Azeus UK Limited

Azeus Convene

Convene is a multi-platform meeting management software product that provides organisations with communication and collaboration tools to simplify formal meetings. Designed to elevate transparency, compliance, and work efficiency, every feature of Convene is designed with user experience in mind. Convene simplifies the complex task of board and meeting management.

Features

• Safeguard information with enterprise-grade encryption, authentication, and authorisation
• Assign different access rights per role
• Track changes in meeting documents through audit trails
• Review resolutions, minutes, and action items
• Annotate documents with option to share or mark private
• Daily automated backups ensure data integrity
• Assign and track action items between meetings
• Send latest updates to meeting participants instantly
• Supports common document formats; no need to convert to PDF
• Synchronized page viewing and annotations

Benefits

• Eliminate board-pack or meeting printing, shipping and disposal costs
• Review and annotate board meeting papers on the move offline
• Distribute meeting minutes as soon as the meeting is finished
• Automatic purge for lost devices
• Prepare for upcoming meetings whether online or offline
• Distribute agenda, documents and updates with just a single click
• Attend remote board meetings on iPad, Android, Windows and Mac
• Drag & drop upload of documents with versioning support
• Access using iPad, Android, Windows, Mac and web browser
• Schedule and update meeting information and auto-notifications

£195 a user a year

• Education pricing available
• Free trial available

Service documents

• Pricing document

  PDF

• Skills Framework for the Information Age rate card

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

Framework

G-Cloud 14

Service ID

132035274125111

Contact

Eleanor Jim
020 3743 2515
ukpresales@azeus.com

Service scope

• Software add-on or extension: No
• Cloud deployment model:
  • Public cloud
  • Private cloud
• Service constraints: Convene for Windows requires Windows 10 or higher. Convene for Mac requires OSX 10.10 or higher. Convene for Android requires Android 7.0 or higher. Convene for iOS requires iOS 12 or higher. ; ; Our standard terms of service set out the scheduled maintenance window for servers hosted in different regions, and the terms of service are incorporated as part of the contract. Scheduled maintenance would be carried out within the stated times. This represents communicating scheduled maintenance in advance. When we need to deploy a major release, we inform customers in advance to make them aware of upcoming changes.
• System requirements:
  • Windows 10 or higher for desktops, laptops and Surface Pro
  • Mac OS X 10.10 or higher for Mac app
  • IOS 12 or higher for Apple iPad or iPhone
  • Android 7.0 or higher for Android devices
  • Chrome51, Firefox62, Edge13.1056, IE11, or Safari9 for web portal access
  • Chrome51, Firefox62, Edge13.1056, IE11, or Safari9 for Convene Web client

User support

• Email or online ticketing support: Email or online ticketing
• Support response times: Reported issues will be prioritized according to their nature and impact to business operations. ; ; The priority definitions and corresponding target response times are: ; High – Service is unusable – 1 hour;; Medium – Service is usable, but affects day-to-day operations – 2 hours; ; Low – Service is usable, but has minor issue(s) / Ad hoc queries by end users – 8 hours. ; ; The above is for emails. For phone calls, response time is less than a minute. ; Respond times are the same for weekends. Support is available 24/7/365.
• User can manage status and priority of support tickets: No
• Phone support: Yes
• Phone support availability: 24 hours, 7 days a week
• Web chat support: Web chat
• Web chat support availability: 24 hours, 7 days a week
• Web chat support accessibility standard: WCAG 2.1 AA or EN 301 549
• Web chat accessibility testing: Our webchat service is provided by Olark; (https://www.olark.com/ada-accessible-live-chat) who have done extensive testing to ensure the service works well with users with accessibility needs and includes features like keyboard-only navigation.
• Onsite support: Yes, at extra cost
• Support levels: Priority One - Service not usable: response within one hour; fix or workaround within one working day.; Priority Two - Service usable but not functioning as expected: response within two hours; fix or workaround within 5 working days.; Priority Three - Service usable but user is experiencing other issues; response within 8 hours; fix in the next release.; ; Costs are included within standard license. ; ; Support will be a cloud support engineer, if the fix is not satisfactory, it can be escalated to a technical manager.; ; Support is normally remote. Onsite support will be charged at SFIA rates.
• Support available to third parties: No

