Privacy Policy

EYBS Compass is owned and operated by Early Years Business Support Ltd.

Company Number: 15975558. ICO Registration Reference: ZB818168. Early Years Business Support Ltd is registered with the Information Commissioner's Office.

Depending on the processing activity, EYBS may act as either a Data Controller or a Data Processor.

EYBS will normally act as Controller for information required to administer EYBS customer accounts, manage billing, manage contractual relationships, secure the platform, manage EYBS administrative records and operate its own business.

Where a nursery or customer uploads personal information and EYBS processes it solely to provide EYBS Compass on the Customer's instructions, the Customer will normally remain Controller and EYBS will act as Processor. The Data Processing Agreement applies to this processing.

Account information

Including name, email address, telephone number, job title, role, account status, Organisation, Nursery Site permissions and authentication identifiers.

Organisation and nursery information

Including Organisation name, nursery name, addresses, contact information, Local Authority, Ofsted Registration Number, inspection information and registered capacity.

Documents and compliance information

EYBS Compass is intended primarily to process organisational compliance documentation. Customers may upload policies, procedures, guidance, audits, risk assessments, actions, evidence, Key Contacts and other compliance information.

Ask Compass

Information may include user questions, AI responses, search information, source references and, where the Previous Chats feature is enabled, stored conversation history and titles.

Support information

This may include the support reason, Organisation, Nursery Site, the user being supported, the EYBS administrator, session start and end times, and relevant actions undertaken.

Usage and security

This may include login events, audit logs, permission changes, document activity, feature changes, security information, and IP, device or browser information where reasonably required.

Billing

This may include subscription details, invoice status, payment status, billing contact information and internal administrative notes. EYBS Compass is not intended to store full card-payment information where customers are invoiced externally.

EYBS Compass is intended primarily for organisational policies, procedures, guidance and compliance documents. It is not intended to operate as a child-record, safeguarding case-management, medical-record or HR case-management system.

EYBS Compass does not require children's personal data, medical information, safeguarding case information, staff disciplinary information or other special-category case records for its ordinary compliance functionality or ordinary Ask Compass use.

However, customers could independently choose to upload documents containing information relating to children, parents, employees, safeguarding, health or other sensitive information.

Customers should not routinely upload individual child case files, safeguarding chronologies, child protection case records, individual medical records, detailed accident or incident case records containing unnecessary personal data, staff disciplinary files, staff grievance files, detailed HR case files or other sensitive personal records, unless EYBS Compass has specifically been configured and agreed for that purpose.

Where a Customer chooses to upload documents containing personal information, the Customer remains responsible for deciding whether that information is necessary, proportionate and lawful, and for ensuring appropriate lawful bases, conditions, access controls and retention arrangements are in place. Customers remain responsible for ensuring that documents uploaded to EYBS Compass are appropriate, lawful and limited to information necessary for the intended compliance purpose.

Users should avoid entering unnecessary identifiable or sensitive information into Ask Compass.

We may process information to:

• provide EYBS Compass
• create accounts
• authenticate users
• manage permissions
• provide multi-site access
• operate Documents
• operate Ask Compass
• provide Audits
• provide Risk Assessments
• provide compliance reminders
• provide support
• manage features
• administer billing
• secure the platform
• prevent misuse
• comply with law
• maintain audit records
• improve the service

Depending on the processing, EYBS may rely on performance of a contract, legitimate interests, legal obligations, or consent where specifically required.

Ask Compass is designed to search authorised organisational compliance documents uploaded or made available within EYBS Compass. These may include policies, procedures and professional or regulatory guidance.

Ask Compass searches authorised policies, procedures and guidance documents available within the selected Nursery Site and uses relevant content from those documents to help provide answers to users.

Ask Compass is not intended to operate as a child-management system, a safeguarding case-management system, a medical-record system or a staff HR case-management system.

Uploaded documents may be processed, text extracted, indexed, searched and retrieved for the purpose of providing Ask Compass. This indexing supports document search and retrieval and does not create profiles about individual children, parents or employees.

Ask Compass only retrieves information the authenticated user is authorised to access, and does not intentionally use private documents belonging to another unrelated Organisation or Nursery Site.

Customers should avoid uploading unnecessary personal or sensitive information into documents intended for Ask Compass. Where uploaded documents contain personal information, the Customer remains responsible for ensuring that processing is lawful and appropriate.

Technology providers required for AI, hosting or document processing may process information subject to applicable contractual safeguards.

Ask Compass provides AI-assisted information retrieval and responses based on authorised compliance documents.

EYBS Compass is not designed to make solely automated decisions about individuals that produce legal or similarly significant effects.

Ask Compass does not replace the professional judgement of nursery owners, directors, managers, safeguarding professionals, local authorities, Ofsted, legal advisers or other relevant professionals.

The user remains responsible for any professional, regulatory, safeguarding or operational decision made after using Ask Compass.

EYBS may use service providers for hosting, databases, cloud infrastructure, authentication, storage, email delivery, AI processing, search and indexing, monitoring, security and technical services.

EYBS does not sell personal information to advertisers. Information may also be disclosed where required by law.

Some service providers may process data outside the United Kingdom. Where restricted transfers occur, EYBS will seek to use appropriate safeguards required by applicable UK data-protection law.

Information will only be retained for as long as reasonably necessary. Retention may depend on subscription status, contractual obligations, customer instructions, financial obligations, legal requirements, security requirements and dispute resolution.

Paused or archived accounts may retain information securely while normal access is restricted.

Where the Previous Chats / Chat History feature is enabled, Ask Compass may retain questions, answers, titles, timestamps and source references so a user can revisit previous conversations. Stored conversations may be linked to an individual User and Nursery Site.

When a user deletes an Ask Compass conversation, deletion will be processed through the platform's deletion process. Information may temporarily remain within protected backup or security systems until normal deletion cycles occur.

Where that feature is not enabled, Ask Compass conversations are not routinely retained as a stored conversation history.

EYBS uses technical and organisational measures designed to protect information, including where appropriate role-based access, Organisation separation, Nursery Site permissions, authentication, restricted administrative access, audit logging, controlled support access and protected document access.

No internet service can guarantee absolute security.

Where EYBS acts as Processor and becomes aware of a personal-data breach affecting Customer Personal Data, EYBS will notify the relevant Customer without undue delay where required.

Depending on the circumstances, individuals may have rights relating to access, correction, erasure, restriction, objection, portability and withdrawal of consent.

Where EYBS acts solely as Processor, a request may need to be referred to the relevant Customer as Controller.

Contact: info@earlyyearsbusinesssupport.co.uk. Individuals may also have the right to complain to the Information Commissioner's Office.

EYBS ICO Registration Reference: ZB818168.

This Privacy Policy may be updated as the service, processing practices or applicable legal requirements change.