TRACKPLOT LIMITED

Trackplot lone and remote worker monitoring system: with SOS only ARC

Trackplot provides a comprehensive worker monitoring solution designed for lone and remote workers, particularly those working outdoors. Workers can keep in touch easily wherever they are using mobile or satellite networks. Workers are monitored on the Trackplot Portal, a secure interactive online platform which is accessible 24/7.

Features

• Online Portal accessible remotely from any device 24/7/365
• Satellite communications using GPS devices for workers beyond mobile coverage
• Mobile network based options for workers with strong, reliable coverage
• Multiple ways to communicate: App, text, landline, online, GPS device
• Automatic Notifications to alert a worker is vulnerable/ needs help
• Ordnance Survey mapping to accurately capture a worker’s location
• Real-time monitoring to view the status of workers
• Weather warnings and environmental mapping to review risks and vulnerabilities
• Input into Policy, Standard Procedure and Escalation Procedure development
• Personal onboarding, training and customer support, online resources

Benefits

• Workers can keep in touch wherever they are in UK
• Simple and easy to use to increase user adoption
• Monitor workers at different locations, across shift patterns and activities
• Set up discrete Groups to manage workers by office/ role
• Set permissions for data privacy and to comply with GDPR
• Customisable Check-in Times and functionality to suit your organisation’s needs
• Exception based Notifications allow managers to escalate problems immediately
• Assess real-time conditions to schedule/ postpone work/ inform rescue missions
• Alarm Receiving Centre (ARC) handles emergency SOS notifications until closure
• Usage reporting and audit trails for compliance/ to document incidents

• Free trial available

Service documents

• Pricing document

  ODT

• Service definition document

  ODT

• Terms and conditions

  ODT

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 sales@trackplot.com. Tell them what format you need. It will help if you say what assistive technology you use.

Framework

G-Cloud 15

Service ID

534390446891795

Contact

Emma Thomas
0131 563 0782
sales@trackplot.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: Private cloud
• Service constraints: Planned maintenance is scheduled for days and times with little customer activity e.g. 2100 hours on a Sunday evening, to reduce disruption to a minimum and advance notice is provided of the date, start time and expected duration of the downtime. Notification is provided when normal service is resumed.
• System requirements:
  • Trackplot Mobile App requires Android OS Version 4 or later
  • Trackplot Mobile App requires Phone OS Version 5s or later
  • Buyers purchase Trackplot World or Mobile subscriptions per worker
  • Trackplot requires Administrators to enable 2FA using TOTP for security

User support

• Email or online ticketing support: Yes
• Support response times: All customer support queries are acknowledged within 4 working hours of receipt. We aim to provide a resolution to non-technical queries within 24 hours; minor technical queries (such as installing Trackplot Mobile App or GPS device issues) within 4 hours if possible (hardware issues may require testing and take longer); major technical support (such as Portal errors, system crash or supplier outages) are dealt with immediately and the time to achieve resolution will be determined (this depends if third parties in the supply chain are involved). SOS incident support is provided immediately by an Alarm Receiving Centre.
• 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: Yes, at extra cost
• Support levels: Trackplot provides one support level to all customers. Support is included in the annual subscription charge and there is no extra cost. Support is available online and in person. Online support includes How to pdfs, troubleshooting, training materials and videos accessible in the customer’s Portal. Personal support is handled primarily by Trackplot’s Customer Support team (responsible for non-technical support and minor technical support) and any major system issues / system crash / supplier outages will be escalated to Trackplot’s IT team. SOS incident support is provided by an Alarm Receiving Centre.
• Support available to third parties: Yes