Onboarding and offboarding

• Getting started: User documentation is available as are quick-start videos and full video training.; We also offer training via online channels (Teams/Zoom/Webex), or onsite.; There is built-in help on both the app and the portal
• Service documentation: Yes
• Documentation formats: PDF
• End-of-contract data extraction: Users can extract data manually, or they can send request for a data export. A data export is chargeable and the charges would be based upon the SFIA rate card. As the number of users is variable, the organisation could maintain the data for as long as they want with only a single user license.
• End-of-contract process: Export of data to an alternative system would be chargeable. The charge would be estimated based on the amount of data within the system. A typical data export at the end of a three-year contract would take 3 person-days work and would be based on the lead engineer rate on the SFIA card. There would be additional costs if the requirement is to upload the data to a new system, and these would depend upon the target system.

Using the service

• Web browser interface: Yes
• Supported browsers:
  • Microsoft Edge
  • Firefox
  • Chrome
  • Safari
• Application to install: Yes
• Compatible operating systems:
  • Android
  • IOS
  • MacOS
  • Windows
• Designed for use on mobile devices: Yes
• Differences between the mobile and desktop service: There is a difference in scrolling only. For documents on mobile the scrolling is right to left ( or vice versa) and on desktops and laptops the scrolling is up and down ( or vice versa)
• Service interface: Yes
• User support accessibility: None or don’t know
• Description of service interface: Convene is an integrated solution made of two components -- a secure web portal that lets administrators manage meetings and a mobile application that allows participants to meet over the same interface. Convene is designed to be multiplatform to give clients the flexibility to use their preferred browsers, devices, and platforms.
• Accessibility standards: None or don’t know
• Description of accessibility: Azeus Convene shows user-friendly error messages to the user when an error occurs. Users have to correct the error before the data can be processed.
• Accessibility testing: Azeus Convene is compliant with assistive technologies compatible with MS operating systems such as Dragon Naturally Speaking and JAWS Screen Readers.
• API: No
• Customisation available: No

Scaling

• Independence of resources: We use AWS as our host and the system can scale to meet demand automatically

Analytics

• Service usage metrics: No

Resellers

• Supplier type: Not a reseller

Staff security

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

Asset protection

• Knowledge of data storage and processing locations: Yes
• Data storage and processing locations: United Kingdom
• User control over data storage and processing locations: Yes
• Datacentre security standards: Complies with a recognised standard (for example CSA CCM version 3.0)
• Penetration testing frequency: At least once a year
• Penetration testing approach: Another external penetration testing organisation
• Protecting data at rest:
  • Physical access control, complying with SSAE-16 / ISAE 3402
  • Encryption of all physical media
• Data sanitisation process: Yes
• Data sanitisation type: Explicit overwriting of storage before reallocation
• 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: PDF files
• Data export formats: CSV
• Data import formats: CSV

Data-in-transit protection

• Data protection between buyer and supplier networks: TLS (version 1.2 or above)
• Data protection within supplier network: TLS (version 1.2 or above)

Availability and resilience

• Guaranteed availability: We provide 99.5% availability (uptime excluding planned maintenance and upgrades).
• Approach to resilience: Details are available on request
• Outage reporting: Email alerts

Identity and authentication

• User authentication needed: Yes
• User authentication:
  • 2-factor authentication
  • Identity federation with existing provider (for example Google Apps)
  • Username or password
• Access restrictions in management interfaces and support channels: As part of Convene's security policies, each individual is given their own account for accessing management interfaces and support channels. Sharing of accounts is strictly prohibited. Access to the cloud infrastructure's management console requires two-factor authentication and only authorized personnel are provided access. Authorized personnel are only provided with the access required for them to perform their role and responsibilities. All access, both in management interfaces and in support channels, is reviewed regularly to prevent privilege creep and to ensure obsolete accounts are disabled.
• Access restriction testing frequency: At least once a year
• Management access authentication:
  • 2-factor authentication
  • Identity federation with existing provider (for example Google Apps)
  • Limited access network (for example PSN)
  • Username or password
  • Other
• Description of management access authentication: Passwords - Through the system administrator menu, complex passwords can be enforced through a configurable password policy, allowing the system administrator to specify various settings.; ; AD/LDAP Integration - Convene integrates with Active Directory and LDAP to allow users to log in to the app/web portal using their existing corporate/organisation accounts. ; ; Touch ID - For iOS, users can also log in to Convene via Touch ID aka fingerprint scanning. ; ; 2FA - Upon signing in, the system also checks if the device/browser used is registered through the administrative portal. OTP via SMS is also supported if there's an existing SMS gateway.

