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Workplace Fabric Limited

Workplace Technology

Freespace provide a range of workplace technologies including desk and room bookings app, occupancy sensors, environmental sensors, digital signage and smart cleaning tools. These solutions are directly provided, fully integrated and directly supported by Freespace under a SAAS agreement.

Features

  • ISO 27001 plus Full GDPR & Infosec Compliance
  • 24x7 Technical Support
  • Fully Open API plus 30 Plus Workplace Technology Integrations
  • Fully interoperable Technology Platform
  • Real Time 'Live' Dashborads and Reporting

Benefits

  • Use Case.1 - Enables Hybrid Working
  • Use Case.2 - Real Estate Optimisation and Reduction
  • Use Case.3 - Creating Safe & Hygienic Workplaces
  • Use Case.4 - Employee Engagement & Experience
  • Use Case.5 - Design Ideation and Workplace Efficiency
  • Use Case.6 - Contributing to Net Zero (in Workplaces)

Pricing

£10 to £20.00 a user a year

Service documents

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 darren.reilly@afreespace.com. Tell them what format you need. It will help if you say what assistive technology you use.

Framework

G-Cloud 14

Service ID

1 1 9 9 9 2 6 4 6 4 4 0 7 9 0

Contact

Workplace Fabric Limited Darren Reilly
Telephone: 01494772648
Email: darren.reilly@afreespace.com

Service scope

Software add-on or extension
Yes, but can also be used as a standalone service
What software services is the service an extension to
Freespace has fully Open APIS - Integrations include - Room and Desk booking platforms, Smart lockers, Access control systems, HRMS Systems, Google/Outlook Calendar integrations, Room Panels and Control Devices.
Cloud deployment model
Private cloud
Service constraints
Not Applicable
System requirements
  • Freespace App - IOS, Android or Browser Access
  • Freespace Sensors - Browser Access via SSO integration

User support

Email or online ticketing support
Email or online ticketing
Support response times
We provide 24x7 follow the sun technical support.
Response and rectification times are tiered according to incident severity.
Urgent - Response 2hr and Rectification <4Hrs
High - Response 4hr and Rectification <8Hrs
Med - Response 12hr and Rectification <1 Week
Low - Response 12hr and Rectification <2 Week
User can manage status and priority of support tickets
Yes
Online ticketing support accessibility
None or don’t know
Phone support
Yes
Phone support availability
24 hours, 7 days a week
Web chat support
No
Onsite support
Onsite support
Support levels
For Freespace hardware such as sensors and media servers and digital signage onsite technical support is provided by our trained installation and support team. On site support is provided through an issue escalation from our 1st Line 24x7 tiered technical support helpdesk accessible by email and/or telephone.
Support available to third parties
Yes

Onboarding and offboarding

Getting started
Freespace deploys the Freespace App within x3 weeks and Freespace sensors and signage within x7 weeks. Software is configured remotely off-site. Hardware is deployed on site by our own trained installers. Training for the App 'administrator' and the Analytics user is provided by our customer service team, typically remotely through a series of structured training sessions and workshops. App users benefit from easy to use 'how to guides' which are typically video demos bespoke to clients requirements and local configuration. These canb be downloaded from the client intranet or third party platforms like Vimeo.
Service documentation
Yes
Documentation formats
PDF
End-of-contract data extraction
At the end of a contract all client data is handed back in accordance with our end of contract proceedures. This is also part of our ISO 27001 compliant data and information security mangement system. Data is provided in a variety of different formats depending on client requirements. Following the handover proceedure no client data is retained by Freespace.
End-of-contract process
Data handover in a variety of formats is excel/csv or pdf included within the contract price. Any data manipulation and configuration beyond a standard data transfer would be chargeable in accordance with a transparent day rate for one of our data consultants to configure according to client requirments.

Using the service

Web browser interface
Yes
Supported browsers
  • Internet Explorer 11
  • Microsoft Edge
  • Firefox
  • Chrome
  • Safari
  • Opera
Application to install
Yes
Compatible operating systems
  • Android
  • IOS
Designed for use on mobile devices
Yes
Differences between the mobile and desktop service
The Freespace App is space bookings tool that is accessible on mobile devices, tablets, laptop and desktop PC's. The App uses scaling technology so automatically adjusts to different screen sizes. The App can be accessed as IOS or Android App or through any conventional wed browser. Freespace Analytics are a dedicated online portal accessed through web browser and securely authenticated via SSO.
Service interface
No
User support accessibility
None or don’t know
API
Yes
What users can and can't do using the API
Freespace has fully open API's for our platform which relates both to the Freespace App and Sensors. API's interfaces between our platform and third party system improve the use cases and functionality of our technology for the end-user and for the enterprises and organisations we work with.
API documentation
Yes
API documentation formats
Open API (also known as Swagger)
API sandbox or test environment
Yes
Customisation available
Yes
Description of customisation
The Freespace App can be client branded according to requirements and each client can set up their own configurations for automatic allocation of spaces and other features through the back office tools. Freespace also build customer analytics and dashboards and reports in accordance with specific client requirements. These are offered bespoked to clients together with access to our standard dashboard and reporting tools.

