Letterbox Distribution

Engage

Planning and mapping free-to-use software for councils, planners, infrastructure consultancies, and comms agencies to quickly and accurately draw consultation zones and get accurate property (residential and business) counts.

Features

• Web-based SaaS mapping platform accessible via standard web browsers
• Draw custom geographic zones using polygons and radius tools
• Accurate property counts using up-to-date address-level datasets
• Overlay wards, parishes, constituencies and public-sector boundaries
• Visualise stakeholder and political data linked to mapped areas
• Export address and area data for downstream communications activity
• Secure user logins with role-based access controls
• Cloud-hosted platform with no local installation required
• Real-time updates to mapping and boundary datasets
• Reporting dashboards showing area coverage and address volumes

Benefits

• Quickly identify affected properties within defined geographic areas
• Reduce manual mapping and address research time significantly
• Improve accuracy of targeting for public sector communications
• Enable faster planning of consultations and resident notifications
• Support evidence-based decisions using mapped data insights
• Simplify collaboration between engagement, planning and communications teams
• Minimise risk of missed properties through accurate area definition
• Provide clear visual outputs for stakeholder and decision-maker reporting
• Streamline preparation of address lists for downstream communications
• Increase confidence in coverage for statutory consultation activities

• Free trial available

Service documents

• Pricing document

  PDF

• Service definition document

  PDF

• Terms and conditions

  PDF

Request an accessible format

If you use assistive technology (such as a screen reader) and need versions of these documents in a more accessible format, email the supplier at enquiries@letterboxdistribution.com. Tell them what format you need. It will help if you say what assistive technology you use.

Framework

G-Cloud 15

Service ID

239840473783760

Contact

Graeme Davidson
02084400400
enquiries@letterboxdistribution.com

About your service

• Service categories:

  Application Development and Deployment

  Analytics and business intelligence

  • Location and geospatial data management and analytics
• Multi cloud support: No

Service scope

• Software add-on or extension: No
• Cloud deployment model: Public cloud
• Service constraints: No unusual service constraints. Engage is a web-based SaaS platform accessible via modern web browsers. Planned maintenance is scheduled outside core business hours where possible and communicated in advance.
• System requirements:
  • Modern web browser such as Chrome, Edge, Firefox or Safari
  • Internet connection for secure access to the web platform
  • JavaScript enabled within the web browser
  • Cookies enabled for user authentication and session management
  • Screen resolution suitable for viewing interactive maps

User support

• Email or online ticketing support: Yes
• Support response times: Normally within 1 hour.; ; At the weekend, this would be far longer, as we have no dedicated cover on the weekend.
• User can manage status and priority of support tickets: No
• Phone support: Yes
• Phone support availability: 9 to 5 (UK time), Monday to Friday
• Web chat support: No
• Onsite support: No
• Support levels: Engage is provided with a standard level of support at no additional cost to users. Standard support is available during UK business hours, Monday to Friday, and covers assistance with access, configuration queries, general platform usage and incident resolution. Support requests are logged and managed by the technical team, with issues investigated and resolved as appropriate. Planned maintenance is scheduled outside core business hours where possible and communicated in advance. Additional support options, including enhanced onboarding, configuration guidance or extended support hours, may be made available by agreement depending on the nature of the engagement. Where applicable, any enhanced support arrangements are agreed separately. Each user is provided with a named account contact who acts as the primary point of contact for service queries and support coordination. Where required, users have access to technical support resources, including cloud support engineers, to assist with platform-related technical issues. A dedicated Technical Account Manager can be provided where agreed, depending on the level of support required.
• Support available to third parties: Yes