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: Between 1 month and 6 months

Standards and certifications

• ISO/IEC 27001 certification: Yes
• Who accredited the ISO/IEC 27001: Amtivo Group Limited, trading as British Assessment Bureau
• ISO/IEC 27001 accreditation date: 26/08/2021
• What the ISO/IEC 27001 doesn’t cover: Software development and deployment are out of the scope of the certification.
• ISO 28000:2007 certification: No
• CSA STAR certification: No
• PCI certification: No
• Cyber essentials: Yes
• Cyber essentials plus: Yes
• Other security certifications: Yes
• Any other security certifications:
  • SOC2
  • ISO 9001 for our AWS hosted services
  • ISO 27001 for our AWS hosted services
  • ISO 27017 for our AWS hosted services
  • ISO 27018 for our AWS hosted services
  • AICPA (SOC 1/2/3) compliant AWS hosting

Security governance

• Named board-level person responsible for service security: Yes
• Security governance certified: Yes
• Security governance standards: Other
• Other security governance standards: SOC2
• Information security policies and processes: Convene has documented security policies and procedures in place to ensure the confidentiality, availability, and integrity of the system. We have appointed senior personnel and teams that ensure the proper and total implementation of our security policies and procedures across the entire organisation. Our security policies include the organizational structure of the organisation's security team and its responsibilities, principles, security incident response procedures, access policies, security vetting requirements, onboarding and offboarding procedures, and data and systems security. A Chief Security Officer is assigned to every office location and is responsible for: ensuring that staff comply with security policies and procedures; protecting customer data or information; and regularly reviewing the effectiveness of security policies and procedures to safeguard against the growing number of threats and their evolving sophistication.

Operational security

• Configuration and change management standard: Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
• Configuration and change management approach: Convene's configuration and change management process has been audited under SOC2. As part of our configuration and change management procedures, all changes need to be applied and tested in a separate test environment before seeking approval from the change control manager. Approved changes are scheduled at least a week before implementation in production. All changes are requested and tracked in an electronic ticketing system and each change request is assigned a unique identifier for proper tracking and auditing. Vulnerability scans are performed prior to every major release to ensure that any changes have been analysed for potential security impacts.
• Vulnerability management type: Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
• Vulnerability management approach: Convene's System Team performs vulnerability scanning on both the application and the infrastructure to ensure the security of the whole system. Web application scans are performed after every major release before the web application is finally released into production. Patch management procedures are in place to ensure that servers are regularly updated with the latest security patches. Critical patches are applied next non-peak window. Any patches undergo testing prior to application to production to ensure no adverse impact on the functionality of the system. Convene's System Team also subscribes to security newsletters to stay updated with the latest security vulnerabilities,
• Protective monitoring type: Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
• Protective monitoring approach: Convene has a 24x7 monitoring system and intrusion detection system to identify potential threats and alert all responsible parties for prevention, investigation, and/or remediation. Staff are made aware of security incident handling and reporting procedures. All breaches to information security, actual or suspected, are promptly reported to Chief Security Officers. CSOs will lead the investigations on such incidents and customer representatives will be informed immediately about such breaches. Convene will tap security experts to work with the Customer's internal ICT team to provide the Customer with any assistance in tracing and resolving security issues that may impact business operations.
• Incident management type: Conforms to a recognised standard, for example, CSA CCM v3.0 or ISO/IEC 27035:2011 or SSAE-16 / ISAE 3402
• Incident management approach: An incident ticketing system is in place to provide a guided mechanism for tracking, handling, and documenting system incidents. This ticketing system is configured to follow the policies and procedures for handling and responding to system incidents. Convene's support team follow pre-defined procedures for addressing common events. Users can report incidents via chat, email, or phone. Responsible parties are required to provide inputs on the corresponding incident ticket for causal analysis and resolution. Incident reports can be provided to customers upon request.