Scaling

Independence of resources
Freespace technology is securely hosted in the Coud using a third party hosting provider - currently Amazon Web Services. The cloud environment is SOC.3 complaint and featured dual mirroed data centres located in Dublin, Ireland and Frankfurt in Germany. The cloud environment 'automatically' scales in terms of capacity to maintain performance in accordance with changing client numbers and data and storage demands. Each client data is logically partitioned in the data centre environment and only accessible by API and not through user name/passwords.

Analytics

Service usage metrics
Yes
Metrics types
Freespace support our bookings App and Sensor devices through an SSO secure online portal. The portal provides comprehensive metrics in relation to demand/bookings and check-ins for the app and space utilisation for the sensors. These metrics are both available as live views and over a user defined period as 'time series' views
Reporting types
  • API access
  • Real-time dashboards
  • Regular reports
  • Reports on request

Resellers

Supplier type
Not a reseller

Staff security

Staff security clearance
Staff screening not performed
Government security clearance
None

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
Managed by a third party
Penetration testing frequency
At least every 6 months
Penetration testing approach
Another external penetration testing organisation
Protecting data at rest
Encryption of all physical media
Data sanitisation process
Yes
Data sanitisation type
Deleted data can’t be directly accessed
Equipment disposal approach
Complying with a recognised standard, for example CSA CCM v.30, CAS (Sanitisation) or ISO/IEC 27001

Data importing and exporting

Data export approach
Freespace provides a secure online portal where clients can view and extract data in relation to A. Demand/Bookings and Check ins for the Freespace Ap and B. space and utilisation data for Freespace sensors. Data is viewable in live and in time series formats. All data can be exported in CSV format.
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)
  • Other
Other protection within supplier network
All designated access to the Freespace portal is authenticated using 'SSO' integration and authentication. All data is encrpted in transit in accordance with TLS1.2 protocols.

Availability and resilience

Guaranteed availability
Freespace guarantee service availability including service uptime at 99.7% for both the Freespace App and sensors. Service availability is included as a contractual obligation linked to both contractual remedies and termination within service agreements.
Approach to resilience
Freespace uses a third party cloud hosting environmental currently provided by Amazon Web Services. The Cloud environment includes dual mirrored data centres located within the EU with off-site data storage for a period of 7-days. The data centres are fuly SOC.3 compliant and benefit from a full range of physical and electronic buisness contiuity features.
Outage reporting
All maintenance takes place on a live data centre environment. There are no planned outages. There is a documented process for notifying clients by email in the unlikley event of any unplanned outage of the cloud environment. In addition, Freespace monitor our sensor devices live and notify clients in the unlikely event if there are any device performance issues/failures (typically via email).

Identity and authentication

User authentication needed
Yes
User authentication
  • Public key authentication (including by TLS client certificate)
  • Identity federation with existing provider (for example Google Apps)
  • Username or password
Access restrictions in management interfaces and support channels
All access to the Freespace administration, analytics reporting platform is restriucted to nominated client representatives with SSO authentication including username and password.
Access restriction testing frequency
At least every 6 months
Management access authentication
  • Public key authentication (including by TLS client certificate)
  • Identity federation with existing provider (for example Google Apps)
  • 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
Between 1 month and 6 months

Standards and certifications

ISO/IEC 27001 certification
Yes
Who accredited the ISO/IEC 27001
N/A
ISO/IEC 27001 accreditation date
Freespace's mangement system is not accredited but conforms to the requirements of ISO 27001
What the ISO/IEC 27001 doesn’t cover
Freespace's ISO27001 management system is being formerly accredited during 2022.
ISO 28000:2007 certification
No
CSA STAR certification
No
PCI certification
No
Cyber essentials
No
Cyber essentials plus
No
Other security certifications
No

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
Freespace has a full ISO27001 compliant security mangement system overseen by our Chief Technology Officer who is a member of the Freespace leadership team. The system consists of 30 policies and proceedures which are designed to ensure Freespace ensures all reasonable steps are taken to keep client data secure using electronic and physical measures. In addition Freespace fully complies with the infosec requirements of some of the worlds most trusted and respected multi-national companies in finance, insurance banking and professional services.

