INVIGILATIS LIMITED

Seeker Property Management Services

PROPERTY, Terrier, maps, UPRN/USRN, floorplans/CAD/BIM links, EPC/DEC certificates; LEASE MANAGEMENT, lease Terms, Land Value, Rent & income, occupiers & tenants, Landlord/tenant responsibilities, lease documents; Building area & space management; Organisation, occupancy; Utility Management/energy management, Utilisation/condition surveys). ROOM BOOKINGS, (clinical/meeting/parking/sustainable travel). DASHBOARDS (Real time/KPIs/BI; Documents & photograph storage

Features

• Fully Integrated, Cloud Based Enterprise application
• Extensive and flexible user configuration via access permissions
• Cloud based Portal access for staff, supervisors and contractors
• Browser and mobile access with IoS and Android Apps
• Real time and graphical reporting with Excel export
• Operational dashboards, multi-level management reporting and workforce management
• BI using the latest versions of MSSQL and Power BI
• Map and floorplan interfaces – browser-based viewing
• Bulk imports, customisable workflows, alerts and benchmarking KPIs
• Standards-based (ISO55001, ISO19650, OSCRE and GS1 compliant, ISO27001 hosting

Benefits

• Improved operational performance: improved dataflows/real-time information
• Minimised costs, efficient planning and accelerated statutory reporting (ERIC /PAM)
• Enhanced management of portfolios with streamlined operations and greater transparency
• Optimised space utilisation and better booking governance
• Improved working practices, productivity and safety; increased operational visibility
• Benchmarking: both internal and external comparators, KPI provisions
• Centralised repository of lease and property details
• Culture change: enabling a shift from reactive to proactive management
• Increased levels of compliance and reduced risks: well controlled assessments
• Environmental and sustainability gains, minimise travel, carbon savings, improved well-being.

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 ray.milton@invigilatis.com. Tell them what format you need. It will help if you say what assistive technology you use.

Framework

G-Cloud 15

Service ID

730503614613003

Contact

ray milton
01223 420048
ray.milton@invigilatis.com

About your service

• Service categories:

  Application Development and Deployment

  Data management

  Database management systems

  • Relational Database Management Systems
• Multi cloud support: No

Service scope

• Software add-on or extension: No
• Cloud deployment model: Private cloud
• Service constraints: No major constraints, but we reserve the ability to minimally restrict service (at times and days of low usage) for O/S, version and Service pack upgrades (planned maintenance); ; This is necessary to maintain the security levels. These upgrade arrangements are done at times of low system usage (i.e. at night).; ; Seeker Services are available 24/7 with warranted 99.99% availability.
• System requirements:
  • Mainstream browsers such as Edge, Chrome, Safari and Firefox
  • Users must have Live internet access
  • No third party licences required

User support

• Email or online ticketing support: Yes
• Support response times: Seeker has a 24/7 cloud based support site where users can post issues or queries. This provides out of hours support. ; ; We also have an office based telephone based helpdesk Mon-Fri, normal office hours. Any issue raised is handled the next day, and if critical, investigated fully and a response sent at the earliest opportunity.
• User can manage status and priority of support tickets: Yes
• Online ticketing support accessibility: WCAG 2.2 AA
• 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: We operate with one support level - all customers are treated equally within the same operating standards. (The standard support service operates with a variety of reportable severity statuses).; ; All support is provided within the service charges, with the exception of on-site support - for which we will levy a site attendance charge at our normal daily rates.; ; A technical account manager is identified and provided as standard at no extra cost. For account management purposes, and general strategic support, we undertake to make four visits per annum.
• Support available to third parties: Yes

Onboarding and offboarding

• Getting started: System implementation follows our standard plan which begins with a discovery period, that identifies the prospective roles and staff involved. Form this training plans are identified.; • Training is tailored to the customer’s requirements (i.e. dependent upon the module and implementation plan); • Training can be delivered either on-site or virtually as required; • The system incorporates in-built delivery of:; o User Guides; o Video courses - short videos on how to use selected features ; o How To’s; o Locally produced ‘organisational procedure documents’; o Input templates where required; All the above are embedded into the system menu structure and can be delivered to the user by on demand self-service.
• Service documentation: Yes
• Documentation formats:
  • PDF
  • Other
• Other documentation formats: Docx
• End-of-contract data extraction: At termination and for off boarding, Invigilatis undertakes to provide a full database backup of customer data using the MS SQL server format.
• End-of-contract process: As standard, at termination and for off boarding, Invigilatis undertakes to provide a full database backup of customer data using the MS SQL server format. Any other data manipulation or format is at an additional cost
• Documentation accessibility standard: EN 301 549

