Why Oversite
What we cover Case study Security & data Procurement Moving across Support Roadmap Book a demoChildren & families
Enrolments & attendance Enquiry to roll call, one record The guardian portal Journal, invoices and consents Learning & records Te Whāriki entries, media library Daily care Sleep, nappies, absences, excursions Health & medical Plans, medication, allergies Home-based services Schedule 1A, educators, coordinatorsCompliance & safety
Ratios & funding Schedule 2, RS7, ECE Census Hazards & incidents Registers, drills, HSWA evidence Governance & quality ERO cycles, consultation, checklists Reports 72 built in, across thirteen areas Automation & setup 26 daily checks, your wordingRunning the organisation
Staff & rosters Records, pay parity, costed rosters Hiring & recruitment Vacancies, careers page, safety checks Billing & payments Invoices, bonds, late fees Property & assets Sites, equipment, fleet Contractors & works Jobs, projects, vetting Portals & kiosks Sign-in tablets for every door Seeing your day Dashboard, tasks, messagesFor a formal process
Everything a board paper or a tender response has to cover, in the order it usually gets asked. Written to be lifted rather than paraphrased. Where a question needs a commitment in writing, ask and we will put it in the agreement.
Draft: 16 answers still to be written
The questions and the structure are settled. Anything marked "To confirm" is a commitment that has to be decided before this page goes live, not copy to be polished.
You are buying from an independent New Zealand company built around early learning and nothing else. That focus is why you deal directly with the people who make the decisions, and a board is still right to ask about the company behind the software. Both deserve a straight answer.
Oversite is built and run in New Zealand, for New Zealand early learning. The people who write the software and the people who answer your questions are the same dedicated team, in the same country and time zone as you.
To confirm
Registered company name, NZBN and registered address.
We can name reference customers of comparable size and put you in touch with them directly. Talking to somebody already running it is worth more than anything we write here.
To confirm
Trading since, current customer count, total centres under management.
To confirm
Professional indemnity, cyber liability and public liability, with cover levels and insurer. Certificates of currency on request.
The question every board asks of an independent supplier, and the one most vendors answer badly. We would rather answer it well. What a customer needs is not our source code. It is their data, and enough time to move.
They are yours. You can export your data at any time, in full, without asking and without a fee. That is true on an ordinary Tuesday, not only in a crisis, which is what makes it a real answer rather than a promise.
To confirm
A committed notice period and a minimum window of continued access after any wind-down, written into the agreement. Thirty to ninety days is the usual ask.
This arrangement is called software escrow, and it is worth being clear about what it buys you. Almost no early learning organisation could host and run this software from its source code, so escrow on its own is largely ceremonial. Continued access to your own data, and enough time to move, is the protection that changes your position.
To confirm
Whether you will offer a source or SaaS escrow arrangement, and with which provider. Software Escrow (NZ), a New Zealand Computer Society subsidiary, is the local option procurement advisers tend to name.
Yes. Export rights, notice, assistance and a deletion commitment can all be written into the agreement rather than left to a policy page we could change.
Covered in plainer language on the security page. These are the same commitments phrased for a procurement form.
Each organisation's records are kept separate from every other organisation using Oversite. Data is held on established enterprise cloud infrastructure. We do not publish the specifics of where or how it runs, and will provide them under your procurement process.
Some infrastructure sits outside New Zealand, which makes this a cross-border disclosure under the Privacy Act 2020. It is held in a jurisdiction with comparable privacy safeguards, under our instructions, and is not used for any other purpose. Your obligations under the Act follow the data regardless of where it sits, which is why we will give you the specifics in writing.
Records about tamariki and whānau are yours to govern, not ours. We do not use them for any purpose other than running the service for you, we do not sell or share them, and we do not train anything on them. Where your organisation has its own data governance obligations or a relationship with iwi, we will work to them rather than expect you to work to us.
To confirm
Whether you want a firmer commitment here, because some associations will ask for one in the agreement.
To confirm
The sub-processor list: email delivery, payments, accounting integration, error monitoring, and anything else that sees customer data. Buyers expect a named list with what each one does and where it operates.
The Ministry of Education's Funding Handbook requires attendance and funding records to be kept for seven years, and that retention is part of the price rather than a paid tier. Deleting something in the product generally removes it from view without destroying the audit trail behind it, so an accident is recoverable. Deletion of your organisation's data on exit can be committed to in writing.
Yes. If you need particular terms, such as a specific retention or deletion commitment, breach notification wording or an audit right, ask and we will talk about it rather than pointing at a policy page.
To confirm
Your notifiable privacy breach process under the Privacy Act 2020: who assesses it, who we tell, and within what timeframe. Also the named privacy officer.
To confirm
An availability target, how it is measured, planned maintenance windows and how they are notified.
Support is a conversation with the people who build the software, not a ticket queue routed offshore. You can ask from inside the product, on the screen the question is about.
To confirm
Response targets by severity, and support hours.
To confirm
How incidents are communicated, and whether there is a status page.
Migration from your current system is part of moving across rather than a separate line item, and we do the work. The migration page sets out what gets moved, how long it takes and what your team has to do.
Stated as commitments rather than as a description of how the system is built. A detailed architecture is useful to somebody probing it and tells a buyer nothing they can act on.
Access is permission-based and granular. Someone who should see attendance figures does not automatically see payroll detail, and the sensitive parts of a staff record are gated separately again. Sites are scoped, so a centre manager sees their own centres.
Support access is limited to what is needed to answer the question in front of us, and it is logged. We do not browse customer records, and we do not use your data to train anything.
To confirm
An honest answer here is better than a vague one. If the answer is no, say so and say what you do instead. A buyer who asks this can tell the difference, and an independent New Zealand vendor is judged on what it does rather than on a badge.
To confirm
Penetration testing cadence and who performs it, vulnerability management, and whether a summary report can be shared.
To confirm
Whether your team is police vetted and background checked. It is a fair question from an organisation whose records are about children, and a strong answer if it is yes.
A twelve-month agreement, billed monthly with nothing upfront. Site count is recalculated monthly, so an organisation that grows moves into a better rate automatically rather than at renewal. Pricing is published through twenty-five sites.
To confirm
Price review mechanism at renewal, any cap, and the notice given.
No. Every module, every report, migration, training and support are included. There is no per-licence retention charge and no hourly training rate.
Yes. A single centre or a small group is the usual way in, and it is the honest way to test the claims on the rest of this site against your own data.
To confirm
Pilot terms: length, cost, and what happens to the data if you do not proceed.
Rather than making you assemble it from a website, ask and we will send a single pack covering the above, with anything your process needs added to it.
If something on this page is not enough for your process, say what you need and we will answer it properly. A supplier who treats procurement as an obstacle is telling you something about how the rest of the relationship will go.
Book a demo and ask whatever you need to. You'll hear back within one working day.
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