Qodea

OneTrust Privacy Platform

The OneTrust platform enables organisations to centrally operationalise and demonstrate accountability for UK GDPR requirements, as well as enforce the governance of these policies and principles across the organisation’s data landscape. OneTrust enables organsations to remove the reliance on manual processes to reduce cost and simplify data protection compliance.

Features

• OneTrust embeds privacy into operations to simplify data protection compliance
• OneTrust provides flexibility with a range of modules
• Provide privacy training to staff and maintain oversight of compliance
• Built-in business intelligence engine to automate data protection compliance reporting
• Remove manual processes with AI-driven data discovery and classification
• Manage Data Subject Rights (DSAR) and automate the end-to-end process
• Reliable integrations which enable process automation to other productivity tools
• Automate PIA and DPIA requirements with customisable templates and workflows
• AI governance to champion and manage responsible AI
• Automate data mapping and record of processing activity (RoPA) creation

Benefits

• OneTrust streamlines privacy program management activities
• Build trust and transparency across the organisation & stakeholders
• Simplify third-party and supplier risk management
• Accurately measure data protection risks and privacy program maturity
• Remove manual processes, reducing cost and improving output
• Demonstrate progress easily with automated data protection compliance reporting
• Eliminate the need for custom-coding and manual development processes
• Improve productivity with automated workflows, pre-built templates and integrations
• Real-time insights and analytics to demonstrate data protection compliance
• Translate complex data protection and compliance requirements into practical deliverables

• Education pricing available
• 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 publicsector@qodea.com. Tell them what format you need. It will help if you say what assistive technology you use.

Framework

G-Cloud 15

Service ID

694059960900792

Contact

Gemma Whitley
07568 115709
publicsector@qodea.com

About your service

• Service categories:

  Systems Infrastructure Software

  Security

  • Governance, risk and compliance
• Multi cloud support: Yes

Service scope

• Software add-on or extension: No
• Cloud deployment model:
  • Public cloud
  • Private cloud
  • Hybrid cloud
• Service constraints: OneTrust solution supports an on-premise implementation, and specific hardware and software requirements can be provided as the sales cycle continues.
• System requirements: Web browser

User support

• Email or online ticketing support: Yes
• Support response times: Within industry standards. All active clients can access the OneTrust online support portal at any time.
• User can manage status and priority of support tickets: Yes
• Online ticketing support accessibility: WCAG 2.2 AA
• Phone support: Yes
• Phone support availability: 24 hours, 7 days a week
• Web chat support: No
• Onsite support: Yes, at extra cost
• Support levels: OneTrust provides our customers real-time SLA metrics through our status page found within the OneTrust Support Portal (https://my.onetrust.com ), which allows our customer base to see direct, on-demand access to real time SLA data
• Support available to third parties: Yes

Onboarding and offboarding

• Getting started: The software is typically implemented within one to two months with more complex needs taking longer. OneTrust supports full implementation services through our in-house privacy certified Implementation team. OneTrust's solution is ready to use out-of-the-box the day after contract negotiations are complete, and customers will receive assigned implementation resource(s) within a week to support for the duration of the project.; ; OneTrust defines project responsibilities, milestones, and client expectations through our Statement of Work (SOW) documents, either standard implementations or customized if specific implementation requirements are needed. OneTrust Professional Services include the provisioning of training materials and webinar resources via access to the MyOneTrust online support portal, a kick-off meeting to explain our implementation process and workshop and Q&A sessions on configuration and leading best practices for leveraging our solution internally in your organization
• Service documentation: Yes
• Documentation formats: PDF
• End-of-contract data extraction: Customer data is retained for the life of the contract with OneTrust unless deleted by the customer through the UI of the application.; ; In the event of contract termination, a copy of customer data is provided to the customer and all remaining data on OneTrust systems is deleted within thirty days of contract termination; Microsoft Azure follows NIST 800-88 data destruction policies.
• End-of-contract process: No additional cost.; ; In the event of contract termination, a copy of customer data is provided to the customer and all remaining data on OneTrust systems is deleted within thirty days of contract termination; Microsoft Azure follows NIST 800-88 data destruction policies.
• Documentation accessibility standard: WCAG 2.2 AA