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 v3.0)

Public sector networks

• Connection to public sector networks: No

Social Value

• Social Value:

  Social Value

  • Fighting climate change
  • Covid-19 recovery
  • Equal opportunity

  Fighting climate change

  Initiating our UK company's journey towards net zero in 2022, our goal is to achieve Carbon Neutrality by 2030. To facilitate emissions tracking, we've developed Convene ESG, our proprietary software, which we have used to streamline data capture for comparison with baseline data collected from April 2022 to March 2023. ; ; Identifying four main sources of GHG generation — Data Centres, Conferences, Business Travel, Office Space, and Commuting — we've devised strategies for each: ; ; Data Centres: Transitioning solely to Carbon Neutral Data Centres by 2030, we currently utilize AWS data centres, aligning with AWS's aim to power all facilities with renewable energy by 2030. ; ; Conferences, Trade Events: Already prioritizing ethically produced, recycled materials for giveaways, we aim to source all backdrops and banners from recycled materials by 2025. ; ; For Business Travel we have a public transport and train first policy. For international business travel, flights are only allowed if the train journey exceeds 12 hours. Target is to be Carbon Neutral on business travel by 2030. ; ; Targeting Carbon Zero transport for events by 2030, our business travel policy emphasises public transport and trains, with allowances for car use only when no public transport is available, and flights restricted to essential international travel exceeding 12 hours by train. ; ; Office Space: In London, we have consolidated into a lower-emission space to diminish our Carbon footprint, aspiring to inhabit a fully Net Zero workspace by 2030, with ongoing market assessments to expedite this. ; ; Commuting: Discouraging car commuting with no parking facilities or subsidies, we're launching a cycle-to-work scheme in 2024 for Sales reps who want a portable bike to get from stations to meetings and for those who wish to purchase an electric bike for longer commutes. For remote workers, we're exploring Carbon Offset options to align with our 2030 targets.

  Covid-19 recovery

  Azeus UK understands that Covid 19 continues to have an impact on people's lives particularly those who have responsibilities outside of the workplace in providing care to vulnerable or elderly relatives. We continue to offer fully remote working to those who wish to continue with the arrangements introduced during the pandemic. Our board portal product is designed to support remote meetings and we provided many organisations in the public sector, arts and charities with free licenses during the pandemic to enable them to hold meetings remotely.

  Equal opportunity

  The Azeus Equal Opportunities Policy is a commitment by the company to provide equal employment and advancement opportunities for all employees, without discrimination based on race, colour, nationality, sex, disability, sexual orientation, religion, political belief, trade union activity, or age. ​ The policy applies to all employees and applicants and covers all aspects of employment including hiring, promotion, termination, compensation, and training. ​; ; Our policy also emphasises the importance of diversity and values the contributions of individuals from different backgrounds.; ; Providing equal opportunities is not only good management practice but also makes sound business sense, as it allows employees to develop their full potential and maximises the organisation's efficiency. ​ The company recognises that the responsibility for implementing this policy lies with the Board of Directors, but all employees have a role in ensuring its effective implementation in their daily activities and working relationships. ​; ; The policy covers various areas such as recruitment, selection, training, promotion, monitoring, communication, and grievance and discipline. ​ The selection process must be based on objective job-related criteria, and training programs should integrate equal opportunity principles. ​ Promotion decisions should be made according to objective selection criteria, and the effects of the policy and programs should be regularly monitored and analysed to identify areas of under-representation and assess the impact of employment procedures. ​; ; Employees who believe they have experienced unfair or unlawful discrimination or harassment can raise their concerns through the applicable grievance procedure. ​ In addition, they have the right to pursue complaints of discrimination to an industrial tribunal or the Fair Employment Tribunal, depending on the country where they are hired. ​ The company is committed to ensuring that employees who make complaints are not victimised, and any complaint of victimisation will be dealt with seriously and may result in disciplinary action.

Pricing

• Price: £195 a user a year
• Discount for educational organisations: Yes
• Free trial available: Yes
• Description of free trial: A full working version of the Convene for Governance product for up to 10 users with support.; ; Integrations are not included in the trial version.; ; The standard trial is 3 weeks but can be extended to allow for the procurement process.
• Link to free trial: https://www.azeusconvene.co.uk/contact-us-convene-eu-eng

Service documents

• Pricing document

  PDF

• Skills Framework for the Information Age rate card

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