Kahootz Ltd

Kahootz Consult

Kahootz Consult is a feature-rich digital consultation platform that can be licensed to help you cost-effectively manage departmental, organisational or project consultations. Branded to seamlessly integrate into a public website, our consultation software offers a wide range of consultation feedback mechanisms and support for local authority community and planning consultations.

Features

• End-to-end digital consultation and engagement platform
• Interactive online consultation documents enabling response submission paragraph-by-paragraph
• Easy-to-build consultation surveys with conditional branching and real-time summary graphs
• Custom data tagging for qualitative consultation response coding and analysis
• Privacy options for public, private, anonymous consultations and e-survey
• Customisable consultee database for stakeholder management and user profiling
• Subscription management and information alerts by email, RSS and/or post
• Moderated consultation discussion forums and quick polls for idea generation
• Report writer to create, save and export to multiple formats
• Mail-merge and letter log for maintaining consultation communications

Benefits

• Improve coordination of public and local planning consultation activities
• Save Time assembling and generating a digital consultation evidence base
• Reduce consultation costs and carbon footprint on print and postage
• Provide consultation best practice across an organisation/partnership/planning department
• Build a self-maintaining stakeholder database of interested parties
• Enhance communications with participants, before, during and after consultation
• Manage consultation feedback and quickly process planning representations
• Decrease errors and costs normally associated with data take-on
• Exceeds statutory requirement, and government standards, for web accessibility
• More efficient consultations on strategies, policies and service change

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

Framework

G-Cloud 15

Service ID

705033945679558

Contact

Luca Leone
01488 648 468
sales@kahootz.com

About the service

• Service categories:
  • Applications
    • Collaborative
      • Enterprise community
        • Enterprise community
• Multi cloud support: No

Service scope

• Software add-on or extension: No
• Cloud deployment model: Public cloud
• Service constraints: None
• System requirements:
  • A recent web browser
  • An email client

User support

• Email or online ticketing support: Yes
• Support response times: We respond to support requests based on priority. During business hours (09:00–17:30, weekdays), response times are as follows: P1 (Critical) within 30 minutes, P2 (High) within 1 hour, P3 (Medium) within 4 business hours, and P4 (Low) within 1 business day.; ; Requests received outside business hours, including weekends, are handled at the start of the next business day. Resolution times vary by priority and business impact, and response times may be affected by circumstances outside our control.
• User can manage status and priority of support tickets: Yes
• Online ticketing support accessibility: WCAG 2.2 AA
• Phone support: No
• Web chat support: No
• Onsite support: Yes, at extra cost
• Support levels: We provide tiered support based on severity and business impact. P1 (Critical) applies to complete service outages, data loss, security breaches, or major functionality failures affecting most users, with no available workaround. Examples include the production system being unavailable, authentication failures, or payments being blocked. P2 (High) applies where major functionality is degraded and there is significant user impact with only a limited workaround, such as performance degradation or key integrations failing. P3 (Medium) applies to non-critical feature issues with moderate impact where a workaround is available, for example reporting issues or minor API failures. P4 (Low) applies to general questions or cosmetic issues with minimal or no business impact, such as UI alignment issues or documentation clarification. Support for all support levels is provided at no additional cost as part of the standard service. On-site or consultancy-based support is provided at our published G-Cloud consultancy day rate.
• Support available to third parties: Yes

