COGNNI LIMITED

Cognni

Cognni is a class-leading, AI-powered knowledge management platform that unifies research, reports and evidence into one secure, intuitive, enterprise-grade platform. It makes knowledge easier to find, easier to use and more valuable, enabling public sector teams to work faster, reduce duplication, improve accountability and make confident, evidence-based decisions.

Features

• Centralises research, reports and evidence into a secure knowledge platform.
• Seamless integration with internal systems, external sources, newsfeeds and providers.
• AI-powered search delivering instant answers grounded in verified organisational knowledge.
• Generative AI capabilities, full citations for accuracy, transparency and trust.
• Custom branding and personalised experience aligned to organisational culture.
• Intelligent categorisation automatically structures content for improved discovery and governance.
• Automated alerts and notifications promoting relevant new knowledge to users.
• Enterprise-grade security with granular permissions, full audit and compliance controls.
• Fully managed cloud service requiring no customer infrastructure or maintenance.
• Accessibility-compliant interface enabling inclusive, user-friendly knowledge access for all.

Benefits

• Improves knowledge visibility, reducing duplication and enabling faster decisions.
• Provides seamless access to trusted information from integrated sources.
• Delivers instant, accurate answers; better decisions with confidence.
• Generates cited summaries, improving transparency, auditability and evidence-based decisions.
• Boosts engagement through intuitive experiences aligned to organisational branding.
• Strengthens governance via structured categorisation and consistent content management.
• Automatically updates users, ensuring critical information reaches relevant users.
• Strengthens security with controlled access to sensitive organisational information.
• Lowers operational overheads through a fully managed cloud service.
• Supports inclusive working with accessible, equitable knowledge access for all.

• 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 garethratcliffe@cognni.com. Tell them what format you need. It will help if you say what assistive technology you use.

Framework

G-Cloud 15

Service ID

723890269098174

Contact

Gareth Ratcliffe
07740067174
garethratcliffe@cognni.com

About your service

• Service categories:

  Application Development and Deployment

  AI platforms

  • Search and knowledge discovery

  AI software services

  • Conversational AI Software Services
  • Generative AI Software Services
  • Document AI Software Services
• Multi cloud support: No

Service scope

• Software add-on or extension: No
• Cloud deployment model: Public cloud
• Service constraints: Yes — Cognni operates with standard SaaS constraints. The service requires internet connectivity and a modern web browser. Occasional planned maintenance may occur outside core business hours, with advance notice provided. Integrations depend on the availability of source systems and customer permissions. No other material constraints apply.
• System requirements:
  • Modern web browser such as Chrome, Edge, Firefox or Safari.
  • Stable internet connection for accessing the cloud-based Cognni platform.

User support

• Email or online ticketing support: Yes
• Support response times: We provide email and ticket-based support during UK business hours. We respond to all new tickets within one business day, with critical issues acknowledged sooner. Weekend support is limited to urgent or service-affecting issues, which receive priority handling.
• User can manage status and priority of support tickets: No
• Phone support: No
• Web chat support: No
• Onsite support: No
• Support levels: Cognni provides a single, fully inclusive support level for all customers at no additional cost. Support is delivered through email and online ticketing during UK business hours. All tickets receive an initial response within one business day, with critical service-affecting issues acknowledged sooner.; ; Support includes issue resolution, configuration guidance, user management assistance, and help with integrations or content onboarding. Platform updates, maintenance and security patches are provided automatically as part of the subscription.; ; A named customer success contact is available for onboarding, adoption support and regular check-ins, although this is not a formal technical account manager service. Engineering support is provided where required for technical issues. No enhanced or paid support tiers are offered.
• Support available to third parties: Yes