Onboarding and offboarding

• Getting started: Engage is designed to be simple to start using with minimal onboarding. New users are provided with access to the web-based platform along with initial guidance to support account setup and first use. Online support is available to help users understand core features such as drawing mapped areas, selecting data layers and generating outputs. User guidance is provided through written documentation and walkthroughs, with additional support available via email during UK business hours. Where required, remote onboarding sessions can be arranged to demonstrate functionality and answer user questions. Onsite training is not required to use the service but can be discussed where appropriate. Ongoing support is available to assist users as their requirements evolve, and feedback is used to inform improvements to the platform and guidance materials. The service is designed to allow users to become productive quickly without specialist technical knowledge or installation.
• Service documentation: No
• End-of-contract data extraction: Engage is provided as a free-to-use service and does not require a formal contract. Users may choose to stop using the service at any time. As the platform does not provide a data export function, users typically extract value from the service during active use by viewing, reviewing and applying mapped areas and outputs within the platform. Where a buyer no longer wishes to use Engage, access can simply cease, or user accounts can be deactivated on request. Any data associated with user accounts is retained or securely deleted in accordance with the supplier’s data retention policies and applicable data protection legislation. Reasonable assistance can be provided to users during this process where required, including clarification of what information is held and how it is managed. There are no mandatory end-of-use steps or exit processes required.
• End-of-contract process: Engage is provided as a free-to-use service and does not require a formal contract for access. Users may choose to use the service at any time and are not committed to ongoing use. Where a buyer no longer wishes to use Engage, access can simply cease without any action required. If a buyer requests that access be formally removed, user accounts can be deactivated on request. Any data associated with user accounts is retained or securely deleted in line with the supplier’s data retention policies and applicable data protection legislation.; ; There are no charges associated with starting or ending use of the service. Access to the platform, core functionality and standard support during UK business hours are provided at no cost. There are no exit fees or mandatory end-of-use charges. Where a buyer requests additional assistance beyond standard support, such as bespoke summaries or extended support during offboarding, this can be discussed and agreed separately on a case-by-case basis. Any such additional costs would be agreed in advance.

Using the service

• Web browser interface: Yes
• Supported browsers:
  • Microsoft Edge
  • Firefox
  • Chrome
  • Safari
  • Opera
• Application to install: No
• Designed for use on mobile devices: No
• Service interface: Yes
• User support accessibility: WCAG 2.2 AA
• Description of service interface: Yes. Engage is accessed through a secure, web-based user interface available via standard web browsers
• Accessibility standards: None or don’t know
• Description of accessibility: Engage is accessed via a web-based interface designed to support common assistive technologies. Core functionality can be accessed using keyboard navigation, with clear labelling and consistent layouts to support screen readers. Users can zoom and resize content using browser controls without loss of functionality, and colour is not used as the sole means of conveying information. Interactive maps support zooming and panning to aid visibility. Some advanced mapping interactions, such as complex polygon drawing and drag-based actions, may be more difficult to use without a mouse or pointer device. Reasonable adjustments can be made where required.
• Accessibility testing: Engage has not undergone formal third-party accessibility testing with users of assistive technology. Accessibility is considered during design and development, including internal review of keyboard navigation, colour contrast and screen reader compatibility using standard tools and browser-based testing. Feedback from users is used to identify and address accessibility issues where they arise, and reasonable adjustments can be made to support individual user needs. Accessibility improvements are reviewed on an ongoing basis as part of platform development.
• API: No
• Customisation available: Yes
• Description of customisation: Yes. Engage allows buyers to customise their experience through configuration options available within the web-based interface. Authorised users can customise mapped areas by drawing and editing geographic zones, selecting boundaries such as wards or parishes, and choosing which data layers are displayed. Users can also configure outputs by selecting datasets, export formats and reporting views relevant to their requirements. In addition, buyers can customise the platform’s branding, including logos and visual identifiers, to align the service with their organisation or project. Customisation is carried out by authorised users using built-in tools and does not require software development or changes to the underlying platform. Customisation is limited to configuration, presentation and branding options and does not allow modification of core system functionality, security settings or infrastructure. User permissions and role-based access controls determine who can apply customisations, ensuring appropriate governance and oversight.

Scaling

• Independence of resources: Engage is delivered as a multi-tenant, cloud-hosted service designed to scale with user demand. Platform capacity and performance are monitored to ensure consistent service levels as usage fluctuates. Resources are managed centrally to prevent individual users from impacting overall performance. The service is designed to handle concurrent usage, with resilience and availability managed by the supplier. Where necessary, capacity is reviewed and adjusted to maintain a reliable user experience for all users.