Onboarding and offboarding

• Getting started: First we schedule an online Kick-off meeting with the decision-makers to discuss set up and functionality options; their existing Lone Working Policy and Procedures (if they have one); and walk through the Registration form and Guidance document to agree their specific requirements. On receipt of the completed Registration form we build their bespoke Trackplot Portal and set up all their Users. Step 2 is to create / discuss edits to their Lone Working Policy and Procedures – these are vital to the smooth operation of the Trackplot system and inform the Portal set up and training. Step 3 is to arrange and deliver training – typically online, it can be onsite if required – which is delivered immediately before the system goes live. There are 3 different training types for 1) Portal and Group Administrators 2) Notification Contacts and 3) Lone Workers. User documentation and training materials are easily accessible for all users in their Trackplot Portal HELP section. There is a wide range of documentation categorised by User type and by Subject. Step 4 is post training and go live: we arrange a feedback session to ensure the set up is working well and discuss any tweaks needed.
• Service documentation: Yes
• Documentation formats:
  • HTML
  • PDF
  • Other
• Other documentation formats: Video
• End-of-contract data extraction: Trackplot will archive User and Customer Portal data for 5 years. This is to mitigate the Organisation and / or Trackplot against any future disciplinary / employment, vicarious liability or litigious claims that may arise, to provide evidence for any claims, and allow time for the legal process to be completed. A duration of 5 years is to cover the worst case scenario of a fatality which requires formal investigation and a legal process (which could involve being an Expert Witness for example). We envisage this could take up to 5 years in the event of a death, especially if the case is litigious, to closure. We benchmarked against other companies and 5 years is a widely used timeframe. If a copy of the data and any documentation, such as the latest version of their Lone Working Policy and Procedures, is required by the customer at contract end this can be supplied. Data is stored from the moment the Customer's Trackplot Portal is live and auditing data can be retrieved back to this go live date.
• End-of-contract process: For clarity, as some contracts are extended, the customer will advise in writing by email that the Trackplot system is no longer required and a contract end date is agreed. Lone workers will not be monitored from this date onwards and the customer will need to ensure they have other measures / a new supplier in place. On the contract end date Trackplot will confirm the customer’s Trackplot Portal has been closed and users can no longer access it. Any GPS Devices in use are owned by the customer and will be kept by them for future use as needed. All Trackplot Mobile Apps will cease to work from the contract end date. All communications are via email and telephone calls to discuss details when needed. All offboarding is included in the contract price and there is no additional cost.
• Documentation accessibility standard: WCAG 2.2 AA

Using the service

• Web browser interface: Yes
• Supported browsers:
  • Microsoft Edge
  • Firefox
  • Chrome
  • Safari
  • Opera
  • Other
• Application to install: Yes
• Compatible operating systems:
  • Android
  • IOS
• Designed for use on mobile devices: Yes
• Differences between the mobile and desktop service: The Trackplot Mobile App is specifically for workers to use to provide Proof of Life, select any customer specific functionality e.g. buttons to advise Onsite, Leaving site, Drive or High Risk, or to request help. The Trackplot Portal is a secure online platform accessible via any browser where workers are monitored. Different roles have different access permissions to the Portal to undertake different tasks e.g. Administrators can manage users and devices, Notification Contacts can view the workers they are responsible for, Workers can view and edit information about themselves only e.g. mobile phone, address details, medical information, Next of Kin.
• Service interface: Yes
• User support accessibility: WCAG 2.2 AA
• Description of service interface: The Trackplot Portal is a secure online platform, accessible via any browser and on any device (desktop, laptop, tablet or smartphone), where workers are monitored. Different roles have different access permissions to the Portal to undertake different tasks e.g. Portal and Group Administrators can manage users and devices, Notification Contacts can view the workers they are responsible for, both Administrators and Notification Contacts can monitor active workers. Workers can view and edit information about themselves only e.g. mobile phone and address details, medical information, Next of Kin.
• Accessibility standards: WCAG 2.2 AA
• Accessibility testing: We have used the WAVE Evaluation Tool to test our Portal. To date no testing has been done with users of assistive technology, this is scheduled for Q1 2026.
• API: No
• Customisation available: Yes
• Description of customisation: The Trackplot system is flexible to meet the needs of individual organisations. Groups can be used to categorise workers to enable easier management and monitoring e.g. by location / office, by role, by risk type. Different Administrators and Notification Contacts can be assigned per Group. Check-in Times are bespoke to each customer and agreed during onboarding – these can be at Portal or Group level. Beyond the required functionality of Check-in and Check-out there is additional functionality including Assist (low level help is required e.g. vehicle breakdown), SOS for emergency situations (this is handled by an Alarm Receiving Centre which co-ordinates the required emergency services e.g. mountain rescue, ambulance, fire, police, coastguard), Tracking (for workers covering distances between Check-in Times, this drops their location every 10 minutes to narrow the search area); activity buttons such as Drive and Timed Activity for higher risks; location based buttons such as Onsite and Leaving site; asset based buttons such Maintenance (e.g. fence requires repair). Custom buttons are available and discussed during onboarding.

