after the discontinuation date.

8. Your data

8.1 Ownership

You retain all rights in the data you and your Authorised Users enter into the Service ("Customer Data"), including employee details, time entries, clock-in records and locations, rotas, leave records, project data, notes and pay settings.

8.2 Licence to us

You grant us a non-exclusive, royalty-free licence to host, copy, process, transmit and display Customer Data solely to provide, secure, support and improve the Service, and as otherwise permitted by section 9. We do not sell Customer Data, and we do not share it with third parties except as set out in section 9.5 and our Privacy Policy.

8.3 Your responsibilities for Customer Data

You are responsible for Customer Data and warrant that:

• You have the right, and where required the lawful basis, to enter it into the Service and have us process it
• It does not infringe any law or any third party's rights
• It does not contain malicious code
• Time and attendance records reflect the hours actually worked

8.4 Export

You may export Customer Data at any time as CSV files from within the Service and, where configured, through the Xero and QuickBooks integrations. We recommend exporting your data before cancelling or deleting your account.

9. Data protection and data processing terms

9.1 Roles

For personal data about Authorised Users and other individuals contained in Customer Data ("Employee Data"), the Customer is the controller and TimeTally is the processor. For personal data about the Customer's administrators as our contacts, and about visitors to our website, TimeTally is the controller and our Privacy Policy applies. Both parties will comply with the UK GDPR and the Data Protection Act 2018 ("Data Protection Law").

9.2 Scope of processing

We process Employee Data for the duration of this agreement, for the purpose of providing the Service described in section 2. The categories of data are those the Customer chooses to enter: identity and contact details, employment details, working time and attendance, clock-in location where GPS clock-in is enabled, rota and shift data, leave and absence records (which may include health-related information such as sickness absence), and pay rates and settings. The data subjects are the Customer's employees, workers and contractors.

9.3 Our obligations as processor

We will:

• Process Employee Data only on the Customer's documented instructions, which are these Terms and the settings and actions taken by the Customer in the Service, unless required to do otherwise by law, in which case we will tell you first where the law allows
• Ensure that everyone we authorise to access Employee Data is bound by a duty of confidentiality
• Implement appropriate technical and organisational security measures, including encryption in transit and at rest, access controls, row-level security and regular backups, as described in our Privacy Policy
• Notify you without undue delay, and in any event within 48 hours, after becoming aware of a personal data breach affecting Employee Data, and give you the information you reasonably need to meet your own notification obligations
• Help you, taking into account the nature of the processing, to respond to data subject requests and to meet your obligations on security, breach notification and data protection impact assessments
• At the end of the agreement, delete Employee Data in accordance with section 6.3, or return it via the export tools in section 8.4 before deletion, unless the law requires us to keep it
• Make available the information reasonably necessary to demonstrate our compliance with this section, and allow for and contribute to audits or inspections you reasonably request, no more than once a year unless required by a supervisory authority

9.4 Your obligations as controller

You are responsible for having a lawful basis for the processing you instruct us to carry out, for providing your Authorised Users with a privacy notice that covers the use of TimeTally, and for the accuracy and lawfulness of any instructions you give us. You will not instruct us to process special category data beyond what the Service is designed to hold (for example, sickness absence records).

9.5 Sub-processors

You authorise us to use the following sub-processors to provide the Service:

• Supabase: database hosting, authentication, file storage and serverless functions
• Vercel: web application hosting
• Stripe: payment processing (billing contact and payment details only, not Employee Data)
• Resend: delivery of transactional email such as invitations, notifications and password resets
• OpenStreetMap / Nominatim: converting site addresses you enter into map coordinates for GPS clock-in
• Apple and Google: distribution of the mobile apps through the App Store and Google Play

We will give you at least 30 days' notice by email before adding or replacing a sub-processor that will process Employee Data. If you reasonably object on data protection grounds and we cannot resolve the objection, you may cancel the affected part of the Service under section 6.1, and we will refund any fees paid in advance for the period after cancellation. We remain responsible for our sub-processors' performance of their obligations.

