Who we are
Cube Purple Limited is registered at Companies House, England & Wales under company number 08379053 and is registered with the Information Commissioner's Office. ClockedIn and ClockedInOne are software and hardware products owned and operated by Cube Purple Limited.
Our trading address is Suite 6 Empingham House, Uppingham Gate, Uppingham, LE15 9NY. Our registered office is 1C Uppingham Gate, Ayston Road, Uppingham, LE15 9NY.
This policy explains what personal data we collect, why we collect it, how long we keep it and what rights you have. It applies to this website and to the ClockedInOne platform.
Our role: controller and processor
For visitors to this website and for people who contact us, we act as a data controller, we decide what data is collected and why.
For employee data inside the ClockedInOne platform, your employer is the data controller and we act as a data processor on their documented instructions. If you are an employee and want your records corrected or erased, contact your employer first, they control that data.
What we collect
When you use this website:
- Details you submit through a form: name, company, work email, phone, sector, headcount and anything you write in the message field
- Technical data: IP address, browser type, pages viewed and referring page
- Cookie data, only where you have consented to non-essential cookies
When your employer uses the platform:
- Identity and employment records: name, employee number, role, site, contracted hours
- Attendance events: clock-in and clock-out times, location where GPS clocking is enabled, and the device or method used
- Biometric templates, where your employer has chosen to use biometric clocking
- Leave, absence and pay-related data needed to prepare payroll
Biometric data
Biometric data used for identification is special category data under UK GDPR Article 9 and receives additional protection.
Where biometric clocking is used, it is your employer who decides to deploy it and who must establish a lawful basis and an Article 9 condition, normally supported by a Data Protection Impact Assessment. Employers should offer a reasonable alternative for staff who object.
We store a mathematical template derived from the biometric sample, not an image of a fingerprint, palm or face. A template cannot be reverse-engineered back into the original biometric.
Why we process it, and our lawful basis
- To respond to enquiries and provide demos, legitimate interests, namely responding to a request you made
- To provide the platform under contract, performance of a contract with your employer
- To secure the service and prevent fraud, legitimate interests
- To send marketing, consent, or the soft opt-in for existing business contacts. You can withdraw at any time
- To meet legal obligations, legal obligation
Cookies
We use strictly necessary cookies to make the site work. These do not require consent.
Analytics and marketing cookies only load after you accept them in the banner. You can change your choice at any time using the cookie link in the footer. Until you consent, analytics storage is denied by default.
If you accept analytics cookies we use Google Analytics 4, provided by Google Ireland Limited, to understand how the site is used. Google Analytics sets first-party cookies and processes your IP address and device information. We have enabled IP anonymisation and Google Consent Mode, and we do not use Google signals or advertising features. Google's own privacy notice is at policies.google.com/privacy.
Who we share it with
Cube Purple Limited does not sell, rent or trade your personal data.
We use service providers to host and operate the platform and to support marketing and communications. All are bound by contract to keep data confidential and secure and to process it only on our instructions.
We may disclose data where required to comply with a legal obligation, a court order or a lawful request from an authority, or to investigate security threats or fraud.
International transfers
Where personal data is transferred outside the UK, we rely on adequacy regulations or on appropriate safeguards such as the International Data Transfer Agreement or UK Addendum to the EU Standard Contractual Clauses.
How long we keep it
- Website enquiries: up to 24 months from last contact
- Platform data: for the term of the contract with your employer, then deleted or returned per the agreement
- Attendance and payroll records: retention is set by your employer to meet their own statutory obligations
- Biometric templates: deleted when the employee record is closed or biometric clocking is switched off
Your rights
Under UK GDPR and the Data Protection Act 2018 you have the right to be informed, and rights of access, rectification, erasure, restriction, portability and objection, plus rights relating to automated decision-making.
To exercise a right, email hello@clockedinone.com or write to us at 1C Uppingham Gate, Ayston Road, Uppingham, LE15 9NY. We respond within one month and do not charge.
If you are unhappy with our response you can complain to the Information Commissioner's Office at ico.org.uk or on 0303 123 1113.
Security
Data is encrypted in transit and at rest. Access is controlled by role down to individual features, multi-factor authentication is available, tenants are isolated from one another, and policy and status changes are written to an audit trail.
Email sent over the internet is not secure unless encrypted. Please do not send sensitive personal data by unencrypted email.
Changes
If we change this policy we will post the revised version here with a new date. Where changes materially affect how we handle your data we will take reasonable steps to tell you.
Contact
Cube Purple Limited
1C Uppingham Gate, Ayston Road, Uppingham, LE15 9NY
Email: hello@clockedinone.com
Telephone: 020 3865 0960