LAWCADIA (UK) LIMITED

Legal Intake, Matter Management, Contract Management, Case Management and Spend Management

Lawcadia is an end-to-end legal operations platform designed for in-house legal teams. Features include legal front door, intake and triage, matter management, email and document management, document automation, workflow automation, external counsel management, matter-based RFPs, spend management, invoice review, eBilling and BI reporting. Innovative, secure and achieving 99% client retention.

Features

• Legal Front Door and Legal Intake
• Matter and Contract Management
• Email and Document Management with version controls and automation
• No-Code and Low-Code Automation including Approval Workflows
• External Counsel and Spend Management
• Document Automation
• eBilling and Invoice Review
• BI Reporting, Dashboards and Analytics
• Advanced Search
• Integrations

Benefits

• Streamlines and structures legal intake; excellent adoption
• A single secure source of truth for visibility and control
• Keeps documents and emails secure and organised
• Accelerates processes with workflows that support internal approvals
• Oversight of external engagements and spend with auditable data
• Reduces manual effort with automated document creation using approved templates
• Strengthens financial control and governance with eBilling and invoice review
• Provides real-time insights with configurable eporting and actionable dashboards
• Rapid information retrieval with advanced search across matters, emails, documents
• Connects seamlessly with existing systems through secure integrations

• Education pricing available

Service documents

• Pricing document

  PDF

• Service definition document

  PDF

• Terms and conditions

  ODT

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 contact@lawcadia.co.uk. Tell them what format you need. It will help if you say what assistive technology you use.

Framework

G-Cloud 15

Service ID

162183458702900

Contact

Sacha Kirk
+44 20 3318 2511
contact@lawcadia.co.uk

About your service

• Service categories:

  Applications

  Production and operations

  • Other operations

  Service industry and public sector operations

  • Other
• Multi cloud support: Yes

Service scope

• Software add-on or extension: No
• Cloud deployment model:
  • Public cloud
  • Private cloud
• Service constraints: N/A
• System requirements:
  • Supported web browser
  • 1Mbps internet connection

User support

• Email or online ticketing support: Yes
• Support response times: Lawcadia aims to respond initially within 30 minutes during business hours. Customers can register support requests 24/7, with requests responded to during support hours.
• User can manage status and priority of support tickets: No
• 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: None or don’t know
• How the web chat support is accessible: Lawcadia’s web chat is designed to be usable for a broad range of users, but it has not been formally assessed against WCAG accessibility standards. The chat supports standard browser zoom functions, keyboard text entry, and screen reader compatibility at a basic level.
• Web chat accessibility testing: Lawcadia's web chat has not been formally tested for WCAG.
• Onsite support: Yes, at extra cost
• Support levels: Lawcadia provides Standard support as part of all subscriptions at no additional cost.; Premium and Enterprise support is optional.
• Support available to third parties: Yes
• AI chatbot: No

Onboarding and offboarding

• Getting started: Our clients are at the heart of our business, and we believe that we are only successful when our clients are getting the most out of our platform.; ; Our Customer Success Managers will work with you from the beginning to ensure a smooth implementation and provide project management, training on-site or remote, user guides, support and can even map your existing processes to our platform.; ; Beyond the initial implementation, we will continue to partner with you and help you to expand your use of the platform as your legal function and requirements grow.
• Service documentation: Yes
• Documentation formats:
  • ODF
  • PDF
• End-of-contract data extraction: Exit scenarios are fully supported. Data can be exported in two ways:; 1. JSON export – This exports everything in a structured JSON format, preserving both content and metadata. It allows; clients to upload the data into their preferred system.; ; 2.Folder-based export – Data (including documents and emails) can also be exported within folders per matter, saved in; their original formats.; In addition, platform and matter metadata (including logs) can be exported in standard formats such as CSV. Exported data can be delivered via a medium of the client's choice, ensuring both content and metadata are preserved.
• End-of-contract process: Lawcadia allows customers to conduct their own transition-out data extraction.
• Documentation accessibility standard: None or don’t know
• How the documentation is accessible: Lawcadia's onboarding and offboarding documentation has not been formally tested for WCAG. The documentation is provided in a written format that is easy to understand with high contrast.

Using the service

• Web browser interface: Yes
• Supported browsers:
  • Microsoft Edge
  • Firefox
  • Chrome
  • Safari
  • Opera
• Application to install: No
• Designed for use on mobile devices: Yes
• Differences between the mobile and desktop service: Lawcadia works on any device, with a responsive interface.
• Service interface: Yes
• User support accessibility: None or don’t know
• Description of service interface: Lawcadia's Client Admin function allows authorised users to manage users, matter permissions, workflows, integrations, audit logs, and BI reporting.
• Accessibility standards: None or don’t know
• Description of accessibility: Lawcadia has not been formally tested for WCAG.
• Accessibility testing: Lawcadia has not been formally tested for WCAG.
• API: Yes
• What users can and can't do using the API: Lawcadia is an API-driven platform. Upon client request by an authorised person, Lawcadia can expose certain end points for the purposes of integrations.
• API documentation: No
• API sandbox or test environment: No
• Customisation available: Yes
• Description of customisation: The Lawcadia platform is highly configurable using no-code and low-code automation. ; Customers can also create their own workflow plugins for certain triggers and actions.