Scaling

• Independence of resources: The Trackplot Portal and all associated personal data is held on an ISO27001:2022 certified web server which is located in a secure data centre within the UK. Every Customer Organisation using Trackplot is set up with their own discrete Trackplot Portal. Each Portal has it's own unique URL and unique logins. No Customer Organisation can see another Customer’s Portal. Each Customer can scale to incorporate any number of Users. Any number of Users can be concurrently connected. Trackplot records, manages and maintains adequate capacity of data storage to meet anticipated future needs and ensure resilience.

Analytics

• Service usage metrics: Yes
• Metrics types: Usage reports are available for all Lone Workers and can be filtered by Month and by Group. Data per Lone Worker includes Last Used Date, Number of Events (includes Check-in, Check-out etc), number of Overdues (to manage training and Procedures implementation), and how the Events were sent to the Trackplot Portal (by GPS Device, Trackplot Mobile App, SMS or Web). This information is reviewed in the Feedback meeting after Onboarding to ascertain how well training has been received, and included in each Annual Review. Administrators have access to this information in real-time in their Trackplot Portal.
• Reporting types:
  • Real-time dashboards
  • Regular reports
  • Reports on request
• Resource tagging: No
• FOCUS resource tagging: No

Resellers

• Supplier type: Not a reseller

Staff security

• Staff security clearance: Staff screening not performed
• 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: At least every 6 months
• Penetration testing approach: Another external penetration testing organisation
• Protecting data at rest:
  • Physical access control, complying with another standard
  • Other
• Other data at rest protection approach: Access controlled via least-privilege OS accounts, SSH Keys only, firewalling, and restricted database permissions
• Data sanitisation process: Yes
• Equipment disposal approach: In-house destruction process
• Data sanitisation type:
  • Deleted data can’t be directly accessed / Cryptographic Erasure
  • Data Erasure

Data importing and exporting

• Data export approach: Portal and Group Administrators have permissions to export usage reports as pdfs for compliance and auditing purposes; Trackplot can export User and Device data as a csv upon request. For GDPR purposes Notification Contacts and Lone Workers have read and write permissions to edit information but cannot export data. Trackplot undertakes an Annual Review with each customer every 12 months to ensure all data held is correct and provides a summary of all the data at this point.
• Data export formats: CSV
• Data import formats: Other
• Other data import formats:
  • Limited data needs to be imported to operate Trackplot.
  • Data is input using online forms.
  • Trackplot performs the majority of the data entry during onboarding.
  • After onboarding Administrators can delete and add users as required.
  • Personal data (name, email, phone number) are manually input