9.6 International transfers

Employee Data is stored in the United Kingdom or the European Economic Area. Where a sub-processor processes Employee Data outside the UK, we ensure the transfer is covered by an adequacy regulation, the UK International Data Transfer Agreement or Addendum, or another safeguard permitted by Data Protection Law.

10. Employee monitoring and location data

The Service can record when and, if GPS clock-in is enabled, where employees clock in and out. Location is captured only at the moment of clocking in or out and is not tracked continuously. Because this is workplace monitoring, the Customer is responsible for using it lawfully. In particular, before enabling GPS clock-in or any monitoring feature you must:

• Identify a lawful basis and satisfy yourself that the monitoring is necessary and proportionate
• Tell your employees clearly what is recorded, when, why, who can see it and how long it is kept
• Carry out a data protection impact assessment where Data Protection Law or ICO guidance requires one
• Use the data only for the purposes you have told employees about, and not for continuous surveillance
• Comply with any workplace consultation or collective agreement obligations

If an employee's device does not provide a location, for example because they have declined location permission, the clock-in is recorded with a status showing that location was denied or unavailable. Where you have configured a geofence for a site, a clock-in without a location may be refused. You are responsible for how you treat clock-ins made without location data.

11. Mobile apps

We make the Service available through apps for iOS (via the Apple App Store) and Android (via Google Play). Subject to these Terms, we grant each Authorised User a personal, non-transferable, revocable licence to install and use the app on a device they own or control, solely to access the Service. Your use of an app store is also governed by that store's own terms.

Where an app is downloaded from the Apple App Store: these Terms are between you and TimeTally only, not Apple; Apple has no obligation to provide maintenance or support for the app; Apple is not responsible for addressing any claim relating to the app or your use of it, including product liability, regulatory or consumer protection claims, or claims that the app infringes a third party's intellectual property; and Apple and its subsidiaries are third-party beneficiaries of this section and may enforce it against you. You confirm that you are not located in a country subject to a US Government embargo and are not on any US Government list of prohibited or restricted parties.

12. Acceptable use

You must not, and must ensure your Authorised Users do not, use the Service to:

• Break any law or infringe any third party's rights
• Record false, misleading or fraudulent time, attendance, location or leave information
• Impersonate another person or misrepresent an affiliation
• Interfere with or disrupt the Service or the networks and systems it runs on
• Attempt to gain unauthorised access to any part of the Service, another organisation's data or another user's account
• Access the Service through automated scripts, bots or scraping tools other than the exports and integrations we provide
• Reverse engineer, decompile or disassemble any part of the Service, except to the extent the law allows
• Remove or obscure any proprietary notice
• Upload or transmit malicious code
• Harass, abuse, threaten or intimidate other users or our staff
• Facilitate unlawful employment practices, including unlawful monitoring of workers
• Resell, sublicense or provide the Service to third parties, other than your own Authorised Users

13. Intellectual property

13.1 Our rights

The Service, including its software, design, graphics, text and functionality, is owned by TimeTally or its licensors and is protected by UK and international copyright, trade mark and other intellectual property laws. Other than the rights expressly granted in these Terms, no rights in the Service are transferred to you.

13.2 Trade marks

"TimeTally" and the associated logos are trade marks of Timetally. You may not use them without our prior written consent.

13.3 Feedback

If you give us feedback, suggestions or ideas about the Service, we may use and incorporate them without restriction, compensation or attribution.

14. Calculations, payroll and leave

The Service performs automated calculations, including holiday and leave entitlement, accruals, carry-over, time off in lieu (TOIL), worked hours, overtime, rota costs and indicative pay figures, based entirely on the settings, rates, working patterns and data that you and your Authorised Users enter. These outputs are provided for your convenience only and do not constitute payroll, tax, accounting, employment law or other professional advice.