Onboarding and offboarding

• Getting started: Once a request has been submitted, the service will be provisioned to enable trialling of Kahootz Consult, with custom application branding and configuration handled as part of the setup process.; ; Kahootz supports rapid onboarding with built-in tools for bulk file, document and image upload, bulk data import into databases and bulk user invitations. For complex migrations, professional services are available to design tailored onboarding processes.; ; We provide online or onsite Consultation Manager training covering:; • Creating consultations; • Designing a consultation homepage; • Uploading documents; • Inviting people to the consultation; • Creating online questionnaires; • Analysing responses from questionnaires; • Tagging of questionnaire text responses; • Questionnaires and online responses.; ; We also provide Advanced Consultation Manager training to cover:; • Online structured documents – creating document spanning multiple web pages; • Comments against documents as a response method; • Embedding questionnaires in Structured Documents; • Reporting – tables and graphs of questionnaire responses, stakeholders etc; • Mail Merge – customised letters to respondents / stakeholders etc; • Online discussion forums; ; We can create scripts to automate data import from another service, or from data files you provide.
• Service documentation: Yes
• Documentation formats: HTML
• Documentation accessibility standard: WCAG 2.2 AA
• End-of-contract data extraction: Users can easily export data at any time, including the stakeholder database, user lists, comments and survey results (Excel, CSV, JSON) and documents and images (ZIP). Exports use open standards to ensure portability and interoperability.; ; Where additional assistance is required, an assisted data extraction service is available on request to support off-boarding and data portability. Structured data is supplied in open formats (such as JSON or CSV), and files are provided in their original format. Site Owners should contact their Kahootz Account Manager or Support to discuss requirements.; ; Kahootz Limited maintains a standard Exit Plan, aligned with the G-Cloud Call-Off Contract, which sets out the methodology for orderly transition of the service at contract expiry or termination.
• End-of-contract process: There are no termination costs.; ; We will commence data removal one month after your license to use Kahootz Consult expires or earlier upon your request.; ; When this happens, all client data is permanently deleted 30 to 40 days after licence expiry unless otherwise agreed. Removal from live systems occurs promptly, and backups are purged within one month.

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: Yes
• Differences between the mobile and desktop service: Full functionality is available on mobile devices. Kahootz Consult uses a responsive design which allows it to be re-sized and adapt to the device screen being used.; ; Our bespoke branding option allows you to configure alternative page layouts for mobile phones.
• Service interface: Yes
• Description of service interface: By avoiding the need for software installations, special plug-ins, or 3rd-party add-ons, we ensure there are no unnecessary IT obstacles to team collaboration. Kahootz is tested to work with all common web browsers and is fully responsive, automatically adapting to any screen on any platform.
• Accessibility standards: WCAG 2.2 AA
• Accessibility testing: Our consultation software is regularly tested with text-only browsers and screen readers to ensure it meets stringent international accessibility standards, including: ISO/IEC 40500 W3C Web Content Accessibility Guidelines (WCAG 2.2) Level AA and also Section 508 and BS8878.
• User support accessibility: WCAG 2.2 AA
• API: Yes
• What users can and can't do using the API: There is a documented API for accessing the service. The API provides access to all functionality and features available in the service, except for reporting.; ; The service uses Open Standards when available and applicable. For example: SQL, XHTML, CSS, REST, WDDX, HTTP, HTTPS, SMTP.
• API documentation: Yes
• API documentation formats: PDF
• API sandbox or test environment: No
• Customisation available: Yes
• Description of customisation: You can use the software’s default branding for a quick, low-cost, no-fuss start. Clients can configure the Site homepage by adding a description and images.; ; Each consultation has its own customisable homepage. This is the main hub of activity for a consultation and contains:; • Additional information about the consultation, taken from the attributes that have been entered into the database; • Links to the consultation documents; • Links to the online response pages and discussion forums; • Links to the formal response; • Links to the consultation calendar; • Links to external sites.; ; Consultation home pages can be customised by Consultation Managers using an in-built rich text editor or the dashboard editor. The consultation homepage can include additional text for information and guidance, interactive GIS maps, videos, and a countdown timer.; ; As part of the setup process, Kahootz will configure your consultee database to include the fields you choose, enabling you to profile and manage your stakeholders based on their interests and domain-specific attributes.; ; The consultation manager can make a consultation public or private (invite only), and this will determine if the consultation is visible to members of the public via the consultation database.

Scaling

• Independence of resources: We pro-actively manage the service to monitor a large number of metrics such as server CPU, disk usage, storage, database load and network bandwidth to ensure a highly robust, reliable and responsive service.