Scaling

• Independence of resources: Lawcadia has auto-scaling for its server resources, which automatically adjust for network load.

Analytics

• Service usage metrics: Yes
• Metrics types: Lawcadia captures detailed information about platform usage and user access. These can be either exported in CSV or provided on a scheduled basis.
• Reporting types:
  • Regular reports
  • Reports on request
• Resource tagging: Yes
• FOCUS resource tagging: Yes

Resellers

• Supplier type: Not a reseller

Staff security

• Staff security clearance: Other security clearance
• Government security clearance: Security Clearance (SC)

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: 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 encrypted at rest and in transit. Cloudflare provides data in transit TLS key management. The AWS KMS used for data at rest cloud level encryption. There is a dual layer encryption i.e., Cloud Level – AWS KMS, and Application Level – AES256.
• 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

Data importing and exporting

• Data export approach: All platform and matter metadata (including logs) can be exported in CSV.; Lawcadia also supports:; JSON export – This exports everything in a structured JSON format, preserving both content and metadata. It allows clients to upload the data into their preferred system.; Folder-based export – Data (including documents and emails) can also be exported within folders per matter, saved in; their original formats.
• 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)
  • Other
• Other protection between networks: CloudFlare WAF: DDoS prevention up to 280 TDPS; OWASP top 10 protection, API Protection, Bot Management, Rate Limiting Access Control, Threat Intelligence, Zero-Day Vulnerability Protection; ; Encryption: TLS 1.3 In-Transit; AES256 Dual-layer (AWS KMS for the Cloud level, and AES256 for the Application level); IPV6 Support; HSTS Pre-load
• Data protection within supplier network: IPsec or TLS VPN gateway

Availability and resilience

• Guaranteed availability: Lawcadia has a guaranteed uptime of 99.9% excluding scheduled downtime.
• Approach to resilience: Lawcadia is hosted on Amazon Web Services, with UK client data stored and processed in region (AWS London) across three availability zones.; ; Service resilience is delivered through a highly available cloud architecture with redundancy across availability zones, supported by documented disaster recovery and business continuity practices. Recovery objectives are defined and disaster recovery testing is performed regularly to confirm service restoration capability.; ; Data is protected in transit using TLS 1.2 and 1.3, and at rest using AES 256 encryption managed through AWS KMS. Encrypted backups are managed using AWS KMS. Access to backups and privileged logs are restricted.; ; We use monitoring and alerting to detect performance degradation, availability issues, and security events quickly. This includes AWS CloudWatch and AWS CloudTrail for platform monitoring and audit visibility, Datadog SIEM and a central SIEM dashboard for security monitoring and alerting, Deepfence ThreatMapper for threat and vulnerability monitoring, and Cloudflare logs for edge traffic and availability signals. Automated alerts are sent to responsible staff. Periodic monitoring reviews cover availability, security and backup health.; ; Lawcadia is ISO 27001 certified, maintains a secure deletion and destruction policy and follows industry recognised protocols and contractual obligations for secure data destruction upon contract termination.
• Outage reporting: In any case of service outages, clients are notified by email and or phone call, with updates provided as more information becomes available.

Identity and authentication

• User authentication needed: Yes
• User authentication:
  • Multi-Factor Authentication (MFA)
  • 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: Lawcadia significantly restricts employee access to client data. Only UK and Australian-based customer success personnel have access to high-level matter and client information (matter name, usernames, and contact details) to be able to provide first-level customer support.; All the sensitive data is segregated and protected by application-level encryption; therefore, database administrators cannot read the client data in plain text. All software development and QA testing are conducted in separate sandbox and testing environments, and no client data is used for testing, only sample, fictional data.
• 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: 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 have access to real-time 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: Yes
• Security governance standards: ISO/IEC 27001
• Information security policies and processes: Lawcadia's Information Security Management System (ISMS) is ISO 27001:2022 certified. Lawcadia's entire business and platform is within scope of this certification. This includes a large number of policies and procedures, including board level polices (Business Continuity Plan, Crisis Management Plan and Disaster Recovery Plan), and other operational policies including ISMS Scope, Information Security Policy, Statement of Applicability, Incident Management Procedure, BYOD Policy, Mobile Device & Teleworking Policy, Lawcadia Device & Network Management Policy, Secure Development Policy, IT Asset Procurement Policy, Acceptable Use Policy, Access Control Policy, Privilege Management Policy, System Acquisition & Maintenance Policy, Supplier Management Policy, Policy on the Use of Cryptographic Controls, Operating Procedures for ICT, Artificial Intelligence Usage Policy, Government Data Request Policy, Secure Deletion & Destruction Policy, Information Classification Policy, and Policy for Controls against Malware.
• Software Security Code of Practice: Yes