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: Desktop or mobile devices can access seeker via 'standard' browsers (i.e. Edge, Chrome, Safari and Firefox).; ; Our mobile app for selected dedicated functions runs under Android or iOS.
• Service interface: Yes
• User support accessibility: WCAG 2.2 AA
• Description of service interface: Seeker uses a Menu structure that uses a nested hierarchy for menu item with a menu bar at the top of the screen. The levels are optional and are dependent on the user’s access permissions. The single database and menu framework approach is consistent.; Menu configuration can be performed by local self-service using non-technical tools.; The menu configuration for user classes is easily and simply achieved by use of a drag and drop facility on the menu configuration screen provided within the Core Setup module.
• Accessibility standards: WCAG 2.2 AA
• Accessibility testing: None specific.
• API: Yes
• What users can and can't do using the API: Due to the size of the database and functionality we normally cater our API to the precise functionality that a client requires (either for the transmission or receipt of data).; ; This allows us to meet the requirements of varying clients without the need to expose the whole database,
• API documentation: Yes
• API documentation formats:
  • PDF
  • Other
• API sandbox or test environment: Yes
• Customisation available: Yes
• Description of customisation: Customisation is possible for :; 1) System user roles (who can do what in the system, via menu and module permissions) - by local administration of user classes; 2) System user view (what data levels a user can see, via access security permissions) - (self-service); 3) Customisation is possible by local system administrators using non-technical configuration controls (self-service); 4) Module and function deployment is customisable by user access permissions - by local administration of user classes; 5) Self-service user permissions also allow for both location and organisation permissions ; 6) In addition to local administration, the system is customisable (e.g. suppression of fields and functions from a common set of provision) during initial setup by Invigilatis employing a user specification.; ; Regarding self-service, configuration of the user interface/menu structure/user setup permissions is by local self-service by authorised users, using non-technical tools. Self-service is also performed for user classes and user definable Dashboards; ; Configuration is performed by a locally defined user class - user classes are set up with a drag/drop tool that defines which user class can see which menu/menu item.

Scaling

• Independence of resources: The hosting service provides automatic scaling

Analytics

• Service usage metrics: Yes
• Metrics types: A user accessible transaction log is provided within the system; ; Depending upon customers requirements we can provide reports on a variety of activities.
• Reporting types:
  • Real-time dashboards
  • Regular reports
  • Reports on request
• Resource tagging: Yes
• FOCUS resource tagging: Yes

Resellers

• Supplier type: Not a reseller

Staff security

• Staff security clearance: Conforms to BS7858:2019
• 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 once a year
• Penetration testing approach: ‘IT Health Check’ performed by a CREST-approved service provider
• Protecting data at rest: Other
• Other data at rest protection approach: Data is stored in a secure data centre, with access control, physical security, locked cabinet and 24 hour CCTV. Physical security with secure data centre buildings and environment. Infeasibility of unauthorised access to databases, as access is by secure logon procedures. The hosting service is accredited to ISO 27001 standard
• Data sanitisation process: Yes
• Equipment disposal approach: A third-party destruction service
• Data sanitisation type:
  • Deleted data can’t be directly accessed / Cryptographic Erasure
  • Data Erasure

Data importing and exporting

• Data export approach: During live system use, the users can employ an 'Export to Excel' facility that is deployed on most Seeker user screens - excel is our reporting and data export tool, both for ad-hoc and standing reports.; In addition, dedicated export 'data dumps' are provided within the Seeker report bank - these exports do not require technical knowledge to use.; For more detailed work for exchange between system then an API can be deployed.
• Data export formats:
  • CSV
  • Other
• Other data export formats:
  • Excel, in context with operational function
  • Pdf, in context with operational function
  • Docx, in context with operational function
• Data import formats:
  • CSV
  • Other
• Other data import formats: Excel, e.g. xlsx

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: We guarantee 99.99% availability of service, excluding any time allocated for pre-arranged maintenance work (i.e. O/S updates, service packs etc.) Details of our SLA and credits are described in our service definition and Terms & Conditions documents
• Approach to resilience: Our UK based hosted service provider has ISO 27001 accreditation and has a disaster recovery policy in place. The content/clauses/procedures are confidential but can be discussed if required.
• Outage reporting: Outages are alerted via e-mails. Further details can be obtained via our 24/7 web support site. Outages are fully investigated, reviewed and the lessons learned applied for further resilience.