Analytics

• Service usage metrics: No

Resellers

• Supplier type: Not a reseller

Staff security

• Staff security clearance: Other security clearance
• Government security clearance: Baseline Personnel Security Standard (BPSS)

Asset protection

• Knowledge of data storage and processing locations: Yes
• Data storage and processing locations: United Kingdom
• User control over data storage and processing locations: No
• Datacentre security standards: Managed by a third party
• Penetration testing frequency: Less than once a year
• Penetration testing approach: Another external penetration testing organisation
• Protecting data at rest:
  • Physical access control, complying with SSAE-18 / ISAE 3402
  • Encryption of all physical media
• Data sanitisation process: Yes
• Equipment disposal approach: A third-party destruction service
• Data sanitisation type:
  • Deleted data can’t be directly accessed / Cryptographic Erasure
  • Data Erasure

Data importing and exporting

• Data export approach: Engage does not provide a self-service data export function. Where users require access to information associated with their use of the service, this can be requested via their named account contact. Requests are reviewed and handled in line with data protection requirements and agreed scope. Any information provided is limited to data relevant to the requesting organisation and is shared in a controlled manner. Users may also choose to review and utilise information within the platform during active use without the need for data export.
• Data export formats: Other
• Other data export formats: Not applicable
• Data import formats:
  • CSV
  • Other
• Other data import formats:
  • Geojson
  • Kml

Data-in-transit protection

• Data protection between buyer and supplier networks: TLS (version 1.2 or above)
• Data protection within supplier network: TLS (version 1.2 or above)

Availability and resilience

• Guaranteed availability: Engage is provided as a free-to-use, cloud-hosted service and does not operate under a formal availability service level agreement. The platform is designed to be available on a best-endeavours basis, with resilience and availability managed through the underlying cloud hosting environment. Service availability is monitored, and any issues are investigated and addressed to restore normal operation as quickly as possible. Planned maintenance is scheduled outside core business hours where possible and communicated in advance to minimise disruption.; ; As the service is provided at no cost, there are no availability-based service credits or refunds. In the event of unplanned service disruption, users are kept informed where appropriate and reasonable efforts are made to resolve issues promptly. The service is intended to support planning and engagement activities but should not be relied upon as a sole system for time-critical or safety-critical operations.
• Approach to resilience: Engage is designed to be resilient through its use of a cloud-hosted architecture managed by a third-party cloud provider. The underlying hosting environment is designed for high availability, with built-in redundancy across core infrastructure components to reduce the risk of single points of failure. The platform benefits from the cloud provider’s resilient datacentre setup, including resilient power, networking and environmental controls. Service performance and availability are monitored, and issues are investigated and addressed to restore normal operation as quickly as possible. Planned maintenance is managed to minimise disruption where possible. Resilience considerations form part of ongoing service management and platform development. Further details of the underlying datacentre resilience and architecture are available on request.
• Outage reporting: Engage does not provide a public status dashboard or outage reporting API. In the event of a service outage or significant degradation, users are informed via direct communication, typically by email, where appropriate. Updates are provided to keep users informed of progress and expected resolution times. Planned maintenance is communicated in advance wherever possible to minimise disruption. Service availability is monitored internally to identify and respond to issues promptly, and reasonable efforts are made to restore normal operation as quickly as possible.

Identity and authentication

• User authentication needed: Yes
• User authentication: Username or password
• Access restrictions in management interfaces and support channels: Access to management interfaces and support channels is restricted to authorised personnel only. Administrative access is limited to staff with defined roles, using individual authenticated accounts and least-privilege permissions. Support requests are handled through controlled channels, and only authorised staff can access support information. Access rights are reviewed periodically and updated when roles change or access is no longer required. These measures help prevent unauthorised access to management functions and support data.
• Access restriction testing frequency: Less than once a year
• Management access authentication: Username or password

Audit information for users

• Access to user activity audit information: Users contact the support team to get audit information
• How long user audit data is stored for: Between 6 months and 12 months
• Access to supplier activity audit information: Users contact the support team to get audit information
• How long supplier audit data is stored for: Between 6 months and 12 months
• How long system logs are stored for: Between 1 month and 6 months