Analytics

• Service usage metrics: Yes
• Metrics types: Site owners have access to a real-time reporting page which displays metrics corresponding to the parameters on which the subscription in based
• Reporting types: Real-time dashboards
• Resource tagging: No
• FOCUS resource tagging: No

Supplier type

• Supplier type: Not a reseller

Staff security

• Staff security clearance: Conforms to BS7858:2019
• Government security clearance: Security Clearance (SC)

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: Never
• Protecting data at rest: Encryption of all physical media
• Data sanitisation process: Yes
• Data sanitisation type: Deleted data can’t be directly accessed / Cryptographic Erasure
• Equipment disposal approach: Complying with a recognised standard, for example CSA CCM v4.0, CAS (Sanitisation) or ISO/IEC 27001

Data importing and exporting

• Data export approach: Users can:; ; • Export the stakeholder database, consultation participants, document comments and questionnaire results to Microsoft Excel, XML and CSV format; • Export documents and images to a ZIP file
• Data export formats:
  • CSV
  • Other
• Other data export formats:
  • JSON
  • Zip files
  • Microsoft Excel
  • HTML
  • PDF
• Data import formats:
  • CSV
  • Other
• Other data import formats:
  • ZIP
  • Microsoft Excel
  • JSON
  • PDF

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: The service will maintain a minimum availability of 99.95% per month, excluding up to 6 hours per quarter of scheduled downtime. Scheduled downtime occurs between 8 pm and 6 am on weekdays, or between 7 pm and 6 am on weekends, unless otherwise notified.; ; Service credits are awarded when the service availability within any month falls below the target service level. The service credit is a percentage of that month’s service fee. For subscriptions that are not billed monthly, the service fee is treated as the pro-rata monthly fee.; Availability Service Credit; >99% and <99.5% 5%; >= 98% and < 99% 10%; >=97% and < 98% 25%; <97% 50% .; ; Service credits will not accrue unless a site owner is up to date with their payment obligations. To receive service credits, a site owner must submit a request to accounts.info@kahootz.com, within 30 days after the end of the month in which the service failed to meet its service level agreement. Availability excludes downtime caused by failures or outages of third-party infrastructure providers outside Kahootz’s reasonable control, including cloud hosting providers .
• Approach to resilience: Kahootz Consult is delivered as is delivered as a Software as a Service hosted on Amazon Web Services (AWS) UK regions and is designed for high availability and resilience. The service is deployed across multiple availability zones within a region to avoid single points of failure and to maintain service continuity in the event of infrastructure failure.; Compute, storage and database components are built using resilient AWS services, with automated failover, load balancing and health monitoring. Data is stored on highly durable storage and backed up regularly, supporting recovery from accidental deletion or service disruption.; Network resilience is provided through redundant networking, elastic capacity and managed DDoS protection. Traffic is distributed using load balancing and protected by AWS Shield and web application firewall services to mitigate denial of service attacks.; AWS data centres are designed to meet internationally recognised standards for physical security, power, cooling and environmental controls, with redundancy across power, networking and connectivity. All infrastructure is continuously monitored, and operational alerts are generated to enable rapid response to incidents.
• Outage reporting: An independent third-party service monitors availability and publishes a public record, providing visibility of service performance and uptime.; It is available at: https://help.kahootz.com/en-GB/kb/articles/service-status-page

Identity and authentication

• User authentication needed: Yes
• User authentication:
  • Multi-Factor Authentication (MFA)
  • Username or password
• Access restrictions in management interfaces and support channels: Privileged interfaces available to Kahootz support staff only are protected by secure passwords, specific user accounts, encryption in transit on all protocols, and access is restricted to a key set of physical locations.
• Access restriction testing frequency: At least once a year
• Management access authentication:
  • Multi-Factor Authentication (MFA)
  • Dedicated link (for example VPN)
  • 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 have access to real-time 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
• Software Security Code of Practice: Yes
• Security governance certified: Yes
• Security governance standards: ISO/IEC 27001
• Information security policies and processes: Kahootz is accredited to ISO27001:2022. We have a detailed set of policies and procedures that ensure our rigorous approach to security is followed consistently. Security is a board-level responsibility. We have monthly, quarterly and annual reviews involving senior management, together with an annual audit by an accredited security professional.

