Stopford Information Systems Limited

Stopford, Ceremony Planner - Marriage and Civil Partnership Options Management

The Stopford Ceremony Planner solution is a comprehensive online platform for couples to manage the requirements of their marriage or civil partnership ceremony. The online portal integrates directly with Stopford's registrar online booking and diary system to allow couples to submit choices, make payments and communicate with their registrar.

Features

• Couples ceremony management
• Integration with agenda registrars diary management system
• Submit vows, readings, personal promises and music for approval
• Maintain lists of approved, vows, readings, promises and music
• Configurable tasks and weighting
• Online payment of fees
• Printing of the Order of Ceremony
• Fee reminders and deadlines
• Online shop for registrars to sell additional items
• FAQ and Ask the Registrars

Benefits

• Streamline registration functions and increase efficiency
• Reduce costs through channel shift
• Provide a 24/7 dashboard for couples to engage with
• Improve ceremony management
• Reduce human error and automate functions
• Increase accountability & managerial insight
• Quickly react to service or council changes
• Reduced carbon footprint
• Increased accessibility for the public

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

Framework

G-Cloud 15

Service ID

155102333283219

Contact

Scott Graham
01244319144
info@stopford.com

About your service

• Service categories:

  Applications

  Customer relationship management

  • Digital commerce
  • Customer service
  • Contact centre
• Multi cloud support: No

Service scope

• Software add-on or extension: Yes
• What software services is the service an extension to: Stopford, agenda - Registrar Booking and Diary Management System
• Cloud deployment model: Private cloud
• Service constraints: The system will require the buyer to submit their own styling templates to ensure that the online booking side is in line with the buyer's branding. Stopford can provide additional services for clients that are unable to meet this requirement.; ; For service areas that require payments, clients will need to provide their own 3rd party payment provider, any relevant documentation, and support any on-going costs issued from your payment provider.; ; If any 3rd party integration is required, the client will be responsible for providing documentation and liaising with the 3rd party provider.
• System requirements:
  • Internet access
  • Modern internet browser

User support

• Email or online ticketing support: Yes
• Support response times: Target response time is 2 working hours for SLA 1-4 and 40 working hours for general queries. All response times are for standard business hours, 9-5 Monday to Friday excluding bank holidays.
• 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: Yes
• Web chat support availability: 9 to 5 (UK time), Monday to Friday
• Web chat support accessibility standard: WCAG 2.2 AA
• Web chat accessibility testing: Assistive technologies have been used on the web chat functionality to verify conformance.
• Onsite support: Yes, at extra cost
• Support levels: Stopford have a single support level that is detailed as part of Stopford's SLA held within the service definition. Each issue or query raised is assigned an Impact level that is used to prioritise incidents and assign target response and fix times.; ; Stopford have a help desk that act as an account manager for all jobs and can be contacted at any time for updates or pass on any additional information relevant to the job.
• Support available to third parties: Yes
• AI chatbot: No

Onboarding and offboarding

• Getting started: During the customisation meeting Stopford will provide examples of best practice to help guide users. Users are provided with onsite training after the system has been customised and sent electronic user manuals after their training session.
• Service documentation: Yes
• Documentation formats: PDF
• End-of-contract data extraction: Stopford provide all data as CSV files on contract end.
• End-of-contract process: Data will be returned in CSV formats. Data will be held for 2 weeks after expiration of the contract to ensure that migration has been successful before secure deletion.
• Documentation accessibility standard: WCAG 2.2 AA

Using the service

• Web browser interface: Yes
• Supported browsers:
  • Microsoft Edge
  • Firefox
  • Chrome
• Application to install: No
• Designed for use on mobile devices: Yes
• Differences between the mobile and desktop service: Customer facing interface is mobile responsive and as such has full functionality on mobile devices. Admin user portal is not optimised for mobile devices but can be used on mobile.
• Service interface: No
• User support accessibility: WCAG 2.2 AA
• API: Yes
• What users can and can't do using the API: APIs can be used to read and write data into the system allowing for clients to use 3rd party forms or report on data from within the system.; APIs can also be used to integrate with Third Party Account Login software, CRM systems and other 3rd party applications. However these require input from Stopford and are chargeable at the standard day rate.
• API documentation: Yes
• API documentation formats: PDF
• API sandbox or test environment: Yes
• Customisation available: Yes
• Description of customisation: The web templates for the customer facing booking pages are provided by the buyer and can be customised in line with their branding.; ; During the implementation process, the customer will be able to make decisions on what options are presented to customer during booking, communication channels available (Email, Letters, SMS) and payment methods.; ; Users are able to customise how their service operates within the backend of the system, with options for setting opening times, adding suppliers and more.; ; Buyers can optionally expand on functionality using various add-on modules, including self check-in options and Contact Centre solutions.

Scaling

• Independence of resources: Stopford have multiple tools monitoring server usage to ensure servers have adequate resourcing. Stopford have resourced our servers so they are in effect over allocated for resources for client needs.