Security governance

• Named board-level person responsible for service security: Yes
• Security governance certified: No
• Security governance approach: Security governance for Engage is managed through a proportionate framework with clear senior-level accountability. A named senior manager with board-level authority is responsible for oversight of service security, risk management and compliance. Security considerations are built into service design, development and operation, including access control, data protection and incident handling. The service is hosted in a third-party cloud environment, and governance includes assurance over the security controls provided by the hosting provider. Security practices are informed by government guidance and recognised good practice and are reviewed periodically.
• Information security policies and processes: Information security is managed through documented policies and procedures covering data protection, access control, incident management and acceptable use. Responsibility for information security sits with a named senior manager with board-level authority, who provides oversight and ensures policies are implemented across the organisation. Policies are communicated to relevant staff and reviewed periodically to ensure they remain appropriate and effective. Access to systems and data is restricted to authorised users, and security considerations are embedded into day-to-day operations and service management. Compliance with policies is supported through management oversight, user access controls and regular review of practices. Security incidents or concerns can be reported internally and are assessed and managed in line with defined processes.
• Software Security Code of Practice: Yes

Operational security

• Configuration and change management standard: Supplier-defined controls
• Configuration and change management approach: Configuration and change management for Engage is managed through supplier-defined processes. Core service components and configurations are tracked throughout their lifecycle using internal documentation and version control. Changes to the service are assessed prior to implementation to understand potential operational and security impacts. Where relevant, changes are reviewed, tested and approved before deployment. Security considerations, including access control and data protection, are taken into account when assessing changes. Changes are implemented in a controlled manner to minimise risk to service availability and security.
• Vulnerability management type: Supplier-defined controls
• Vulnerability management approach: Vulnerability management for Engage is handled through supplier-defined processes. Potential threats are assessed by reviewing changes to the service, monitoring system behaviour and considering the impact of newly identified vulnerabilities on the platform. Information about potential threats is obtained from the cloud hosting provider, software vendors and trusted public sources such as security advisories. Where vulnerabilities are identified, patches and updates are prioritised based on risk and deployed as soon as reasonably practicable, following testing where appropriate. This approach supports timely remediation while minimising disruption to service availability.
• Protective monitoring type: Supplier-defined controls
• Protective monitoring approach: Protective monitoring for Engage is managed through supplier-defined processes appropriate to the service. Service availability and performance are monitored to identify potential issues or unusual behaviour. Access to the platform is controlled, and activity is reviewed to help identify unauthorised access or misuse. Alerts and logs provided by the underlying cloud hosting environment are used to support monitoring and investigation where required. Any identified issues are assessed and addressed to maintain service security and availability. Monitoring processes are reviewed periodically and updated as the service evolves.
• Incident management type: Supplier-defined controls
• Incident management approach: Incident management for Engage is handled through supplier-defined processes appropriate to the service. Pre-defined procedures are in place for common events such as service disruption, access issues and security concerns. Users can report incidents by contacting the support team via email, where incidents are logged and assessed. Issues are prioritised based on impact and addressed as quickly as reasonably practicable. Where appropriate, users are kept informed of progress and outcomes through direct communication, and summary information can be provided following resolution.
• Post-quantum cryptography secure: No

Secure development

• Approach to secure software development best practice: Supplier-defined process

Public sector networks

• Connection to public sector networks: No

Pricing

• Discount for educational organisations: No
• Free trial available: Yes
• Description of free trial: Engage is always free-to-use, until booking a job through the software.

Discount percentage by annual call-off contract value (excluding VAT)

• Less than £250,000: 0%
• Between £250,000 and £500,000: 0%
• Between £500,001 and £1,000,000: 0%
• Between £1,000,001 and £2,500,000: 0%
• Between £2,500,001 and £5,000,000: 0%
• Over £5,000,001: 0%

