Cicada Clock is in private pilot. These terms cover that stage. Where an organisation has a signed pilot agreement with us, that agreement takes precedence over anything on this page.
1. Who these terms are with
Cicada Clock is operated by Grip Intelligence AI Limited, a company registered in England and Wales (No. 17387904), registered office Office F18, 22-25 Portman Close, London, W1H 6BS (“we”, “us”).
They are with the organisation that registers to use Cicada Clock. An employee who clocks in using an account their employer issued is using the service under their employer's agreement, not a separate one of their own.
2. What the service is
An iPhone application and a hosted service that records clock-in and clock-out events, self-reported status messages, leave requests, and derived hours — and produces a weekly payroll estimate from them.
3. Accounts
Organisations register themselves and issue logins to their people. Employees cannot create accounts. An employee activates their own login with a code sent to their work email and a PIN set on their own phone; we never generate or disclose a password. The organisation is responsible for who it issues logins to and for revoking them when someone leaves.
4. Payroll figures are an estimate
This clause matters more than its position suggests. The weekly payroll run produces a non-cumulative estimate of PAYE and National Insurance from recorded punch times. It reads common UK tax codes and takes its thresholds from your settings. It is not an RTI submission, and it does not model student loans, pension auto-enrolment, statutory pay, or the higher-rate bands.
Every payslip row it produces is marked as an estimate. Before anyone is paid from these figures, the organisation must check the thresholds in its settings against HMRC's rates for the current tax year. Responsibility for paying people correctly, and for filing with HMRC, remains the organisation's.
One behaviour is deliberate and worth stating: where an employee has a shift that week with no clock-out, the run produces no payslip for them and returns them as blocked, with the reason. Quietly paying zero for a shift nobody closed is the failure this design exists to avoid.
5. The organisation's responsibilities
- Telling its people, clearly and in advance, that a clock with punch-time location is in use, and meeting any local notice or consent requirements.
- Keeping employment and pay data in the service accurate.
- Using the service for workforce timekeeping — not to monitor people outside working time, and not in any way that breaks employment, data protection, or surveillance law where it operates.
- Not attempting to extract, resell, or reverse engineer the service, and not probing its security without our written agreement.
6. Data protection
The organisation is the data controller and we are the processor. What the software collects, and what it does not, is set out in the privacy policy, which forms part of these terms. A pilot organisation is given a written processing agreement covering instructions, retention, sub-processors and deletion.
7. Availability during the pilot
No uptime commitment is offered at this stage. We will give reasonable notice of planned interruptions where we can. Clocking works without a signal: punches are queued on the phone with the time they were actually made and sent when the connection returns.
8. Liability
Nothing here limits liability for death or personal injury caused by negligence, for fraud, or for anything else that cannot be limited by law. Subject to that, and given that the pilot is provided at no or nominal charge, we are not liable for indirect or consequential loss, or for loss of profit, revenue or data, and our total liability is limited to the amounts paid to us for the service in the twelve months before the claim.
The service produces estimates and flags for human judgement. It does not make employment or payment decisions, and the organisation remains responsible for the ones it makes.
9. Ending the pilot
Either side may end the pilot on written notice. On ending, the organisation's data is returned or deleted on the terms of its pilot agreement.
10. Changes
These terms may change as the product leaves pilot. Material changes will be notified to pilot organisations directly rather than only posted here.
11. Governing law
These terms are governed by the law of England and Wales, and the courts of England and Wales have exclusive jurisdiction.