eyworks

• Initial Setup:

  • Nursery owners or managers configure the software, set up user accounts, and define member roles for staff and parents.

• Customisation:

  • Organise posts into categories, set permissions for who can view or interact with content, and determine notification settings.

• Onboarding Users:

  • Staff and parents are invited to join via the eyemployee or eyparent app, with access tailored to their role.

• Training:

  • Brief training for staff and possibly parents on using the newsfeed, posting updates, and interacting with polls or events.

• Launch:

  • Begin sharing posts, media, polls, and events, and monitor engagement through the activity feed.

• Ongoing Support:
  • Use built-in reporting (when available) to track engagement and adjust communication strategies as needed.

eyworks nursery management software is built to be flexible and customizable, making it suitable for a wide range of business needs:

• Modular Product Selection: Nurseries can select only the modules they require, creating a tailored package that fits their operations. This modular approach allows both single sites and larger groups to scale up or down as needed.

• Customizable Forms: Registration and child profile forms can be adapted:
  • Fields can be set as mandatory, optional, or hidden.
  • Text for agreements, policies, and terms can be edited to match your setting’s requirements.
  • Custom permissions can be added, such as specific parental consents (for activities, media use, etc.).

• Role-Based Permissions: User roles (staff, parents, managers) can be defined with specific access and interaction rights, ensuring that sensitive information is only available to the appropriate people.

• Scalable with Top-Ups: As your nursery grows, you can purchase additional child “top-ups” to increase system capacity, ensuring the software scales with your business.

• Standalone or Integrated Use: Each eyworks module can be used on its own or as part of a larger suite, allowing for phased or comprehensive adoption.

• Customizable Communication: Communication tools within the platform (newsfeeds, notifications, polls) can be tailored to suit your engagement strategies with parents and staff.

eyworks aims to keep pricing transparent and straightforward:

• Subscription Fees: Pricing starts from £11 per month plus VAT. The fee is based on the number of children enrolled and includes all features for the selected modules.

• Setup Fees: There are no setup fees. The company provides free system setup, onboarding assistance, and a step-by-step Getting Started program.

• Maintenance and Updates: All system maintenance and software updates are included in the subscription, with no extra charges for new features.

• Support Charges: Comprehensive support (via email, phone, and chat) is included at no additional cost. Ongoing training and onboarding support are also provided for free.

• Contract Terms: The standard contract is for 12 months, with a 30-day satisfaction guarantee at the start. To cancel, you must provide three months’ notice.

• Additional Charges:
  • Additional child “top-ups” are available for £11 per month or £121 per year per product.
  • All prices exclude VAT.
  • Reasonable fees may apply for failed or rejected payments, and statutory interest may be charged on overdue accounts.
• No Extra Feature Fees: All features of your chosen modules are included in the subscription; there are no hidden costs for unlocking additional functionality.

eyworks offers a comprehensive range of training and support options to help new users get started:

• Onboarding Programme: New users are guided through a step-by-step onboarding process with online training sessions, ensuring they are comfortable with setup and daily use.

• Help Centre: A detailed Help Centre is available, featuring a "Getting Started" guide and a wide range of articles for self-paced learning and troubleshooting.

• Ongoing Training: Users can join additional training sessions to refresh their knowledge or learn about new features as they are introduced.

• Monthly Webinars: Regular webinars are hosted by the eyworks team or guest experts, covering product features, best practices, and industry topics.

• Support Channels: Assistance is available via phone, email, and live chat within the software. Users consistently report that the support team is quick, knowledgeable, and helpful.

eyworks employs strong security practices to safeguard sensitive information:

• Encryption: All data is encrypted both at rest and during transmission, using industry-standard protocols.

• Access Controls: The system uses strict access controls, including role-based permissions and strong authentication methods. Two-factor authentication is used for sensitive environments.

• Physical Security: Offices and data centers are protected by access controls, CCTV, and secure entry systems. Data centers also use advanced perimeter and biometric security.

• Data Backups: Data is automatically and regularly backed up, with secure storage and periodic restoration tests. Only essential personnel have access to these backups.

• Compliance: eyworks is fully compliant with data protection regulations such as GDPR and holds recognized information security certifications. Regular audits and security assessments are performed.

• Employee Training: Staff undergo background checks, sign confidentiality agreements, and receive ongoing training in data security and privacy.

• Incident Management: Formal procedures are in place for managing security incidents, including regular drills and prompt notification to customers if any breach occurs.