You are solely responsible for:

• The accuracy and completeness of the data, rates and settings you configure
• Reviewing and verifying every figure produced by the Service before relying on it
• Ensuring that leave entitlements, pay and working-time practices comply with applicable law and with your employees' contracts
• Operating your own payroll and making all statutory deductions, payments and filings

TimeTally is not a payroll provider. We do not pay wages, calculate or remit tax or National Insurance, or make submissions to HMRC or any other authority on your behalf. Where you connect a third-party accounting or payroll system, data is transferred only as instructed by you, and we are not responsible for how that system processes it.

TO THE MAXIMUM EXTENT PERMITTED BY LAW, WE ACCEPT NO LIABILITY FOR ANY LOSS ARISING FROM INCORRECT, INCOMPLETE OR UNEXPECTED CALCULATIONS OR RECORDS, including without limitation under-payment or over-payment of wages, incorrect holiday or leave balances, miscalculated accruals, overtime or TOIL, inaccurate timesheet, clock-in, location or rota records, and any resulting employment claims, disputes, penalties, fines, back-pay or interest, whether caused by your configuration, your data entry, a defect or error in the Service, or otherwise. You acknowledge that this allocation of risk is reflected in the price of the Service, which is not calculated to cover losses of this kind, and that it is reasonable given that you control the inputs and are able to verify every output before acting on it.

If, and only to the extent that, any part of the exclusion above is held to be unenforceable, our liability for the relevant loss is instead limited in accordance with section 16.

Nothing in this section excludes or limits our liability for death or personal injury caused by our negligence, for fraud or fraudulent misrepresentation, or for any other liability that cannot lawfully be excluded or limited.

15. Disclaimer of warranties

THE SERVICE IS PROVIDED "AS IS" AND "AS AVAILABLE". TO THE MAXIMUM EXTENT PERMITTED BY LAW, ALL WARRANTIES, CONDITIONS AND OTHER TERMS IMPLIED BY STATUTE OR COMMON LAW, INCLUDING SATISFACTORY QUALITY, FITNESS FOR A PARTICULAR PURPOSE AND NON-INFRINGEMENT, ARE EXCLUDED.

We do not warrant that:

• The Service will be uninterrupted, timely, secure or error-free
• The results obtained from the Service will be accurate or reliable
• Any errors in the Service will be corrected
• The Service will meet your specific requirements

16. Limitation of liability

TO THE MAXIMUM EXTENT PERMITTED BY LAW, TIMETALLY AND ITS OWNERS, DIRECTORS, EMPLOYEES, AGENTS, SUPPLIERS AND AFFILIATES WILL NOT BE LIABLE, WHETHER IN CONTRACT, TORT (INCLUDING NEGLIGENCE), BREACH OF STATUTORY DUTY OR OTHERWISE, FOR ANY INDIRECT, INCIDENTAL, SPECIAL OR CONSEQUENTIAL LOSS, OR FOR ANY OF THE FOLLOWING WHETHER DIRECT OR INDIRECT:

• Loss of profits, revenue, business or contracts
• Loss of or corruption to data or information
• Business interruption
• Loss of goodwill or reputation
• Cost of procuring substitute services

Our total aggregate liability to you arising out of or in connection with these Terms and the Service, in any 12-month period, will not exceed the greater of the fees you paid us in the 12 months before the event giving rise to the claim and £100.

Nothing in these Terms excludes or limits liability for death or personal injury caused by negligence, fraud or fraudulent misrepresentation, or any other liability that cannot lawfully be excluded or limited.