Non-mandatory Standards and certifications

• ISO/IEC 27001 certification: No
• ISO 28000:2022 certification: No
• ISO 9001 certification: Yes
• Who accredited the ISO 9001 certification: ITCC International
• ISO 9001 accreditation date: Monday 1 January 2024
• What the ISO 9001 doesn’t cover: The ISO 9001 certification held by the organisation currently covers the quality management systems relating to its core operational services, including print, fulfilment and distribution activities. The Engage platform, as a free-to-use software service, is not currently included within the scope of the ISO 9001 certification. As the service continues to develop, the organisation intends to review and, where appropriate, include Engage within the scope of its ISO 9001 management system at the next certification review.
• Quality management systems (QMS): Yes
• CSA STAR certification: No
• PCI certification: No
• Cyber essentials: No
• Cyber Essentials Alternative: In relation to the services you do not have a current and valid Cyber Essentials certificate which has been awarded by one of the government approved Cyber Essentials accreditation bodies but you are working towards gaining it, and will be in a position to confirm that you have been awarded a current and valid Cyber Essentials certificate by one of the government approved accreditation bodies within 12 months of the date of award.
• Cyber essentials plus: No
• Cyber Essentials Alternative: In relation to the services you do not have a current and valid Cyber Essentials Plus certificate which has been awarded by one of the government approved Cyber Essentials accreditation bodies but you are working towards gaining it, and will be in a position to confirm that you have been awarded a current and valid Cyber Essentials Plus certificate by one of the government approved accreditation bodies within 12 months of the date of award.
• Other security certifications: No

Social value

• Section B - Commitment for Future: Delivery:

  • Mission: Kick start economic growth. To secure the highest sustained growth in the G7 - with good jobs and productivity growth in every part of the country making everyone, not just a few, better off.

    Policy Outcome 1: Fair work: That offers fair wages and good working conditions. Help people get a job, stay in work, and progress in their careers, with good employment opportunities across the country. Notes: Where there is a large proportion of labour costs in the contract, commercial teams should consider MAC in Outcome 1 as a priority

    • New or retained jobs on the contract workforce in the relevant area that meet the criteria set out in MAC 1b, 1c and 1d
    • Providing opportunities for, and measuring and monitoring of, staff workforce conditions over time, including employee engagement, involvement in decision-making and satisfaction and adapting to any changes in the results, with clear processes for acting on issues identified
    • Plans to engage the contract workforce in deciding the most important workplace issues to address
    • Ensuring new workers are informed of their right to join a trade union
    • Monitoring of employee engagement rates (by protected characteristic) and, where necessary, the development of actions to ensure all voices are heard across the diversity of the workforce
    • Employment contracts that reflect actual hours worked; steps taken to ensure employees understand their contracts and have the ability to review and adjust them if actual hours regularly exceed contracted hours
    • Activities that support an environment where staff are educated about, and feel empowered to, address their physical wellbeing
    • Activities that support an environment where staff are educated about and feel empowered to report and address bullying and harassment
    • Activities to cascade good practice on fair working conditions throughout the supply chain
    • Offer a pay and leave entitlement to all eligible staff who become kinship carers, ideally equivalent to statutory adoption pay and leave
    • Payment of more than the National Minimum Wage or National Living Wage (as appropriate) to the contract workforce
    • Monitoring and reporting of gender and ethnicity pay gaps and plans to address them where necessary
    • Entitlement to sick pay for the contract workforce, with provision in place for any staff who do not meet the earnings threshold for statutory sick pay, payment of sick pay from day one of absence and payment of staff on the contract workforce who are off sick a replacement income of 100% of their usual earnings for as long as possible
    • Plans for an appropriate income replacement policy for staff who are required to spend time away from work to care for a sick dependent or close relative
    • Understanding of in-work progression issues affecting the market, industry or sector relevant to the contract, and in the supplier’s own organisation and those of its key sub-contractors
    • Measures to support in-work progression to help people in the contract workforce, to move into higher paid work by developing new skills relevant to the contract
    • Support for the contract workforce by providing career advice, and providing opportunities for staff working on the contract with in-work progression career development into known skills shortages or high growth areas
    • Support for educational attainment relevant to the contract, including training schemes that address skills gaps and result in recognised qualifications
    • Volunteering opportunities for staff
    • Understanding of the modern slavery risks and issues affecting the market, industry, sector or country (of origin or of source) relevant to the contract, and the workforce in the supplier’s own organisation and those of its key subcontractors
    • Measures to identify, mitigate and manage modern slavery risks relating to the contract and how these will be implemented
    • Outline policies and practices to be applied to or put in place for the contract to mitigate and manage modern slavery risks, including: Pre-employment checks, recruitment practices. Workplace conditions, safeguarding plans and processes in place and regular monitoring with relevant groups considered, which may include sampling
    • How these flow down the supply chain and are monitored Illustrative examples include reporting, site visits, audits, etc.
    • How to ensure business decisions re: price/cost, short lead times, payment timescales do not create modern slavery risks in the supply chain
    • How the supplier will work with NGOs, trade unions or other businesses to address modern slavery risk
    • Means of influencing staff, suppliers, customers, communities and/or any other appropriate stakeholders with respect to modern slavery risks relating to the contract

