Terms of Service

Last updated 29 August 2026

These terms govern your use of OPSICLE. Where we have signed a separate written agreement or an order form with you, that document takes precedence over anything below that contradicts it.

1. Who this is between

“We” and “OPSICLE” mean the operator of the OPSICLE platform. “You” and “Customer” mean the organisation that holds the account. “Users” are the people you allow to use it — your managers, your staff, and anyone applying for a job through your careers pages.

If you are accepting these terms on behalf of an organisation, you confirm you are authorised to bind it.

2. The service

OPSICLE is provided as software over the internet, across three surfaces: a web application for managers, a clock-in terminal that runs on a tablet, and a mobile app for staff. Which modules your account can use depends on the plan you are on.

We develop the product continuously. We may add, change or remove features, and we will not materially reduce the functionality of a module you are paying for during a paid term without telling you first.

3. Trials

A free trial runs for 14 days from the day your account is created, unless we agree otherwise in writing. Trials are provided as-is: no availability commitment, no support commitment, and we may end one at any time. Nothing is charged during a trial and no payment details are required to start one.

If you do not continue at the end of a trial, the account is closed and clause 11 applies to what is in it.

4. Fees

Fees, the billing cycle and any employee limits are those set out in the plan you have accepted or in your order form. Unless stated otherwise there:

• Charges are monthly in advance, and annual plans are payable in advance for the year.
• Prices are exclusive of VAT, which we add where applicable.
• Where a plan is priced per employee, the charge follows the number of employee records active in your account during the period.
• Changing plan takes effect from the change; it does not retroactively reprice a period already invoiced.

We may change prices for a renewal term on 30 days’ written notice before that term begins. A price change never applies to a term you have already paid for. Invoices are due within 30 days, and we may suspend an account that is materially overdue after giving you notice and a reasonable chance to put it right.

5. What you are responsible for

You control what goes into your account, and you remain the data controller for it. In particular you are responsible for:

• Having a lawful basis for the personal data you put in, and giving your staff the privacy information the law requires.
• Biometric clock-in, if you switch it on. Face recognition is off by default and opt-in per person, and a PIN alternative is always available. Whether to offer it at all, and completing a data protection impact assessment before you do, is your decision and your obligation.
• The accuracy of pay rates, hours and records used for payroll. OPSICLE prepares and reports; it does not file or pay anything to HMRC on your behalf.
• Keeping credentials secure, and removing access promptly when someone leaves.
• Making sure your use, and your users’ use, complies with employment law and any working time or record-keeping rules that apply to you.

6. Acceptable use

You must not use OPSICLE to store or transmit anything unlawful, attempt to gain access to parts of the platform or to accounts that are not yours, probe or test its security without our written permission, reverse engineer it, resell access without agreement, or use it in a way that degrades the service for other customers. We may suspend an account immediately where it poses a security risk or where the law requires us to.

7. Data protection

For personal data in your account we act as your processor and you act as controller. We process it only on your documented instructions, keep it confidential, apply appropriate security, assist you with data subject requests and with your obligations on breach notification, and use only the sub-processors listed in our Privacy Policy — where you can also see what they do and where they are. We will give you reasonable notice of any change to that list.

We will tell you without undue delay if we become aware of a personal data breach affecting your account, with enough detail for you to meet your own notification duties.

8. Intellectual property

We own the platform, and nothing here transfers any part of it to you. You own your data — everything you and your users put in. You grant us only the licence needed to host, process, back up and display it in order to provide the service, and to support you when you ask us to.

We may use aggregated, anonymised statistics about how the platform is used to operate and improve it. Nothing in that identifies you, your staff, or your business.

9. Availability and support

We aim to keep OPSICLE available at all times and will give advance notice of planned maintenance where we reasonably can. Unless your agreement includes a specific service level, no uptime figure is promised — and none is implied by this clause.

The clock-in terminal is designed to keep working while the connection is down: punches are stored on the tablet and sync when it returns. That is a property of the product, not a guarantee that no data can ever be lost.

10. Liability

Nothing in these terms limits liability for death or personal injury caused by negligence, for fraud or fraudulent misrepresentation, or for anything else that cannot be limited by law.

Subject to that, neither party is liable for loss of profit, revenue, business, anticipated savings, goodwill, or for indirect or consequential loss. Our total liability arising out of or in connection with these terms in any twelve-month period is limited to the fees you paid us in the twelve months before the claim arose.

We are not liable for a failure of your payroll filing, for penalties arising from records you entered incorrectly, or for decisions you take about your staff on the basis of information in the platform.

11. Ending it, and getting your data out

Either party may end a subscription with 30 days’ notice before the end of the current term. We may terminate immediately for a material breach that is not remedied within 14 days of us asking.

When an account closes, your data remains available to export for 30 days. After that it is deleted, along with any backups on their normal cycle. If you need an export and have not taken one, ask us within that window and we will help.

12. Changes to these terms

We may update these terms. Where a change materially affects your rights we will give you at least 30 days’ notice to the account’s administrators, and it will take effect at your next renewal. Continuing to use OPSICLE after that means you accept them.

13. General

These terms, together with any order form and our Privacy Policy, are the whole agreement between us. If a clause is found unenforceable, the rest stands. A delay in enforcing something is not a waiver of it. Neither party may assign the agreement without the other’s consent, except to a successor of substantially the whole of its business.

These terms and any dispute arising from them are governed by the law of England and Wales, and the courts of England and Wales have exclusive jurisdiction.

14. Contact

OPSICLE — info@opsicle.co.uk