Analytics

• Service usage metrics: Yes
• Metrics types: The system allows for reporting on a number of data points across the system as standard including but not limited to appointment counts/summaries, ceremony counts/summaries, payment counts/summaries, booking type specific reporting and KPIs.; ; Analytics codes can also be embedded in the web pages.
• Reporting types:
  • API access
  • 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: 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:
  • Physical access control, complying with CSA CCM v4.0
  • 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:
  • Deleted data can’t be directly accessed / Cryptographic Erasure
  • Explicit overwriting of storage before reallocation / Secure Erase

Data importing and exporting

• Data export approach: Reports can be exported to Excel. ; Views are created for third party reporting tools
• Data export formats: CSV
• Data import formats: Other
• Other data import formats: The system does not require data upload

Data-in-transit protection

• Data protection between buyer and supplier networks:
  • Private network or public sector network
  • TLS (version 1.2 or above)
• Data protection within supplier network:
  • TLS (version 1.2 or above)
  • IPsec or TLS VPN gateway

Availability and resilience

• Guaranteed availability: Stopford offer 99% up time on all products and have exceeded this up time on all products for all clients for the past ten years.
• 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: Within the management interface users can be assigned functions that they have access to, allowing for a wide variety of user levels and ensuring user access to areas of the system and particular functions are restricted.; ; If Access Management integration is part of the project (e.g. EntraID), then this can be used to centrally manage staff access outside of the system.; ; Support channels are not restricted as part of the support provider is user help. However changes to the system do require authorisation by a named client.
• Access restriction testing frequency: At least once a year
• 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: You control when users can access audit information
• How long user audit data is stored for: User-defined
• Access to supplier activity audit information: You control when users can access audit information
• How long supplier audit data is stored for: User-defined
• 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: Yes
• Security governance standards:
  • CSA CSM version 4.0
  • ISO/IEC 27001
• Information security policies and processes: Policies and processes form part of our accreditation to ISO27001.; ; We are able to supply our statement of applicability and any of our process documentation upon request.; ; In line with ISO 9001 Stopford audit their processes and audit a random selection of jobs within the system to ensure that processes are being followed. If a process is not followed then a non conformance is raised, the member of staff informed and their performance reviewed. All non conformances are reviewed as part of the regular management review meetings.
• Software Security Code of Practice: Yes

Operational security

• Configuration and change management standard: Supplier-defined controls
• Configuration and change management approach: All Stopford products are regularly reviewed and thoroughly tested before release. Details of testing procedures can be supplied upon request.; ; Any changes made to the system are reviewed by staff internally in line with ISO 27001 and the risk of security issues from appropriate changes are assessed by high level developers before release.
• Vulnerability management type: Supplier-defined controls
• Vulnerability management approach: Stopford undertakes risk assessments as part of ISO 27001 certification and routinely reviews these assessments at management review meetings. If a vulnerability is identified and is classed as a major risk to client data then Stopford move to implement a fix to the software or server with 1 working day. Stopford assess risks through a variety of industry websites and IT security news feeds.
• Protective monitoring type: Complies with a recognised standard, for example CSA CCM v4.0 or SSAE-18 / ISAE 3402
• Protective monitoring approach: All servers utilise monitoring software, firewalls and antivirus software that should register compromises to the server. Stopford's immediate priority is ensuring that the compromise is contained and stopped. Once the incident is no longer ongoing Stopford will look to find the area of ingress and secure the server against a similar incident. If a compromise is identified then Stopford will look to secure the server within 1 hour of the compromise being identified.
• 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: In line with ISO 27001 standards Stopford have a full business continuity plan, data breach notification procedure, backup and restore policy etc. that can be provided upon request.
• 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: 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: 5%
• Between £500,001 and £1,000,000: 7.5%
• Between £1,000,001 and £2,500,000: 10%
• Between £2,500,001 and £5,000,000: 12.5%
• Over £5,000,001: 15%

Non-mandatory Standards and certifications

• ISO/IEC 27001 certification: Yes
• Who accredited the ISO/IEC 27001: ISO quality services ltd
• ISO/IEC 27001 accreditation date: Sunday 21 September 2025
• What the ISO/IEC 27001 doesn’t cover: N/A
• ISO 28000:2022 certification: No
• ISO 9001 certification: Yes
• Who accredited the ISO 9001 certification: ISO quality services ltd
• ISO 9001 accreditation date: Sunday 21 September 2025
• What the ISO 9001 doesn’t cover: N/A
• Quality management systems (QMS): Yes
• CSA STAR certification: No
• PCI certification: No
• Cyber essentials: Yes
• Please provide your Cyber Essentials Certificate Number: 8aa29501-6dfa-4a27-9610-f07335a424be
• 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

    • 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
    • Payment of more than the National Minimum Wage or National Living Wage (as appropriate) to the contract workforce

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