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: User access to the software is by user name and password operating in conjunction with access security permissions that can be varied in the software by the system administrator (MFA is employed). This set of control determines access to modules and functions and whether update to data is allowed.
• 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)
  • 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: User-defined
• Access to supplier activity audit information: Users contact the support team to get audit information
• How long supplier audit data is stored for: User-defined
• How long system logs are stored for: User-defined

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: Our hosted service provider is accredited to ISO 27001, 14001 and 9001 - we monitor for accreditation certification and include periodic checks by our staff. With regard to software management/development, Invigilatis operates with a QA system embedded into our Company Handbook that covers strategy, policy, legislative responses, Risk Assessments and disaster recovery policies. The CEO is the authorised contact for all security matters, whether in elation to internal staff or to our hosted services. In turn the CEO reports to the Board of the company. Security policies are in place for internal matters and these are reviewed constantly in the case of material change, and formally by board review and adoption on an annual basis. Management undertakes an assessment on a quarterly basis. Invigilatis is currently undertaking a process of working towards ISO 9001 accreditation.
• Software Security Code of Practice: Yes

Operational security

• Configuration and change management standard: Supplier-defined controls
• Configuration and change management approach: The software is developed solely by our staff. Development changes are in response to issues identified or by strategic development. Any change to software is subject to internal testing and management approval prior to release. Testing is covered by employing typical customer scenarios and context. Penetration testing is performed periodically.
• Vulnerability management type: Supplier-defined controls
• Vulnerability management approach: Penetration testing is done on a periodic basis by CREST/Check accredited independent consultants. This is done at least once per year. Reports are transmitted to the company board for action approval. Software patches deployment is in response to severity status. With high severity issues the company undertakes to deploy company resources on an immediate basis.
• Protective monitoring type: Supplier-defined controls
• Protective monitoring approach: A support log is maintained for the service. Issues raised are assessed for severity and examined in relation to and with a separate regime of penetration testing. Any issues identified is reported to the company board with an assessment of severity and risk, and a recommendation for action. It is company policy under our QA controls that any security/IT incident is reported immediately to the appointed contact (The CEO). In this way the incident is monitored and tracked for suitable remediation in accordance with our support response targets
• Incident management type: Supplier-defined controls
• Incident management approach: A support log is maintained for the service (and for each customer). Issues raised are assessed for severity and examined in relation to and with a separate regime of penetration testing. Any issues identified is reported to the company board with an assessment of severity and risk, and a recommendation for action. It is company policy under our QA controls that any security/IT incident is reported immediately to the appointed contact (The CEO). In this way the incident is monitored and tracked for suitable remediation. The company undertakes to notify the customer of incidents and their severity
• Post-quantum cryptography secure: Yes

Secure development

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

Public sector networks

• Connection to public sector networks: Yes
• Connected networks: Health and Social Care Network (HSCN)

Pricing

• Discount for educational organisations: No
• 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%

Non-mandatory Standards and certifications

• ISO/IEC 27001 certification: Yes
• Who accredited the ISO/IEC 27001: LRQA
• ISO/IEC 27001 accreditation date: Tuesday 24 June 2025
• What the ISO/IEC 27001 doesn’t cover: Hosting is covered, but software development is not
• ISO 28000:2022 certification: No
• ISO 9001 certification: No
• Quality management systems (QMS): Yes
• CSA STAR certification: No
• PCI certification: No
• Cyber essentials: No
• Cyber Essentials Alternative: In relation to the services you do not have a current and valid Cyber Essentials certificate which has been awarded by one of the government approved Cyber Essentials accreditation bodies but you are working towards gaining it, and will be in a position to confirm that you have been awarded a current and valid Cyber Essentials certificate by one of the government approved accreditation bodies within 12 months of the date of award.
• Cyber essentials plus: No
• Cyber Essentials Alternative: In relation to the services you do not have a current and valid Cyber Essentials Plus certificate which has been awarded by one of the government approved Cyber Essentials accreditation bodies but you are working towards gaining it, and will be in a position to confirm that you have been awarded a current and valid Cyber Essentials Plus certificate by one of the government approved accreditation bodies within 12 months of the date of award.
• Other security certifications: No

Social value

• Section B - Commitment for Future: Delivery:

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

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

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

  • Mission: 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 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
    • Actions to invest in the physical and mental health and wellbeing of the contract workforce

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 ray.milton@invigilatis.com. Tell them what format you need. It will help if you say what assistive technology you use.