Onboarding and offboarding

• Getting started: Cognni provides a guided onboarding process to ensure users and administrators can begin using the platform quickly and confidently. Each customer receives a structured onboarding plan that includes configuration support, branding setup, integration assistance and initial content onboarding managed by the Cognni team.; ; We provide online training sessions tailored to different user groups, including platform walkthroughs, search best practice and administrator guidance. Additional training can be delivered live or recorded, depending on customer preference.; ; Users have access to clear in-platform guidance, help materials and best-practice documentation. A dedicated customer success contact supports adoption, answers questions and helps refine the platform based on early user feedback. No onsite installation is required, and users can begin accessing the service immediately through a web browser.
• Service documentation: Yes
• Documentation formats: PDF
• End-of-contract data extraction: At the end of the contract, Cognni provides customers with a complete export of all content and data held within their platform instance, including uploaded documents, metadata and categorisation structures. Data is supplied in standard, accessible formats agreed with the customer. Cognni supports secure transfer and confirms successful receipt before decommissioning the instance. No additional tools or licences are required.
• End-of-contract process: At the end of the contract, Cognni provides a complete export of all content and data held within the customer’s platform instance. This export is included within the contract price and supplied in standard, accessible formats agreed with the customer. Once the customer confirms successful receipt, Cognni securely decommissions the instance and deletes remaining data in line with our data retention and deletion policy.; ; The customer may continue to access the platform until the contract end date. Any additional services requested beyond data export—such as extended access, reconfiguration, bespoke migration support or data transformation—can be provided at additional cost. No hidden fees apply, and the core data extraction process is included as part of the managed service.
• 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: Yes
• Differences between the mobile and desktop service: Cognni is fully responsive and optimised for mobile devices, with the same core functionality available across mobile and desktop. The interface automatically adapts to screen size, ensuring consistent access to search, summaries, content, alerts and notifications. There are no functional differences, and users can access the full platform through a mobile browser without installing an app.
• Service interface: Yes
• User support accessibility: WCAG 2.2 AA
• Description of service interface: Cognni provides a secure, browser-based interface designed for simplicity and ease of use. The platform is fully branded and visually customised for each client, creating a familiar, trusted environment for users. Staff can search, browse categories, view summaries, access reports, receive alerts and manage personalised content through an intuitive, responsive layout. The interface adapts automatically for desktop and mobile, with accessible design throughout. Administrators have additional controls for user management, permissions and content configuration. No installation is required.
• Accessibility standards: WCAG 2.2 AA
• Accessibility testing: Cognni’s interface is designed in line with WCAG 2.2 AA principles, including colour contrast, keyboard navigation, logical reading order and screen-reader compatibility. We periodically test core user journeys—search, browsing, content viewing and navigation—using assistive technologies such as screen readers, browser zoom, high-contrast modes and keyboard-only controls. Feedback from users with accessibility needs is incorporated into ongoing design improvements, and new interface components are reviewed for compliance during development. We also rely on accessibility testing tools and browser extensions to validate compliance. Cognni’s responsive design ensures accessibility across desktop and mobile devices.
• API: No
• Customisation available: Yes
• Description of customisation: Cognni provides extensive customisation options, delivered as part of the managed service. The platform is fully branded for each organisation, including colours, typography, logos, homepage layout and tone. Content structures can be tailored, with customised categories, taxonomies, segmentation, user groups and recommendation rules. Integrations with internal systems, dashboards, newsfeeds and external knowledge providers are configured to match the organisation’s requirements and data sources.; ; Customisation is carried out by the Cognni team to ensure consistency, quality and security. Administrators within the customer organisation can manage user access, permissions, content uploads and approved sources, while Cognni configures and maintains deeper platform settings, branding and integration pipelines. This approach ensures a tailored platform aligned to organisational needs without requiring technical setup or maintenance from users.

Scaling

• Independence of resources: Key application resources are isolated for clients. The service can scale both vertically and horizontally and has real-time resource monitoring and alerts.

Analytics

• Service usage metrics: Yes
• Metrics types: We provide reports showing application usage by all users and volumes of AI chat interactions and other metrics for all activities performed within the application.
• 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: 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: European Economic Area (EEA)
• User control over data storage and processing locations: No
• Datacentre security standards: Complies with a recognised standard (for example CSA CCM version 4.0)
• Penetration testing frequency: At least once a year
• Penetration testing approach: NCSC approved service provider
• Protecting data at rest:
  • Physical access control, complying with CSA CCM v4.0
  • Physical access control, complying with SSAE-18 / ISAE 3402
  • 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: Data Erasure

Data importing and exporting

• Data export approach: Application data can be exported via report views for subsets of data or in the case of a full export this is provided in csv or as a direct database backup.
• Data export formats:
  • CSV
  • Other
• Other data export formats: Bak
• Data import formats:
  • CSV
  • Other
• Other data import formats: Direct Integration with Third Party Systems