  • Mission: Kick start economic growth. To secure the highest sustained growth in the G7 - with good jobs and productivity growth in every part of the country making everyone, not just a few, better off.

    Policy Outcome 2: Skills for growth: Supporting growth sectors and addressing skills gaps.

    • Understanding of employment and relevant skills issues, and of the education and training issues relating to the contract. Illustrative examples: demographics, skills shortages, new opportunities in high growth sectors, geographic/local community and skills/employment challenges

  • Mission: Kick start economic growth. To secure the highest sustained growth in the G7 - with good jobs and productivity growth in every part of the country making everyone, not just a few, better off.

    Policy Outcome 3: Resilient, innovative and flexible supply chains: Support economic growth through enabling resilient businesses, opportunities for small businesses and voluntary, community and social enterprises

    • Understanding of the types of businesses in the market and the level of participation by new businesses, entrepreneurs, start-ups, SMEs, VCSEs and mutuals
    • Activities to identify opportunities to open up sub-contracts under the prime contract to a diverse range of businesses, including new businesses, entrepreneurs, start-ups, SMEs, VCSEs and mutuals
    • Understanding of local demographics, needs and opportunities for the co-design of the goods, services and works to be delivered under the contract

  • Mission: Make Britain a clean energy superpower: To cut bills, create jobs and deliver security with cheaper, zero-carbon electricity by 2030, accelerating to net zero

    Policy Outcome 4: Sustainable procurement practices: Reducing carbon footprints, minimising waste, and promoting the use of clean energy and green technologies.

    • Understanding of opportunities for additional environmental benefits delivery in the performance of the contract, including working towards net zero carbon emissions and use of clean energy and green technologies
    • Understanding of how to influence staff, suppliers, customers, communities and/or any other appropriate stakeholders through the delivery of the contract to support climate and nature protection and improvement

  • Mission: Break down barriers to opportunity: By reforming our childcare and education systems, to make sure there is no class ceiling on the ambitions of young people in Britain

    Policy Outcome 6: Employment and training: For those who face barriers to employment

    • Understanding of employment and skills issues, and of the skills and employment shortages of high growth sectors relating to the contract
    • Understanding of the issues affecting the representation of disabled people in the workforce in the market, industry or sector relevant to the contract, and in the supplier’s own organisation and those of its key sub-contractors
    • Understanding of the issues affecting inequality in employment, skills and pay in the market, industry or sector relevant to the contract, and in the supplier’s own organisation and those of its key sub-contractors. Measures to tackle inequality in employment, skills and pay in the contract workforce

  • Mission: Break down barriers to opportunity: By reforming our childcare and education systems, to make sure there is no class ceiling on the ambitions of young people in Britain

    Policy Outcome 7: Creating a pipeline of opportunities: For the contract workforce, reducing barriers to entry for under-represented groups.

    • Understanding of the issues affecting the development of new skills by target cohort
    • Understanding of issues relating to entering the contract workforce

  • Mission: Build an NHS fit for the future: That is there when people need it; with fewer lives lost to the biggest killers; in a fairer Britain, where everyone lives well for longer.

    Policy Outcome 8: Increasing productivity through physical and mental wellbeing: In the supply chain and communities in the relevant area.

    • Understanding of issues relating to health and wellbeing, including physical and mental health, in the contract workforce
    • Understanding barriers to access to health and social care services or employment opportunities e.g. digital inclusion

Service documents

• Pricing document

  PDF

• Service definition document

  PDF

• Terms and conditions

  PDF

Request an accessible format

If you use assistive technology (such as a screen reader) and need versions of these documents in a more accessible format, email the supplier at enquiries@letterboxdistribution.com. Tell them what format you need. It will help if you say what assistive technology you use.