1. Who we are and what these terms cover
SphereHub ("we", "us") provides an online service for running a nursery or daycare: registrations, attendance, daily reports, invoices, payments, messages to parents and mobile apps for parents and teachers (the "Service"). These terms are an agreement between the SphereHub company that serves your country (named on this page and on your invoices) and the nursery that signs up ("you"). They also apply to the staff you give access to. The Data Processing Addendum forms part of these terms.
2. The Service
What you can use depends on your plan. We may improve, change or retire features. When a change would remove something you rely on, we tell you at least 30 days before it happens.
3. Accounts and security
You are responsible for your staff accounts and for what is done with them. Keep passwords and passkeys private, switch on two-step sign-in, and remove access when someone leaves. Tell us at once if you think an account was misused. We may limit access to protect the Service or other nurseries.
4. Your data
The information you put into the Service (about children, parents, staff and your business) stays yours. You decide what to store and why, and you are responsible for having the right to use it, including any consent you need from parents, for example for photos. We process it only to provide the Service to you, as set out in the Data Processing Addendum and the Privacy Policy. We do not sell it, we do not use it for advertising, and we do not use it to train artificial intelligence models.
You can export your data at any time from Settings > Export my data.
5. Acceptable use
Do not use the Service to break the law, to send spam, to store content that harms children, to try to reach another nursery's data, or to disturb the Service. We may suspend an account that does, and we tell you why when we can.
6. Plans, fees and payment
Your plan, its price and its billing period are shown in the console and on your invoices. Invoices are issued by the SphereHub company that serves your country and can be paid by card or as agreed with us. Prices exclude taxes; the tax that applies in your country is added on the invoice. A plan renews for each new billing period until you cancel. You can cancel at any time before the next period starts, and the period already invoiced is not refunded. A per-child plan is invoiced for the children enrolled on the day the invoice is made. We tell you before a price change applies to you. If an invoice stays unpaid we may suspend the account after written notice.
7. Payments from parents
When parents pay you through the Service, the payment goes to the payment account you connect (for example your own account with a payment provider). We are not a party to the agreement between you and the parents and we do not hold their money.
8. Availability, support and security
We work to keep the Service available and secure, and we sometimes need to carry out maintenance. Support is by email at help@spherehub.co. If we confirm a security incident that affects your nursery's records, we tell you without undue delay and in any case within 72 hours of confirming it, with what we know and what we are doing about it. The Data Processing Addendum gives the details.
9. Ending the agreement
You can stop using the Service at any time. We may end the agreement by giving you 30 days' notice, and we refund any fees paid for the period after it ends. Either of us may end it at once for a serious or repeated breach that is not fixed within 14 days of written notice.
When a nursery is deleted, its data is removed after a grace period of 14 days, during which it can be restored. Export what you need before you leave. Copies in backups expire in the normal backup cycle.
10. Responsibility
The Service is provided with reasonable care and skill. To the extent the law allows, we are not responsible for indirect or consequential loss, and our total responsibility for all claims arising in a 12-month period is limited to the fees you paid us in the 12 months before the first claim. None of this limits responsibility for death or personal injury, fraud, gross negligence or wilful misconduct, or anything else the law does not allow us to limit.
11. Changes to these terms
We may update these terms. We tell you about important changes by email at least 30 days before they apply, and the version and date are shown at the top of this page. If you do not agree, you can cancel before the change applies. We keep a record of the version you accepted at sign-up.
12. Law and disputes
The law and courts that apply are set out in the section for your country below. Where there is none, the law of the country where the SphereHub company serving you is registered applies. If a French and an English version differ, the version in the language you use the Service in prevails where the law requires it.
13. Contact
SphereHub, help@spherehub.co, next.spherehub.co
Additional terms for Canada
- Who contracts with you. The SphereHub company named on this page and on your invoices. Invoices are in Canadian dollars and show GST, HST, PST or QST as the province requires, with the registration number once it applies.
- Law and courts. The laws of the Province of Ontario and the federal laws of Canada that apply there, and the courts of Ontario, unless a consumer or Quebec law gives you the right to a different forum.
- CWELCC. The CWELCC tools produce records and reports from the information you enter. You remain responsible for what you report to your service system manager, for your fee, wage and closure decisions, and for meeting your funding agreement. We do not submit anything to a government or a Region on your behalf, and the tools are not legal or accounting advice.
- French. If your nursery is in Quebec, a French version of these terms is available, and you can ask us to give the Service's notices to you in French.
- Children's records. You are the organization responsible for the personal information of your children, families and staff under Canadian privacy law. We act for you as a service provider, as the Data Processing Addendum explains.