17. Indemnity

You will indemnify, defend and hold harmless TimeTally and its owners, directors, employees and agents from and against all claims, losses, liabilities, damages, costs and expenses (including reasonable legal fees) arising from:

• Your or your Authorised Users' use or misuse of the Service
• Your breach of these Terms or of Data Protection Law
• Customer Data, including any claim that our processing of it on your instructions infringes a third party's rights
• Your employment practices, including pay, working time and leave decisions made using the Service
• Your monitoring of employees using the Service, including any use of GPS clock-in, and any failure to inform employees or to have a lawful basis for it

18. Force majeure

Neither party is liable for any failure or delay in performing its obligations (other than payment obligations) caused by events beyond its reasonable control, including failures of the internet, hosting or telecommunications providers, power failures, cyber-attacks, strikes, epidemics, natural disasters, war or acts of government.

19. Confidentiality

Each party will keep confidential any non-public information it receives from the other in connection with the Service, use it only for the purposes of this agreement, and not disclose it except to its staff, advisers and sub-processors who need to know it and are bound by equivalent obligations, or where required by law. This obligation survives termination for three years, and indefinitely for Employee Data.

20. Termination

20.1 Termination by you

You may delete your organisation at any time using the account deletion feature in your settings. Deletion:

• Cancels any active subscription immediately, with no refund for the remainder of the billing period
• Removes all Authorised User accounts linked to the organisation
• Permanently deletes the organisation and all Customer Data, subject only to encrypted backup copies that expire within 30 days and records we must keep by law (see our Privacy Policy)
• Cannot be undone

20.2 Termination or suspension by us

We may suspend or terminate your access:

• Immediately, if you or an Authorised User materially breach these Terms (including section 12), provide false information, or use the Service fraudulently or unlawfully
• Immediately, where necessary to protect the security or integrity of the Service or other customers' data
• For non-payment, in accordance with the notice periods in section 5.4
• On 30 days' written notice for any other reason, in which case we will refund any fees paid in advance for the period after termination

20.3 Effect of termination

On termination your right to use the Service ends. Customer Data is handled in accordance with sections 6.3 and 9.3. Sections 8, 9, 13, 14, 16, 17, 19, 20.3 and 22 survive termination.

21. Changes to these Terms

We may update these Terms. For material changes we will give at least 30 days' noticeby email to your organisation's administrators and by notice within the Service, and we will show the revised "Last updated" date at the top of this page. Minor changes, such as clarifications or corrections that do not reduce your rights, may take effect on posting. If you do not agree to a change you may cancel under section 6.1 before it takes effect; continuing to use the Service after that date constitutes acceptance.

22. General

22.1 Governing law and jurisdiction

These Terms and any dispute or claim arising out of or in connection with them are governed by the laws of England and Wales, and the courts of England and Wales have exclusive jurisdiction.

22.2 Dispute resolution

Before starting formal proceedings, you agree to contact us at support@timetally.org and to attempt in good faith to resolve the matter informally for at least 30 days.

22.3 Notices

We will send notices to the email address of your organisation's administrators and, where stated, within the Service. You may send notices to us at support@timetally.org. Email notices are deemed received on the next working day after sending.

22.4 Entire agreement

These Terms, together with our Privacy Policy, GDPR Statement and Cookie Policy, are the entire agreement between you and TimeTally regarding the Service and supersede any prior agreements or representations. Each party acknowledges that it has not relied on any statement not set out in these documents.

22.5 Severability

If any provision of these Terms is found to be invalid or unenforceable, it will be modified to the minimum extent necessary to make it enforceable, or severed if that is not possible, and the remaining provisions will continue in full force.

22.6 Waiver

A failure or delay by either party in exercising any right under these Terms is not a waiver of that right, and a waiver of one breach is not a waiver of any other.

22.7 Assignment

You may not assign or transfer these Terms without our prior written consent. We may assign them to an affiliate or to a successor in connection with a merger, acquisition or sale of assets, provided the successor assumes our obligations, including those in section 9.

22.8 Third-party rights

Except as stated in section 11 in respect of Apple, no one other than the parties has any right under the Contracts (Rights of Third Parties) Act 1999 to enforce any term of this agreement.

23. Contact

If you have questions about these Terms, please contact us:

• Email: support@timetally.org
• Company Name: Timetally
• Website: https://www.timetally.uk