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: Cognni delivers a 99.5% uptime per month to deliver core features (excluding scheduled ; downtime, which accounts for upgrades and maintenance) covering urgent incidents.
• Approach to resilience: Available on request
• Outage reporting: Email Alerts

Identity and authentication

• User authentication needed: Yes
• User authentication:
  • Multi-Factor Authentication (MFA)
  • Identity federation with existing provider (for example Google Apps)
  • Username or password
• Access restrictions in management interfaces and support channels: Management interfaces and support channels are secured with Multi-factor Authentication and IP Restrictions.
• Access restriction testing frequency: At least every 6 months
• Management access authentication:
  • Multi-Factor Authentication (MFA)
  • Identity federation with existing provider (for example Google Apps)

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: No
• Security governance approach: Our ISMS is aligned with ISO 27001
• Information security policies and processes: Our policies and procedures are aligned with ISO 27001 and all staff are regularly trained to facilitate compliance.
• Software Security Code of Practice: Yes

Operational security

• Configuration and change management standard: Supplier-defined controls
• Configuration and change management approach: Strict change management is applied to operational systems, procedures, or applications software, including:; Identification and recording of significant changes .; Planning and testing of changes .; Assessment of potential impacts and risks, including security impacts .; Undertaking a formal approval procedure for proposed changes .; Communication of change details to all relevant persons, including training where required.
• Vulnerability management type: Supplier-defined controls
• Vulnerability management approach: Cognni seeks to obtain timely information on the vulnerabilities of its information systems .; The Common Vulnerability Scoring System is used for severity ratings, and these ratings are part of the risk management grading .; Systems at high risk are addressed first, ensuring that the most critical vulnerabilities are prioritized .; Cognni aims to react to notifications of potentially relevant technical vulnerabilities within 12 hours .; If a patch is available, the risks associated with installing the patch are assessed compared to the risk posed by the vulnerability .; Patches are tested and evaluated before they are installed.
• Protective monitoring type: Supplier-defined controls
• Protective monitoring approach: Cognni regularly monitors system logs to detect anomalous activity as part of its Operations Security Management Procedure.; Employees and contractors/suppliers are required to promptly report any information security events when a breach is suspected.; Cognni ensures a consistent and effective approach to the management of information security incidents, including communication on security events and weaknesses.; Cognni aims to react to notifications of potentially relevant technical vulnerabilities within 12 hours.
• 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: Cognni has structured incident management processes with pre-defined instructions for common events like system failures, malicious code, and data breaches . Employees, contractors, and suppliers must promptly report security events verbally to their manager and the ISMS Manager, followed by completing a Security Incident Report Form . The ISMS Manager assesses incidents, records them in the ISMS Incident Register, and coordinates client notifications within 12 hours if customer data is impacted . Monitoring and analysis help reduce future incidents, with adverse trends reported for corrective actions.
• 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: 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: 2%
• Between £500,001 and £1,000,000: 3%
• Between £1,000,001 and £2,500,000: 4%
• Between £2,500,001 and £5,000,000: 5%
• Over £5,000,001: 5%

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: 38dd5367-1dfa-4cd2-ad14-0fa506db59b1
• Cyber essentials plus: No
• Cyber Essentials Alternative: None of the criteria
• 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
    • New apprenticeships on the contract workforce in the relevant area that meet the criteria set out in MAC 1b
    • 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
    • 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
    • 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
    • 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 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

  • 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
    • 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
    • Delivery of apprenticeships, supported internships and T Level industry placement opportunities (Level 2, 3 and 4+) in relation to 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
    • Advertising, promotional and outreach activities designed to raise awareness of the offer to reach the target cohort
    • 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
    • Introducing transparency to pay and reward processes
    • 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
    • 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 the underlying factors affecting improvements to reduce barriers to entry and training schemes for the target cohort(s) related to the contract workforce
    • Other measures to offer development opportunities for the target cohort(s) in the contract workforce
    • Advertising, promotional and outreach activities designed to raise awareness of the offer to reach the target cohort
    • Understanding of issues relating to entering the contract workforce
    • Creation of outreach activities to create a pipeline of employees for the future contract delivery
    • Content of the outreach activity is designed to suit the target cohort
    • Advertising, promotional and outreach activities designed to raise awareness of the offer to reach the target cohort

  • 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 garethratcliffe@cognni.com. Tell them what format you need. It will help if you say what assistive technology you use.