Terms & Conditions

EYBS Compass is an online early years compliance and management platform owned and operated by Early Years Business Support Ltd ("EYBS", "we", "us" or "our").

Early Years Business Support Ltd is registered with the Information Commissioner's Office under registration reference ZB818168.

EYBS Compass is designed to support early years providers, nursery owners, directors, managers and authorised staff with compliance and operational management.

Features may include:

• policy and document management
• policy review and renewal monitoring
• Ask Compass AI
• government and regulatory guidance
• audits and custom audits
• actions and improvement tracking
• risk assessments
• Key Contacts
• Ofsted / Inspection Readiness
• compliance dashboards
• staff and user management
• multi-site management
• reminders and notifications
• Ask Compass chat history
• other functionality introduced by EYBS

Not every feature is necessarily included in every subscription or Nursery Site.

EYBS Compass is primarily supplied on a business-to-business basis.

The person registering an Organisation confirms that they have authority to act on behalf of that Organisation.

Creating an EYBS Compass account does not automatically provide full access.

New Organisations may be placed into pending approval until EYBS approves and activates the account.

EYBS may invoice customers separately before access is activated.

The applicable subscription price, minimum term and payment arrangements are set out in the Payment & Subscription Terms and/or the Customer's agreed quotation, order or service agreement.

An Organisation may contain one or multiple Nursery Sites.

Each Nursery Site may have its own Dashboard, Documents, Ask Compass context, Audits, Actions, Risk Assessments, Key Contacts, Users, Notifications, Ofsted Readiness information and feature access.

Users may only access Organisations and Nursery Sites they are authorised to use.

Roles may include Owner / Director, Nursery Manager, Deputy Manager, Staff User and EYBS Super Admin.

Owners / Directors may have access to multiple authorised Nursery Sites. Other users may have access restricted according to their assigned role and site permissions.

Users must:

• provide accurate information
• keep login information secure
• use their own account
• not share passwords
• immediately report suspected unauthorised access
• only access permitted information
• comply with applicable law

Users must not attempt to circumvent security controls.

Authorised users may invite employees or colleagues into an existing Organisation.

Invited users must follow the invitation process and must not create an unrelated Organisation simply to accept an invitation.

Roles and Nursery Site access will be determined by authorised administrators.

Customers may upload policies, procedures, guidance and other authorised materials.

The Customer remains responsible for ensuring:

• it has the right to upload the content
• personal information is processed lawfully
• unnecessary personal information is not uploaded
• retention requirements are met
• documents are reasonably accurate and current where appropriate
• intellectual-property rights are respected

Customers retain ownership of their own uploaded materials. The Customer grants EYBS the limited rights necessary to host, store, process, index, search and display those materials to provide EYBS Compass.

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.

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.

Customers remain responsible for ensuring that documents uploaded to EYBS Compass are appropriate, lawful and limited to information necessary for the intended compliance purpose.

Site-specific Documents and records should only be accessible to authorised users of the relevant Nursery Site, together with authorised Organisation-level users and EYBS administrative access.

Users must not attempt to access another site's information by manipulating URLs, record IDs, API requests, frontend state or other security controls.

Ask Compass is an AI-assisted compliance information tool. It searches and retrieves information from authorised company and nursery compliance documents uploaded to or made available within EYBS Compass.

Those documents are intended to include nursery policies, procedures, operational guidance, government guidance, Department for Education guidance, EYFS / Statutory Framework documents, Ofsted guidance, local authority guidance, safeguarding policies and guidance, SEND guidance, health and safety policies and guidance, EYBS guidance and other authorised organisational compliance documents.

Ask Compass searches authorised policies, procedures and guidance documents available within the selected Nursery Site and uses relevant information from those documents to generate an answer.

Ask Compass is designed to assist users in locating and understanding information contained within authorised organisational compliance documents. It is not intended to act as a case-management system or to replace professional, legal, safeguarding, regulatory or operational judgement.

Ask Compass is an information and retrieval assistant. It is not intended to hold or manage individual child or employee case files.

