FieldClock Terms of Service

1. Who these terms apply to

"FieldClock," "we," and "us" means the operator of the FieldClock service. "Customer" or "employer" means the company that holds a FieldClock subscription. "Workers" means individuals who use FieldClock under a customer's account, including managers and supervisors. "You" means the customer and, where the context applies, its workers.

The customer is responsible for ensuring that everyone who uses FieldClock under its account complies with these terms and with the in-app privacy and workforce-data agreement.

2. The service

FieldClock provides timekeeping, scheduling, job-site management, event-based location capture at punches and status changes, overtime calculation, and payroll-preparation tools, including paystub previews and exports (CSV, IIF, printable paystubs).

3. Payroll accuracy — employer responsibility

• The employer is solely responsible for verifying the accuracy and completeness of all hours, wages, overtime, taxes, deductions, and net-pay amounts before paying workers and before any government filing or remittance (including CRA, provincial authorities, Revenu Québec, the IRS, or any other tax authority).
• FieldClock's built-in Canadian rates (CPP, EI, federal and provincial income tax) are estimates based on published rates for the configured year. Rates change; FieldClock does not guarantee they are current or correctly applied to your specific circumstances.
• Manager-controlled tax settings. FieldClock lets company managers change tax rates, disable individual taxes, define custom manual tax lines, and adjust or remove amounts on payroll previews before approving a run. Any figures produced using manager-configured settings or manual adjustments are entirely the employer's responsibility. FieldClock does not validate that manager-configured rates comply with any law.
• Manual tax mode (including U.S. companies). In manual mode FieldClock performs no statutory tax calculations at all — every tax line is defined by the employer. FieldClock provides no U.S. federal, state, or local tax tables.
• Quebec. Quebec payroll involves separate Revenu Québec rules (QPP, QPIP, abatements, credits) that FieldClock estimates only roughly. Quebec figures must always be verified by a payroll professional.
• Vacation pay, statutory holiday pay, severance, and similar entitlements are not calculated automatically and remain the employer's responsibility.

4. Accounts

• You must provide accurate account information and keep credentials secure. You are responsible for activity under your account.
• Workers join under an employer's account (for example via a join code). The employer controls worker roles, permissions, and data within its company.
• You must be legally able to enter into these terms on behalf of your company.

5. Subscriptions, billing, and trials

Plans and billing

• Paid plans are billed monthly in advance through PayPal as a recurring subscription. Current plans and prices are shown at fieldclock.ca and in the app. Prices are in CAD unless stated otherwise.
• Each plan includes a maximum number of active workers. FieldClock may prevent adding workers beyond your plan's limit.
• We may change prices or plans with at least 30 days' notice; changes take effect at your next billing cycle.

Trial

• New companies receive a free trial (currently 14 days, no credit card required). At the end of the trial, a paid subscription is required to continue active use.

Cancellation and refunds

• You may cancel at any time through PayPal or by contacting us. Cancellation takes effect at the end of the current billing period; you keep access until then.
• Except where required by law, payments are non-refundable, including for partial billing periods or unused worker seats. If something went wrong on our side, contact us — we review refund requests in good faith.

Lapsed subscriptions — grace period and read-only mode

• If a payment fails or a subscription is cancelled or expires, the account enters a 14-day grace period during which the service continues to work normally and managers can fix billing.
• After the grace period, the account becomes read-only: clock-ins and other changes are blocked, but managers and workers can still sign in, view records, and export payroll data. Restoring an active subscription restores full access.
• Read-only mode is not data deletion — see Section 8 for retention.

6. Data ownership and privacy

• The employer owns its workforce records — timesheets, punches, location events, payroll runs, paystubs, and related records created under its account. FieldClock processes this data to operate the service as described in the Privacy Notice.
• FieldClock retains a limited right to use account and usage data to operate, secure, support, and improve the service, and to comply with legal obligations.
• Export tools (CSV, IIF, printable paystubs) are available so the employer can keep its own copies, including during read-only mode.
• Service providers that may process data include PayPal (payments, United States), OpenStreetMap Nominatim (map and address search), ip-api.com (security IP lookups), and configured email and push-notification providers. Some processing may occur outside your province or outside Canada.
• The employer is responsible for providing any workplace notices and obtaining any consents required by employment and privacy law in its jurisdiction before rolling FieldClock out to workers.

7. Acceptable use

• Do not use FieldClock to break the law, infringe others' rights, or harass anyone.
• Do not attempt to probe, breach, overload, or disrupt the service or access other companies' data.
• Do not resell, sublicense, or white-label the service without written permission.
• Do not use FieldClock to conduct surveillance beyond the features it provides; location capture is event-based by design.

8. Termination and data retention

• You may stop using FieldClock and request account deletion at any time by contacting [email protected].
• We may suspend or terminate accounts that materially breach these terms, create legal or security risk, or remain unpaid beyond the grace period, with notice where practical.
• On termination, we will delete or anonymize company data within a reasonable period after a final export window, except records we must keep — payroll and timesheet records may be retained for up to seven (7) years where tax or employment record-keeping rules require, along with billing, security, and audit records we need to keep for legal purposes.
• It is the employer's responsibility to export its records before closing an account.

9. Disclaimers

FieldClock is provided "as is" and "as available." To the maximum extent permitted by law, we disclaim all warranties, express or implied, including merchantability, fitness for a particular purpose, accuracy, and non-infringement. We do not warrant that the service will be uninterrupted, error-free, or that calculations will be accurate for your specific legal obligations. GPS accuracy depends on the worker's device and environment and is not guaranteed.

10. Limitation of liability

• To the maximum extent permitted by law, FieldClock will not be liable for indirect, incidental, special, consequential, or punitive damages, or for lost profits, lost data, business interruption, or government penalties, fines, interest, or assessments arising from payroll, tax, or employment decisions made using the service.
• Our total aggregate liability for all claims arising out of or relating to the service is limited to the amount you paid to FieldClock in the twelve (12) months before the event giving rise to the claim.
• Some jurisdictions do not allow certain exclusions; in those cases these limits apply to the fullest extent permitted.

11. Indemnification

The employer will defend and indemnify FieldClock against third-party claims (including by workers and tax authorities) arising from the employer's use of the service, including payroll decisions, manager-configured tax settings, workplace monitoring practices, or breach of these terms or applicable law.

12. Changes to these terms

We may update these terms from time to time. For material changes we will give notice in the app or by email, and continued use after the effective date constitutes acceptance. Workers may be asked to re-accept the in-app agreement when terms change materially.

13. Governing law and disputes

These terms are governed by the laws of the Province of Manitoba and the federal laws of Canada applicable in Manitoba, without regard to conflict-of-law rules. The courts of Manitoba have exclusive jurisdiction over disputes arising from these terms or the service, and the parties attorn to that jurisdiction. Before filing a claim, the parties agree to attempt good-faith resolution by contacting [email protected].

14. General

• If any provision is unenforceable, the rest remains in effect.
• These terms, the Privacy Notice, and the in-app privacy and workforce-data agreement are the entire agreement between you and FieldClock about the service.
• You may not assign these terms without our consent; we may assign them in connection with a sale or reorganization of the business.
• Failure to enforce a provision is not a waiver.

15. Contact

Questions about these terms can be sent to [email protected].