Operational security

• Configuration and change management standard: Supplier-defined controls
• Configuration and change management approach: Kahootz has a documented change management process that meets the requirements of ISO27001. Before any change to the service, we investigate the risk, impact, security implications, testing requirements, rollout and rollback options. Major changes must be reviewed and approved by senior management before they can proceed.
• Vulnerability management type: Supplier-defined controls
• Vulnerability management approach: Potential threats are documented and tracked through to resolution using our ISO27001 "Incident and Weakness" procedures.; ; Security-related issues are automatically assigned our highest priority classification, and if a patch is required, we aim to deploy a mitigation within 1 hour and a resolution within 24 hours.; ; Information about threats is gathered from sources such as security bulletins and product vendors.
• Protective monitoring type: Supplier-defined controls
• Protective monitoring approach: Operating system logs, network activity, disk use and application audit logs are carefully monitored to identify unusual events or unusual levels of activity. Any issues are treated as a priority 1 issue and investigated fully.
• Incident management type: Supplier-defined controls
• Post-quantum cryptography secure: No
• Incident management approach: Kahootz has a documented procedure for reporting, investigating and analysing security incidents and weaknesses. Each incident is assigned an owner who is responsible for managing the initial actions required to address the incident and the corrective actions to prevent it from happening again.; ; We conduct regular reviews of incidents to identify opportunities for improvement.; ; Users report incidents through the Kahootz support desk. If an incident report is required, it is emailed to Site Owners.

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: No

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%

Standards and certifications

• ISO/IEC 27001 certification: Yes
• ISO/IEC 27001 accredited by: SOCOTEC
• ISO/IEC 27001 accreditation date: Monday 15 December 2025
• What the ISO/IEC 27001 doesn’t cover: The scope of our ISO27001 certification covers the development and delivery of collaboration and consultation software and services. This includes the operation and support of KAHOOTZ LIMITED's Software as a Service (Kahootz), information such as client data and all physical assets.; ; The ISMS covers all business processes undertaken by KAHOOTZ LIMITED and there are no areas of KAHOOTZ LIMITED that are excluded from the ISMS. Specifically, the ISMS covers the KAHOOTZ LIMITED Kahootz and KAHOOTZ LIMITED Consult services that are delivered within the UK G-Cloud.
• ISO 28000:2022 certification: No
• ISO 9001 certification: No
• Quality management systems (QMS): Yes
• CSA STAR certification: No
• PCI certification: No
• Cyber essentials: Yes
• Cyber Essentials Certificate Number: E31fed7e-13e7-4443-8ce5-47e1ba051144
• Cyber essentials plus: Yes
• Cyber Essentials Plus Certificate Number: B12810d3-525b-4435-918a-462b0cbd2f3b
• Other security certifications: No

Social value

• 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
  • 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
  • Means of influencing staff, suppliers, customers, communities and/or any other appropriate stakeholders with respect to modern slavery risks relating to the contract

  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
  • Activities to support relevant sector related skills growth and sustainability in the contract workforce. Illustrative examples: careers talks, curriculum support, literacy support, safety talks and volunteering

  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
  • Plans for engaging a diverse range of businesses in engagement activities prior to appointing subcontractors (including activities prior to award of the main contract and during the contract term)
  • Activities that demonstrate a collaborative way to work with a diverse range of businesses as part of the supply chain
  • Advertising of supply chain opportunities openly and to ensure they are accessible to a diverse range of businesses, including advertising all subcontracting opportunities on Contracts Finder
  • Ensuring accessibility to contracting and subcontracting opportunities for disabled business owners and employees
  • Structuring of the supply chain selection process to ensure fairness (e.g. anti-corruption) and encourages participation by a diverse range of businesses, including with regard to new businesses, entrepreneurs, start-ups, SMEs, VCSEs and mutual
  • Understanding of local demographics, needs and opportunities for the co-design of the goods, services and works to be delivered under the contract
  • Measures to engage users and communities and build relationships to increase community integration build trust and influence how the contract is delivered
• 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
  • Collaborative ways of working with the supply chain to deliver additional environmental benefits 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
  • Activities to reconnect people with the environment and increase awareness of ways to protect and enhance it
• 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
  • Collection of the views and expertise of disabled people and their representative organisations on successfully supporting disabled employees or applicants
  • 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
  • Offering a range of quality opportunities with routes of progression if appropriate, e.g. T Level industry placements, students supported into higher level apprenticeships.
  • Working conditions which promote an inclusive working environment and promote retention and progression
  • Other measures to provide equality of opportunity for disabled people and those with health conditions into employment, including becoming a Disability Confident employer and inclusion of supported businesses in the contract supply chain
  • 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: 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 sales@kahootz.com. Tell them what format you need. It will help if you say what assistive technology you use.