Operational security

• Configuration and change management standard: Supplier-defined controls
• Configuration and change management approach: Lawcadia has a robust change management system in place that is part of Lawcadia's ISMS framework and is ISO 27001 certified.; Every release is managed by a release management process that prioritises the issues, allocates resources, tests the issues in different environments, automates testing integrated with CI/CD pipelines, and performs manual and automated code reviews.; Only after the above steps (but not limited to) a release is pushed to the production. In addition to this, Lawcadia undertakes independent penetration tests at least annually, and before all major releases, which are conducted by a CREST-certified 3rd party supplier.
• Vulnerability management type: Supplier-defined controls
• Vulnerability management approach: Lawcadia Systems:; Regularly update all systems and software with the latest patches and security updates. (CMDB Lifecycle).; Configure firewalls to restrict unauthorised access and block malicious traffic. (ABM - ZeroTrust & Bit Defender on all employee devices).; Implement email filtering and web filtering to prevent users from accessing malicious websites or downloading malware-infected files. (Office365 and ZeroTrust).; ; Lawcadia Platform:; Scan all the Lawcadia platform attachments for potential malware (ClamAV); ; Use antivirus and anti-malware software to detect and remove malicious code. (SonarQube); ; Scan platform infrastructure for potential threats via the following:; Threat-mapper, Cloudflare WAF, AWS System Firewall, Cloudflare DDoS protection, SIEM.
• Protective monitoring type: Supplier-defined controls
• Protective monitoring approach: Real-time infrastructure monitoring and alerts are in place.; ; In addition to that, a periodic Platform Monitoring Meeting is held every six weeks. This meeting reviews Valimail DMARC, Cloudflare Network and Security Logs, Cloudflare Load Balancing Log Analysis, Cloudflare Uptime Logs Analysis, AWS Server Health Analysis, CPU Usage, Memory Usage, Current Free Disc Space, Backup Health of Shared Private Cloud Clients.; ; The Incident Management Procedure states, In the case of an incident; - As soon as reasonably practicable, upon Lawcadia being notified of a suspicious event.; - Within 24 hours after due diligence and analysis confirm the impact of an event.
• Incident management type: Supplier-defined controls
• Incident management approach: The Incident Management Procedure at Lawcadia is designed to ensure quick detection and response to security incidents. The procedure document cannot be shared but here is the summary of the procedure in place:; ; • Initial Response; • Evaluation; • Containment and Mitigation; • Investigation and Analysis; • Communication and Reporting; • Remediation and Recovery; • Review and Lessons Learned
• Post-quantum cryptography secure: Yes

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 v4.0)

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: 10%
• Between £250,000 and £500,000: 12.5%
• Between £500,001 and £1,000,000: 13.5%
• Between £1,000,001 and £2,500,000: 15%
• Between £2,500,001 and £5,000,000: 17.5%
• Over £5,000,001: 20%

Non-mandatory Standards and certifications

• ISO/IEC 27001 certification: Yes
• Who accredited the ISO/IEC 27001: Certification Partner Global
• ISO/IEC 27001 accreditation date: Wednesday 29 November 2023
• What the ISO/IEC 27001 doesn’t cover: None as per the ISMS – Statement of Applicability dated v.12 25 September 2023
• ISO 28000:2022 certification: No
• ISO 9001 certification: No
• Quality management systems (QMS): No
• CSA STAR certification: No
• PCI certification: No
• Cyber essentials: Yes
• Please provide your Cyber Essentials Certificate Number: 8d0c491c-957c-4b00-a54d-feee69f8287e
• Cyber essentials plus: Yes
• Please provide your Cyber Essentials Plus Certificate Number: 24e22315-46c0-476c-a8b2-c631edce1894
• 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
    • 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 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
    • Creation of employment opportunities particularly for those who face barriers to employment, such as prison leavers, care leavers and/or who are located in deprived areas, and for people in industries with known skills shortages or in high growth sectors
    • Delivery of training schemes and programmes to address any identified skills gaps and under-representation in the workforce for the contract (e.g. prison leavers, care leavers, kinship carers, disabled people)
    • 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
    • Collection of the views and expertise of disabled people and their representative organisations on successfully supporting disabled employees or applicants
    • 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
    • Working conditions which promote an inclusive working environment and promote retention and progression
    • Other measures to provide equality of opportunity for disabled people and those with health conditions into employment, including becoming a Disability Confident employer and inclusion of supported businesses in the contract supply chain
    • 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
    • Inclusive and accessible development practices, including guidance for line managers on recruiting, managing and developing people with a disability or health condition

  • 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

Service documents

• Pricing document

  PDF

• Service definition document

  PDF

• Terms and conditions

  ODT

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 contact@lawcadia.co.uk. Tell them what format you need. It will help if you say what assistive technology you use.