Welcome to On the Button, the software provided by Quality Early Years Ltd (No. 10761378). We're based at Dickens House, Guithavon Street, Witham, Essex, CM8 1BJ.

We aim to get your personalised software set up within four working days of receiving payment and information about your setting.  The software is designed to help you track and manage well-being and safeguarding.  It gives you a clear overview of what's going on, sends alerts for important updates, and helps your team keep records in an 'all-in-one safeguarding and well-being system' covering a range of features.

Before You Start

By using On the Button, you agree to these Terms and Conditions. If you have questions, contact us at [email protected].

License and Restrictions

·         On the Button is licensed for use on an unlimited number of devices that connect to the internet.

·         Your staff may use the software. You must ensure they keep their passwords secure and remove access when they leave.

·         You may not sublicense, assign, copy, reverse engineer, or use the software in any way that's not permitted in this agreement.

·         You may not use On the Button to create a competing service.

Payments and Billing

·         Licenses are charged monthly or annually based on the maximum number of children you can accept at one time (e.g., your Ofsted registration).

·         A Payment Notice outlines the details and will be updated if your capacity changes.

·         Monthly payers are expected to set up a standing order.

·         We charge on a calendar-month basis. For example, if your Pay Date is April 3rd, your payment is due on the 2nd of each following month.

·         We can see SMS messages that are repeatedly not being delivered and will periodically check this. We will notify you if a landline has been used or where a mobile number has been wrongly added so there are undelivered texts.  If that is not rectified, an extra charge of £20 will be requested on each pay date until the situation is resolved.

·         It maybe we can retrieve information for a child that has been deleted, but this cannot be guaranteed.  This is not a straightforward process.  We will determine if we think it is possible (but it is still not guaranteed) and a charge will be agreed before trying to retrieve your information.

·         We will give you at least 2 months' notice of any price changes, and fees will be calculated accordingly.

Non-Payment

·         Quality Early Years Ltd. wishes to spend time supporting settings.  We don't want to hire extra team members to chase fees, which would consequently raise everyone's regular fees.   Therefore, our rules are strictly followed.

·         If any payment is late, we may suspend your access.

·         If not resolved within 14 days of a reminder, access will be suspended until payment is received with the following month’s fee (so it is not late again).

·         Fees overdue are always calculated on the monthly rate.

·         We charge interest at 4% above NatWest Bank's current base rate on overdue amounts for the month in question, using the monthly rate, calculated daily for normal fees or in total for admin fees applied.

·         To calculate daily we will treat every month as 31 days, divide that by what is outstanding and round it up (i.e. monthly fee is £60/31 = £1.95 per day).  Then add interest.

·         Third and following suspensions will incur an additional £20 admin fee to unsuspend your account.

·         If payment is not made within 30 days of the due date, the account will be cancelled, and you will be notified that the suspension will be lifted, giving you 3 days to download your data before it is deleted.

Notice and Cancellation

·         You or we can cancel this agreement in writing.

·         During the first 90 days, only one week's notice is required.

·         The standard notice period is one calendar month from your pay date, for example, with a pay date of the 8th, your notice will end on the 7th of the following month.

·         To cancel, email [email protected],

·         If we cancel, we'll notify you via email linked to your software.  We will ensure you have enough time to download your data.

Refund Policy and Guarantee

·         The 90-day full money-back guarantee period begins on the day you receive your software (your pay date).

·         After the guarantee period, one month's notice of cancellation must be made from your pay date.

·         For annual payments, if cancelled after 90 days, you'll receive a refund for the remaining months based on the proportion of whole months left for the year from the pay date.

·         All users must cancel on their Pay Date of a calendar month to avoid extra charges the following month.

Access and Support

·         On the Button is available 24/7, subject to server and internet reliability.

·         We provide help videos, face-to-face training sessions, and ongoing WhatsApp support.

Your Role and Ours

·         You are responsible for deciding what data you put into the system and how it is used.

·         We store and process your data on your behalf, using secure, modern data protection practices.

·         You must ensure you have the legal right to share data with the On the Button platform.

How We Protect Your Data

We positively choose our technology partners based on their commitment to security and data protection.  We review the privacy and security practices of all third-party providers we rely on, including Microsoft Azure and Twilio, immediately after they release changes.  If these third-party providers change their privacy policies or terms, we assess the impact and will inform customers if any risks arise and consider changing provider.

Together with Microsoft Azure and trusted tools like Twilio (used only to send login reminder texts without personal data), we protect your data by:

·         Access Control: Each user has their own secure login. Role-based access ensures only appropriate staff can access specific information. Automatic session timeouts help protect unattended accounts.

·         Encryption: All data is encrypted in transit (TLS 1.2+) and at rest (AES-256). Encryption keys are securely managed.

·         Hosting: All data is hosted on Microsoft Azure servers in the UK. Each customer's data is logically separated.

·         Backups: Microsoft Azure performs daily backups stored in secure, separate UK locations. On the Button does not retain or store backups independently. We understand that these backups are removed when customer data is deleted after 30 days.

·         Monitoring: We do not actively monitor customer login activity. However, login actions may be logged within the system for potential future audit purposes.

·         Support Access: On the Button staff, cannot access your system unless you create a temporary user login. Our developers hold enhanced DBS checks. We can only reset senior staff passwords with permission.

·         Software Updates: We regularly update the platform to fix bugs and strengthen security. All new features are reviewed to ensure they protect user data.

·         Incident Response: If there's ever a data breach, we'll inform you within 24 hours with precise details and actions taken.

·         Data Deletion: We use a secure deletion process to ensure your data is removed within three days of contract end. You are responsible for downloading anything you wish to retain before this.

·         Twilio Messaging: We use Twilio to send secure SMS login prompts that help users quickly access the software. These messages do not contain personal data. We rely on Twilio's published data protection standards and certifications to ensure compliance with UK GDPR.

Your Rights and Our Help

We'll support you with:

- Requests from parents or staff about their data (access, updates, deletion)

- Data protection impact assessments or ICO contact (there may be a charge for this work)

If Something Goes Wrong (Data Breach)

If a breach occurs: -

We'll notify you within 24 hours. We'll explain what happened during the event, what was affected, and what we're doing to fix it, including any impact the event may have caused.

Records and Checks  

You maintain records showing how you handle your data, including:

- A log of when and how data is accessed within the system (by user, date, and action)

- Records of staff access rights (who has access to what, and when it was granted or removed).

- Logs of login attempts, password resets, and permission changes

- A register of any temporary access given to On the Button staff for support (who, when, and what for). 

You may request:

- Access to these records at any time

- A copy of our data protection and security policies

- Documentation of any reported issues or data-related incidents

- Change logs showing updates to software affecting security, data access, or functionality

How Long Do We Keep Your Data

·         You are responsible for downloading your own data during your contract.

·         Your data is permanently deleted 30 days after your final payment.

We will confirm when the deletion is complete.

International Transfers

We won't move your data outside the UK without your permission and proper legal safeguards.

Intellectual Property

·         The software belongs to Quality Early Years Ltd.

·         The information you upload belongs to you.

·         You may download your data anytime while your subscription is active.

·         Deleted data after 30 day is not recoverable.

Software Availability and Liability

·         We aim to provide reliable access, but we can't guarantee availability due to server or internet issues.

·         We are not liable for loss of data or business due to outages, delays, or data entry errors.

·         Our total liability is limited to the fees you've paid.

Changes to These Terms

·         We'll give you 30 days' notice before changes

·         You can raise concerns during this time

·         After 30 days, the updated terms apply

Last Updated - 1/12/2025