Ask Compass must only retrieve information the authenticated user is authorised to access, and must respect Organisation and Nursery Site permissions.

Ask Compass must not intentionally use private documents belonging to another unrelated Organisation or Nursery Site.

AI-generated responses may occasionally be incomplete, inaccurate or require interpretation. EYBS does not guarantee that every AI-generated answer will be complete or error-free. Users remain responsible for checking important source information, particularly when dealing with safeguarding, child protection, allegations, legal duties, statutory requirements, health and safety, employment, regulatory compliance, or decisions affecting children, families or employees.

EYBS Compass is not a substitute for legal advice, Ofsted advice, local authority advice or safeguarding advice.

Where technically available, Ask Compass should identify source documents. Users remain responsible for checking important underlying source information.

If sufficient information cannot be found within the authorised Nursery Site's documents, Ask Compass does not fall back to another Organisation's or Nursery Site's private information to answer the question.

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

Users may be able to rename or delete their own conversations. Deleting a conversation removes it from the chat history feature but does not delete source policies or documents.

Where chat history is not enabled for a Nursery Site or user, Ask Compass conversations are not routinely retained as a stored conversation history.

Users should avoid entering unnecessary personal, sensitive or confidential information into Ask Compass.

Artificial intelligence is probabilistic. EYBS does not guarantee that every AI-generated response will be complete, accurate or error-free.

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 owners, directors, managers, safeguarding professionals, local authorities, Ofsted, legal advisers or other relevant professionals.

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

EYBS Compass may provide Audits, Custom Audits, Risk Assessments, Actions, evidence recording and compliance tracking.

These tools support compliance management but do not themselves guarantee compliance. The provider remains responsible for its own compliance arrangements.

Ofsted or Inspection Readiness tools are support and assurance features.

Use does not guarantee Ofsted registration, an inspection judgement, a particular inspection outcome, a particular grade or regulatory compliance.

Individual Nursery Sites may have different modules enabled. EYBS may activate or deactivate features according to the service purchased.

Turning a feature off will not ordinarily delete existing data associated with that feature.

EYBS Super Admin may access an Organisation, Nursery Site or authorised user context where reasonably necessary to provide technical support, investigate problems, assist with configuration, administer the account, maintain platform security or provide requested EYBS support.

This may include Open Site Workspace and Act as User / Support Mode. EYBS does not require or obtain the customer's password for this support. Support activity may be recorded in an audit log.

Users must not:

• access another Organisation without authority
• access an unauthorised Nursery Site
• bypass security controls
• upload malware
• interfere with the platform
• conduct unauthorised security testing
• use another person's login
• unlawfully scrape platform content
• upload unlawful content
• infringe intellectual-property rights

EYBS Compass and EYBS-created branding, platform configuration, templates, audits, proprietary guidance, designs and other intellectual property are owned by Early Years Business Support Ltd or its licensors.

No ownership of EYBS Compass is transferred to the Customer.

EYBS aims to provide a reliable service but cannot guarantee uninterrupted availability. The platform may occasionally be unavailable because of maintenance, updates, security work, technical faults, infrastructure failure or circumstances outside EYBS's reasonable control.

EYBS may develop or update EYBS Compass, including changes to features, layouts, technical infrastructure, AI functionality or modules.

EYBS may pause or suspend access where reasonably necessary, including overdue payment, material breach of the Terms, misuse, security concerns, legal requirements or significant operational risk.

Pausing an account does not ordinarily mean its data is immediately deleted.

Cancellation, archiving and permanent data deletion are separate processes. Information may remain retained where reasonably required for legal obligations, contractual records, financial records, dispute resolution, security or agreed retention requirements.

Nothing in these Terms excludes liability where doing so would be unlawful.

Subject to applicable law, EYBS is not responsible for professional or regulatory decisions made solely in reliance on an AI-generated response without checking relevant source material where it was reasonable to do so.

EYBS may update these Terms. Material contractual changes may require an authorised Owner / Director to review and accept a new version.

These Terms are governed by the laws of England and Wales.