• Data Minimization and Retention: Only necessary data is kept, and it is deleted according to legal retention requirements. Inactive profiles are retained only as required by law.

eyworks is proactive in keeping its software up to date:

• Regular Updates: The platform receives frequent updates, including new features, improvements, and security enhancements.

• User Notification: Users are informed of updates through release notes and, for mobile apps, via notifications on their devices. Updates may be installed automatically or manually, depending on user settings.

• Continuous Improvement: eyworks is committed to ongoing development, ensuring the software remains current, secure, and aligned with user needs.

Data Ownership:
eyworks’ policy states that customers retain full ownership of their data. While eyworks processes and stores the data on behalf of its clients, the information—such as business records, financial data, and personal details—remains under the customer’s control. This approach ensures that you, as the client, have authority over all data you input or generate within the platform.

Data Portability:
eyworks complies with data protection regulations that grant customers the right to data portability. This means you can request your data in a structured, commonly used, and machine-readable format. You also have the right to transfer your data to another service provider if you choose. Typically, this applies to data you have provided or uploaded to the system, rather than all data generated by the software’s internal processes.

Scaling Up:
If your organization grows—such as enrolling more children, hiring additional staff, or opening new locations—you can easily increase your subscription. eyworks allows you to add more children, users, or modules as needed. Additional “top-ups” can be purchased to expand capacity, and settings can be applied across multiple sites for efficient management.

Scaling Down:
If your needs decrease, you can reduce the number of children, users, or modules in your subscription. The modular design ensures you pay only for what you use. Adjustments to your package can be made as needed, though there may be a notice period required for reducing services, in line with standard contract terms.

Contract Duration and Renewal:

• The standard initial contract for eyworks services is 12 months.

• After the first year, the contract automatically renews for subsequent 12-month periods unless cancelled according to the terms.

Fees and Payment:

• Fees are charged in advance on a monthly or annual basis, as agreed in your contract summary.
• All recurring fees are non-refundable.
• You must promptly update eyworks with any changes to billing or contact information.
• If payment fails or is rejected, eyworks may charge a reasonable additional fee, claim statutory interest on overdue amounts, and may suspend or terminate access if payment is not made.

Cancellation Policy:

• To cancel, you must provide at least three months’ written notice to eyworks, sent to their Cancellations Team.
• This notice must be received no less than three days before the next renewal date.
• Cancellation takes effect on the first renewal date after the notice period ends.
• All cancellation requests are processed within five working days and confirmed by email.
• After the minimum 12-month term, you can terminate at any time with three months’ written notice.
• Upon termination, access to the system and all uploaded data is removed. It is your responsibility to download or transfer all necessary data before the contract ends.

Termination by eyworks:

• eyworks may terminate the contract with one month’s written notice for any reason.
• Immediate termination may occur if you violate the terms of service or fail to pay fees.

Other Key Terms:

• All payments must be made without withholding taxes unless required by law.
• The contract is governed by English law and disputes are subject to the courts of England and Wales.
• The terms of service represent the entire agreement between you and eyworks.

eyworks meets a range of data protection and information security standards, including:

• GDPR Compliance: Fully compliant with both UK GDPR (2020) and EU GDPR (2018), as well as the UK Data Protection Act 2018 and relevant national laws.

• EU e-Privacy Directive: Adheres to the EU e-privacy directive (soon to be replaced by the EU e-privacy regulation).

• Technical and Organizational Security: Implements strong physical and digital security, including access controls, encryption at rest and in transit, secure authentication, and regular data minimization and deletion.

• Data Processing Agreements: Has signed agreements with all data processors to ensure compliance and adequate data protection.

• International Data Transfers: Uses legal mechanisms such as Adequacy Decisions, Standard Contractual Clauses, or Binding Corporate Rules for international data transfers, with supplementary security measures like encryption, anonymization, or pseudonymization.

• Staff Training and Policies: All staff undergo background checks, sign confidentiality agreements, and receive initial and annual security training.

• Certifications: Uses AWS Cognito for authentication, which is HIPAA eligible and compliant with PCI DSS, SOC, ISO/IEC 27001, ISO/IEC 27017, ISO/IEC 27018, and ISO 9001.

• Regular Audits and Assessments: Conducts Data Protection Impact Assessments, physical risk assessments, and regular policy updates.

• Incident Management: Maintains a formal policy for managing information security incidents, with assigned Data Protection and Information Security Officers.