Using the service

• Web browser interface: Yes
• Supported browsers:
  • Microsoft Edge
  • Firefox
  • Chrome
  • Safari
• 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: GUI of the app available through internet browser.
• Accessibility standards: WCAG 2.2 AA
• Accessibility testing: Testing conducted internally
• API: Yes
• What users can and can't do using the API: OneTrust uses REST-based APIs to pull data into the OneTrust application. All API calls require an OAuth bearer token to prove that the user is logged in and has been granted access to the resource being accessed. OneTrust has the largest network of deep, pre-defined system integrations through our API connectivity abilities. This includes a catalogue of pre-integrated applications that make it easy to integrate privacy into your existing application workflows across your organization. We offer the industry’s broadest and deepest set of integrations and are continuously adding new ones to our library. The OneTrust platform provides a powerful but flexible way to connect to your applications through APIs, SDKs, data feeds, system integration, and more. Out of the box integration capabilities include JIRA, ServiceNow, Zendesk, Slack, email, Tableau, Google Suite, and popular tag managers such as Tealium, Google Tag Manager, Adobe Launch, and much more. Please see our website for additional details.
• API documentation: Yes
• API documentation formats:
  • Open API (also known as Swagger)
  • HTML
  • ODF
  • PDF
• API sandbox or test environment: No
• Customisation available: Yes
• Description of customisation: Dashboards, reporting, UI and other elements within the product are customisable.

Scaling

• Independence of resources: The VM's do not use resource pools; they use individual guaranteed CPU/memory cycles.

Analytics

• Service usage metrics: Yes
• Metrics types: All support levels include Software Updates, remote support, unlimited support requests, and support requests and responses via telephone (onetrust.com/company/contact) or web (my.onetrust.com). Scheduled maintenance takes place between the hours of 10PM – 2AM local time based upon the location of the data centre and users will receive notification of scheduled maintenance 24 hours in advance via the support portal (provided such user has opted to receive notices from the support centre). See further information in our Support Level Document
• Reporting types:
  • Real-time dashboards
  • Reports on request
• Resource tagging: No
• FOCUS resource tagging: No

Resellers

• Supplier type: Reseller providing extra support
• Organisation whose services are being resold: OneTrust

Staff security

• Staff security clearance: Other security clearance
• Government security clearance: Developed Vetting (DV)

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: Yes
• Datacentre security standards: Managed by a third party
• Penetration testing frequency: At least once a year
• Penetration testing approach: Another external penetration testing organisation
• Protecting data at rest:
  • Physical access control, complying with CSA CCM v4.0
  • Encryption of all physical media
• Data sanitisation process: Yes
• Equipment disposal approach: Complying with a recognised standard, for example CSA CCM v4.0, CAS (Sanitisation) or ISO/IEC 27001
• Data sanitisation type: Explicit overwriting of storage before reallocation / Secure Erase

Data importing and exporting

• Data export approach: OneTrust supports an export/import feature that allows external users (e.g. a vendor receiving an assessment) to download the related template into a practical excel format. This means that, in case of latency issues that impact the ability to operate directly online, this functionality would enable the recipient to complete the assessment offline and then subsequently upload results back into the platform
• Data export formats: CSV
• Data import formats: CSV

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: OneTrust guarantees a high availability of our overall platform through our SLA of 99.95% during any given calendar month. The OneTrust SLA can be attached to the contract by purchasing Enterprise Licensing or Support. OneTrust's also offers a SLA for our Website Scanning and Cookie Compliance module of 100% during any given calendar month.
• Approach to resilience: Backups are stored at secondary Azure data centre, more details available on request.
• Outage reporting: Through the OneTrust online support portal

Identity and authentication

• User authentication needed: Yes
• User authentication:
  • Multi-Factor Authentication (MFA)
  • Username or password
• Access restrictions in management interfaces and support channels: Defined in our SOC 2 Type II report, available on request
• 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 contact the support team to get audit information
• How long user audit data is stored for: Between 1 month and 6 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 1 month and 6 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: ISO/IEC 27001
• Information security policies and processes: OneTrust has a policy that provides management direction and support for information security in accordance with business requirements, and relevant laws and regulations.
• Software Security Code of Practice: Yes