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: Trackplot’s Lone and Remote Worker Monitoring Solution is a health and safety system available 24/7/365. Availability is crucial therefore Trackplot operates a mirrored back up server for the Trackplot Portal which can be used if the primary server fails or needs upgrading. The Trackplot Portal is monitored by an external application which sends the System Administrators an SMS to advise the server is offline. All maintenance is planned in advance and scheduled for a date and time with low customer activity to minimise disruption (typically a Sunday evening at 2100). During this time Trackplot monitor any incoming Events manually and notify Portal Administrators directly if an Assistance Required Event is received. Any SOS requests are unaffected by maintenance as these Events are sent directly to Trackplot’s SOS Alarm Receiving Centre. Notice is given to all customers of planned maintenance and communications are issued when the full service is resumed. Historically Trackplot has had a very good service level performance >99.5% which includes planned maintenance (where we may have switched over to the backup server for continuity), for example over 10 years 2015-2024 0.04% outage time.
• Approach to resilience: The system has built-in redundancy with a master and backup server running in parallel. The servers are located in different locations with different data centre suppliers, both within the UK and under UK legal jurisdiction. The data centre suppliers do not have the ability to access the data as it is encrypted and they do not have a key. The data centres have ISO 27001:2022 accreditation. Trackplot has Cyber Essentials Plus Certification. The databases containing the personal data are encrypted with AES256 encryption. In the case of a failure of the master server, the backup server can be brought online by switching DNS records over. Currently this is a manual process as it is important to investigate the root cause of the problem and to determine if this can be remedied before a switch over. ; ; Notifications are embedded in the Trackplot system and are sent by SMS, email or voice call to users to provide redundancy. We have a backup SMS service which will send out a Notification if the Primary SMS is not available. Our email service will automatically retry sending an email if a soft bounce is encountered. Detailed technical information is available on request.
• Outage reporting: The service is monitored by polling key web pages every 15 minutes. In the event that a web page does not return a result the service sends out an SMS and email to key Trackplot personnel. On receipt of an outage notification the personnel will invoke the "server outage" procedure. In addition the servers are monitored by the data centres and any outages are reported by emails to Trackplot key personnel. In addition, during office hours (Monday to Friday from 9am to 5pm) the Trackplot service is monitored and in constant use by office staff, who will notify the key technical personnel of any issues. ; The Trackplot Portal also has a Status dashboard, monitored by Trackplot staff, which displays Key Performance Indicators including the Status of Lone Workers, the number of Events per hour, and the Connectivity of the following: Office Internet, Trackplot Portal, Backup Portal and Trackplot public website. In the event of a connectivity issue, highlighted on the dashboard with a red alert, key Trackplot personnel will be notified.

Identity and authentication

• User authentication needed: Yes
• User authentication:
  • Multi-Factor Authentication (MFA)
  • Username or password
• Access restrictions in management interfaces and support channels: The Trackplot Portal has 3 different levels of access and associated permissions. Workers can only access their own Profile which contains information about themselves; Notification Contacts can access the Profiles and information about all the Workers they are responsible for; Group Administrators can access the Profiles and data about everyone in their Group; Portal Administrators can access all profiles and data across the full Portal. Only Portal and Group Administrators can add and delete Users (either Workers or Notification Contacts) to ensure there is no unauthorised access.
• Access restriction testing frequency: At least once a year
• Management access authentication:
  • Multi-Factor Authentication (MFA)
  • Username or password

Audit information for users

• Access to user activity audit information: Users have access to real-time audit information
• How long user audit data is stored for: At least 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: At least 12 months
• How long system logs are stored for: At least 12 months

Security governance

• Named board-level person responsible for service security: Yes
• Security governance certified: Yes
• Security governance standards: Other
• Other security governance standards: Cyber Essentials Plus
• Information security policies and processes: Trackplot has a “Data protection and cyber security” statement for customers which describes the policy and infrastructure Trackplot has in place to ensure cyber security and prevent breaches. For internal use Trackplot has a “Cyber Security Policy for Employees” which covers workstations, anti-malware, password policy, application software use, file store access, administrator access, firewall policy, wifi and internet access, email use, backup, use of web applications, acceptable use policy, set up and management of external servers, bring your own device policy, and a procedure for staff leaving the organisation. Trackplot’s Technical Director is responsible for IT infrastructure and policy compliance. New employees are taken through these policies during their induction. Any queries can be raised at the Weekly Team meeting or in 1 to 1s. Concerns regarding potential breaches are escalated to the Technical Director immediately for investigation and follow up advice is provided. The annual Cyber Essentials Plus process, which is undertaken by a specialist third party, highlights any infrastructure or use improvements and recommendations for Trackplot to implement to ensure the organisation maintains a high level of security. Trackplot monitors to detect and mitigate covert channels that could be exploited for unauthorised communication or data leakage.
• Software Security Code of Practice: Yes