Operational security

Configuration and change management standard
Supplier-defined controls
Configuration and change management approach
Freespace has a change management policy as part of our ISO 27001 compliant management system. This process outlines the proceedures, scope and steps to be taken to implement change covering software, hardware, network equipment, firewalls including configuration changes. A copy of this policy can be provided if so required. Change related issues are fully assessed by a designated change manager for (size, severity, urgency, quick impact analysis and change priority) and then automatically assigned an 'id code' and tracked throughout the process.
Vulnerability management type
Supplier-defined controls
Vulnerability management approach
Freespace's network is automatocally scanned for vulnerabilities using AWS own vulnerability scanning tools including 'Guard Duty'. Any potential threats are identified. Patches and resolutions identified and deployed as soon as they are tested. A back-up copy of the hosted environment is taken before patches are released to allow restoration to a previous version in the unlikely event of an issue created by a released patch. Further information on the vulnerability scanning solution can be provided if so required.
Protective monitoring type
Supplier-defined controls
Protective monitoring approach
Freespace uses AWS own security monitoring systems to proactively scan for an potential vulnerabilities. The traffic to cloud instances is monitored by AWS Guard Duty. GuardDuty analyzes continuous streams of meta-data generated from client account and network activity found in AWS CloudTrail Events, Amazon VPC Flow Logs, and DNS Logs. It also uses integrated threat intelligence such as known malicious IP addresses, anomaly detection, and machine learning to identify threats more accurately. Any potential identified vulnerabilities are addressed as and when reported. Security patches are prepared tested and released as soon as they are ready.
Incident management type
Supplier-defined controls
Incident management approach
Freespace's incident mangment proceedure is complaint with PCI Data Security Standard 1.2. This include x15 incident categories. x3 Levels of incident severity. Plus a x6 stage reponse to all reported incidents and a three stage incident escalation process. The process also includes a regualrly updated list client contacts to be notified in the event of an incident / notification is both by telephone contact and email in the event of an incident being triggered.

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

Social Value

Social Value

Social Value

  • Fighting climate change
  • Tackling economic inequality
  • Equal opportunity

Fighting climate change

We work with our clients to reduce the size of their corporate estates and to lower their energy consumption and carbon emissions.

- We source sustainably and responsibly ensuring our supply chain partners make the best use of opportunities to use low environmental impact and recycled materials at the point of sourcing, manufacture and supply.
- We strive to minimise the negative environmental impacts of our own business on the local environment both in the way that we work and in the products and services we supply

1) Commitment to reducing the Environmental Impact of our Sensors Devices:
- Reduction in the size of devices as each new generation of products are released
- Reducing the power consumption of our devices – Freespace algorithms continuously reviewed/updates to reduce power requirements (of battery powered and mains powered devices).
- Re-using / Re-purposing devices at the end of each contract agreement period. All Freespace devices are returned to our UK HQ for health assessment and reuse as a matter of course.
- Sourcing core components made with recycled materials (% content) – metals, plastics and batteries
- Recycling devices at end of life – Authorized Treatment Facilities recover constituent materials for recycling.
2) Commitment to Reducing the Environmental Impact of our Logistics Operations
- Annual review of our device packaging and shipment process to reduce volume/weight per unit sensor device.
- Using carbon-off set for distribution partners so all deliveries are Carbon neutral.
- Ensuring all device packaging is sourced from certified sustainable sources or recycled
- Asking our customers to recycle device packaging post deployment at each location

Additional key achievement of the business is the way we help clients reduce wasted space and carbon emissions from their corporate Real Estate and we have documented case studies of CO2 reduction >20%

Tackling economic inequality

We work with trusted, local partners who supply products and services directly benefitting the local economies in the territories in which we operate.
- We adhere to government guidelines and standards in relation to timely and prompt payment of our suppliers and partners.
- We strive to ensure that all our own partners and suppliers have organisational values, people and environmental policies that are consistent with our own.
- We recognise that our people have a duty of care to the local communities in which they live and work and actively support community ‘good causes and projects’ through staff volunteering.

Equal opportunity

We celebrate difference and diversity within our teams and value the benefits this brings
to our business.

- We provide all our people with opportunities to train, learn and acquire new knowledge
and skills.
- We seek to provide apprenticeships, training and employment opportunities for young,
excluded and disadvantaged groups.
- We build strong teams, encourage and value feedback and place an emphasis on
rewarding effort and the retention of our people.
- We adhere to all national labor laws, rules and regulations in the places we operate as
well as all international laws on workers and human rights.

We recognise that any successful company is built on the talents and energy of its people and as such we strive to be an employer of our choice for our staff.

What’s more, we are a diverse and inclusive organisation, being formally accredited by Minority Supplier Development UK(MSDUK) as an ethnically diverse business.

Pricing

Price
£10 to £20.00 a user a year
Discount for educational organisations
No
Free trial available
No

Service documents

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 darren.reilly@afreespace.com. Tell them what format you need. It will help if you say what assistive technology you use.