Operational security

• Configuration and change management standard: Complies with a recognised standard, for example CSA CCM v4.0 or SSAE-18 / ISAE 3402
• Configuration and change management approach: OneTrust has a policy that establishes procedures on the proper management of IT production, including change management, capacity management, malware, backup, logging, monitoring, installation, vulnerabilities, etc.; ; https://www.onetrust.com/trust/
• Vulnerability management type: Complies with a recognised standard, for example CSA CCM v4.0 or SSAE-18 / ISAE 3402
• Vulnerability management approach: OneTrust teams perform ongoing product vulnerability management for the OneTrust application through regular assessments and reviews of product environments, employing vulnerability scan assessments and web application vulnerability assessments. OneTrust also performs internal OneTrust security team penetration testing, and an annual engagement with a OneTrust validated third-party. OneTrust applies product vulnerability remediation following the CVSS rating methodology: Critical patches are applied within six weeks; high patches within nine weeks; medium patches within 12 weeks; and low patches within 24 weeks.; OneTrust leverages the agile development methodology with three-week sprints to push a new release to our software on a regular basis.
• Protective monitoring type: Complies with a recognised standard, for example CSA CCM v4.0 or SSAE-18 / ISAE 3402
• Protective monitoring approach: Defined in OneTrust's SOC 2 Type II report, available on request; ; https://www.onetrust.com/trust/
• Incident management type: Complies with a recognised standard, for example, CSA CCM v4.0 or ISO/IEC 27035:2011 or SSAE-18 / ISAE 3402
• Incident management approach: We manage all incident responses with our incident response team and our incident response plan crafted and executed internally in accordance with applicable laws and regulations as well as our ISO 27001 certification. Information available on request.; ; https://www.onetrust.com/trust/
• Post-quantum cryptography secure: No

Secure development

• Approach to secure software development best practice: Independent review of processes (for example CESG CPA Build Standard, ISO/IEC 27034, ISO/IEC 27001 or CSA CCM v4.0)

Public sector networks

• Connection to public sector networks: No

Pricing

• Discount for educational organisations: Yes
• Free trial available: Yes
• Description of free trial: OneTrust offers a free 14 day trial of our platform of Privacy, Consent & Preference Management, Data Governance, Ethics & Compliance, and ESG solutions to help your organization learn how OneTrust can help you operationalize risk, compliance, and business initiatives to make trust a competitive advantage.

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: Yes
• Who accredited the ISO/IEC 27001: Bsi
• ISO/IEC 27001 accreditation date: Wednesday 1 March 2023
• What the ISO/IEC 27001 doesn’t cover: N/A
• ISO 28000:2022 certification: No
• ISO 9001 certification: Yes
• Who accredited the ISO 9001 certification: Bsi
• ISO 9001 accreditation date: Monday 20 May 2024
• What the ISO 9001 doesn’t cover: N/A
• Quality management systems (QMS): Yes
• CSA STAR certification: No
• PCI certification: No
• Cyber essentials: Yes
• Please provide your Cyber Essentials Certificate Number: 59bced93-b8a9-43b3-867f-fabbda9c23ec
• Cyber essentials plus: Yes
• Please provide your Cyber Essentials Plus Certificate Number: B254f77e-c3bb-4d91-99f9-d8092a0c8195
• 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
    • 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
    • Payment of more than the National Minimum Wage or National Living Wage (as appropriate) to the contract workforce
    • 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
    • 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 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
    • 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

  • 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
    • Support for educational attainment relevant to the contract, including training schemes that address skills gaps and result in recognised qualifications

  • 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
    • Activities that demonstrate a collaborative way to work with a diverse range of businesses as part of the supply chain
    • 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
    • Delivery of additional environmental benefits through 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
    • Creation of employment opportunities particularly for those who face barriers to employment, such as prison leavers, care leavers and/or who are located in deprived areas, and for people in industries with known skills shortages or in high growth sectors
    • 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
    • Inclusive and accessible recruitment practices, and retention-focused activities, including those provided in the Guide for line managers on recruiting, managing and developing people with a disability or health condition
    • Working conditions which promote an inclusive working environment and promote retention and progression
    • 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
    • Inclusive and accessible development practices, including guidance for line managers on recruiting, managing and developing people with a disability or health condition

  • 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
    • Inclusive and accessible recruitment practices, development practices and retention policies that support-focused activities including those provided in the Guide for line managers on recruiting, managing and developing which support people with a disability or health condition

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