Operational security

• Configuration and change management standard: Supplier-defined controls
• Configuration and change management approach: Server and network infrastructure is documented during CE+ Certification including OS, database, programming languages and internal code used, to verify compatibility across each component making up the SaaS. Proprietory software code is managed in a git depository. There is a defined change management process, managed and documented in Trello. The process covers software development, a rigorous testing regime involving bug reporting and fixes, scheduled upgrade and further testing on the live SaaS server. New functionality suggestions are captured and managed in Trello, to determine viability and prioritise. Code change vulnerabilities are assessed to prevent corruption or exploitation by users.
• Vulnerability management type: Supplier-defined controls
• Vulnerability management approach: Trackplot monitors employee desktops and servers with the latest anti-virus software. This software is automatically updated to ensure the latest exploits can be detected and threats are automatically blocked. Weekly reports summarise any threats intercepted, which are reviewed to identify any potential impacts to the SaaS code. A third party email service provides notifications for upgrade and patches for the third party tools used in the SaaS. The level of urgency is assessed and the priority of the upgrade is determined: either to deploy immediately or schedule during a routine server maintenance, considering vulnerability versus downtime to minimise customer disruption.
• Protective monitoring type: Supplier-defined controls
• Protective monitoring approach: Desktops and servers are monitored for threats using a variety of anti-virus and firewall applications to identify root kits, backdoor, common vulnerabilities, checks network ports, start up files, trojan, virus and worms in files. Senior technical staff review reports: severe vulnerabilities are resolved automatically by the application quarantining a file or blocking a port; non-critical vulnerabilities are assessed daily to determine the action required and prioritise. Mitigation includes an immediate response or during a scheduled maintenance. SaaS integrity is monitored by the server, error reports are logged in Trackplot’s ERP and emailed to key technical staff to action.
• Incident management type: Supplier-defined controls
• Incident management approach: Technical incident management and processes are led by the Technical Director. Users can log technical issues in multiple ways including web-based form, App-based form, email or phone. The ERP creates incident reports which are triaged to the Support or Technical team to prioritise and action. If development is required this is logged in Trello for the development team to action.; ; Customer communications regarding incidents are led by the Commercial Director. Customers are updated throughout by phone or email; if there is a SaaS-wide incident affecting all customers communication is via the Mass Email functionality in the Trackplot Portal.
• Post-quantum cryptography secure: No

Secure development

• Approach to secure software development best practice: Conforms to a recognised standard, but self-assessed

Public sector networks

• Connection to public sector networks: No

Pricing

• Discount for educational organisations: No
• Free trial available: Yes
• Description of free trial: We agree if the customer requires Trackplot World or Mobile, we provide access to a dedicated Trackplot Portal, the relevant devices, training and support for an agreed period of time, typically 2 weeks. We provide a Trial Guide to ensure all functionality is tested and host a feedback meeting post-trial.

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

• Less than £250,000: 0%
• Between £250,000 and £500,000: 1%
• Between £500,001 and £1,000,000: 2%
• Between £1,000,001 and £2,500,000: 3%
• Between £2,500,001 and £5,000,000: 5%
• Over £5,000,001: 10%

Non-mandatory Standards and certifications

• ISO/IEC 27001 certification: No
• ISO 28000:2022 certification: No
• ISO 9001 certification: No
• Quality management systems (QMS): Yes
• CSA STAR certification: No
• PCI certification: No
• Cyber essentials: Yes
• Please provide your Cyber Essentials Certificate Number: 0dcc08b8-7a72-4e68-addd-b7c24e5c6c8c
• Cyber essentials plus: Yes
• Please provide your Cyber Essentials Plus Certificate Number: 7199c964-3937-45c9-848f-8a7b5262c008
• 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
    • 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
    • Payment of more than the National Minimum Wage or National Living Wage (as appropriate) to the contract workforce
    • 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
    • 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
    • How to ensure business decisions re: price/cost, short lead times, payment timescales do not create modern slavery risks in the supply chain

  • 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
    • 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

Service documents

• Pricing document

  ODT

• Service definition document

  ODT

• Terms and conditions

  ODT

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 sales@trackplot.com. Tell them what format you need. It will help if you say what assistive technology you use.