Terms of Service

Last updated: 7 April 2026

1. Service Description

Eidolon Nursery is a cloud-based nursery management platform designed for UK early years settings. The Service includes children's record management, EYFS observation tracking, AI-assisted developmental analysis, attendance registers, compliance tools, parent communication features, and billing management.

The Service is hosted on UK-based servers. AI features run locally on our servers — your data is never transmitted to third-party AI providers.

2. Eligibility and Registration

The Service is available to registered childcare providers operating in the United Kingdom. By registering, you represent that:

• You are authorised to act on behalf of the nursery or childcare setting you are registering.
• You are at least 18 years of age.
• The information you provide during registration is accurate and complete.
• You have the necessary authority and consent to process children's personal data using the Service, in accordance with your nursery's privacy notice and UK data protection law.

3. Accounts and Access

Upon registration, a nursery manager account is created. The manager may create additional staff and parent accounts. You are responsible for:

• Maintaining the confidentiality of all account credentials.
• All activity that occurs under your nursery's accounts.
• Ensuring that staff and parent accounts are managed appropriately, including prompt deactivation when individuals leave the setting.
• Ensuring that users with access to children's data have appropriate DBS clearance and safeguarding training.

4. Subscription and Billing

• Registration fee: A one-time fee of £99 is payable at sign-up.
• Monthly subscription: Recurring monthly charges based on your chosen plan (Personal, Professional, or Enterprise). Prices are listed on our website and may be updated with 30 days' notice.
• Payment: All payments are processed securely through Stripe. We do not store your card details directly.
• Failed payments: If a payment fails, we will retry. Your account enters a grace period. If unresolved within 30 days, your account may be suspended.
• Cancellation: You may cancel at any time. Access continues until the end of the current billing period. No refunds are issued for partial months.
• Plan changes: Upgrades and downgrades take effect at the next billing cycle.

All prices are in GBP and exclusive of VAT where applicable.

5. Data Ownership

We process your data solely to provide and improve the Service. Upon termination, you may request a data export. We retain data for 30 days after termination to allow export, after which it is permanently deleted.

6. AI Features and Automated Processing

The Service uses artificial intelligence for observation classification, developmental analysis, and content generation. You acknowledge that:

• AI-generated content is intended to assist professional judgement, not replace it. All outputs should be reviewed by qualified staff.
• AI models run locally on our UK-hosted servers. Your data is not sent to third-party AI providers.
• AI may occasionally produce inaccurate classifications or suggestions. Human review of all AI outputs is recommended.
• You are responsible for the accuracy of any AI-assisted content you approve and include in official records.

7. Acceptable Use

You agree not to:

• Use the Service for any purpose other than nursery and childcare management.
• Upload content that is unlawful, harmful, or violates any person's rights.
• Attempt to access other nurseries' data or bypass tenant isolation.
• Use the Service to circumvent regulatory requirements or misrepresent compliance status.
• Share account credentials with unauthorised individuals.
• Reverse engineer, decompile, or extract the source code of the Service.

8. Service Availability

We aim to maintain high availability but do not guarantee uninterrupted access. The Service may be temporarily unavailable for maintenance or circumstances beyond our reasonable control. We will endeavour to provide advance notice of planned maintenance.

9. Intellectual Property

The Service, including its software, design, AI models, and documentation, is our intellectual property. Your subscription grants a limited, non-exclusive, non-transferable licence to use the Service for your nursery operations during the subscription term.

10. Limitation of Liability

To the maximum extent permitted by law:

• Our total liability for any claim shall not exceed the fees you paid in the 12 months preceding the claim.
• We are not liable for indirect, incidental, consequential, or punitive damages.
• We are not liable for OFSTED inspection outcomes or regulatory decisions arising from your use of the Service's compliance tools or AI features.
• We are not liable for data loss caused by circumstances beyond our reasonable control, although we maintain regular backups.

Nothing in these Terms excludes liability for fraud, death or personal injury caused by our negligence, or any liability that cannot be excluded by English law.

11. Termination

We may suspend or terminate your access if you breach these Terms and do not remedy within 14 days, if payments remain outstanding for 30+ days, or if your use poses a risk to other users or our systems. You may terminate by cancelling your subscription and requesting account deletion.

12. Changes to These Terms

We may update these Terms with 30 days' notice via email. Continued use after the effective date constitutes acceptance.

13. Governing Law

These Terms are governed by the laws of England and Wales. Disputes shall be subject to the exclusive jurisdiction of the courts of England and Wales.

14. Contact

Email: support@eidolonursery.co.uk
Company: Eidolon AI
Website: eidolonursery.co.uk