Data8 Ltd.

data8 duplicare

data8 duplicare is an automated de-duplication tool for Microsoft Dynamic 365. It delivers the ability to merge multiple records with all fields and customisable merge bulk de-duping of existing records. It also provides real-time advanced duplicate prevention with the ability to merge multiple records with all fields, including custom entities.

Features

• Data Quality Management
• Fully integrated into Dynamics CRM
• Advanced Deduplication and Merge
• Build your own matching rules
• Strong fuzzy logic matching
• 'Multi merge of everything' tool
• Fast multiple record merging
• Phone number and address standardisation
• Real-time auto merge
• Deduplication/merge of custom entities

Benefits

• Quick and automated removal of duplicates
• Develop your own rules using an easy to use interface
• Greater capture of duplicates including partially matching duplicates
• Merge any field, select different contact details from each record
• Addresses are formatted and validated automatically
• Customisable phone formatting based on preference
• Provides Continuous Data Quality Management
• Greater identification of potential duplicates in real-time
• Reduces requirment for batch deduplication

£15,000 to £25,000 a licence a year

• Education pricing available
• Free trial available

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@data-8.co.uk. Tell them what format you need. It will help if you say what assistive technology you use.

Framework

G-Cloud 14

Service ID

179595994480878

Contact

Dale Pilling
01513554555
info@data-8.co.uk

Service scope

• Software add-on or extension: No
• Cloud deployment model:
  • Public cloud
  • Private cloud
  • Hybrid cloud
• Service constraints: The service is only compatible with Microsoft Dynamics versions from 2016 onwards.
• System requirements: Microsoft Dynamics CRM 2016 or a later version

User support

• Email or online ticketing support: Email or online ticketing
• Support response times: All tickets have an automated response acknowledge. During working hours (Monday - Friday 9am - 5:30pm), we provide a guaranteed 2 hour response.
• 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: Web chat
• Web chat support availability: 9 to 5 (UK time), 7 days a week
• Web chat support accessibility standard: WCAG 2.1 AA or EN 301 549
• Web chat accessibility testing: We have not at this stage done any specific testing with assistive technology users.
• Onsite support: Yes, at extra cost
• Support levels: All our clients benefit from a dedicated Account Management team, within the team dedicated individuals are assigned to pro-actively manage the requirements of our clients. Additional members of our team are also trained to provide the required cover during any holiday and sickness periods. We do not charge additional fees for our Account Management support.; Our Account Management team communicate effectively with our clients and their responsibilities include but are not limited to the following:; •Management of all aspects of services level agreements; •Scheduling and prioritisation of any work to be completed; •Providing advice on the most efficient and cost effective way to deliver client requirements; •Working alongside the Technical Team to agree input and output formats for all work that is processed; •Dealing with new requests that occur during a contract; •Dealing with any clients queries; •Ensuring all financial aspects are dealt with accurately; •Meeting with clients on a regular basis; •Keeping clients informed of the progress of all work that is being processed, providing progress reports where appropriate; •Acting as the first point of contact for issue resolution; •Actively obtaining all information from clients which is required to deliver work effectively
• Support available to third parties: Yes

Onboarding and offboarding

• Getting started: In order to access the service you will need to register a username and password, these will be used to authenticate the web service requests and will provide access to the admin dashboard.; ; Initially the basic De-duplication and Merge rules are pre-set within the service. Following this we provide a webinar to agree the set-up of specific rules. Ongoing support via phone, email and webinar takes place by the Data8 team. We also provide user documentation and online or onsite training can also be provided for an additional cost.
• Service documentation: Yes
• Documentation formats:
  • HTML
  • PDF
• End-of-contract data extraction: At the end of the contract, the users data will still be within their own Microsoft Dynamics system, there is no data stored that users will need to extract.
• End-of-contract process: The solution will be uninstalled, the additional duplicate detection and merging functionality will no longer be available. ; There will be no additional charge at the end of the contract.

Using the service

• Web browser interface: No
• Application to install: Yes
• Compatible operating systems: Other
• Designed for use on mobile devices: Yes
• Differences between the mobile and desktop service: The Address, Telephone standardisation and batch scheduling are not available on mobile devices. All other key features are the same for mobile and desktop.
• Service interface: No
• User support accessibility: WCAG 2.1 A
• API: Yes
• What users can and can't do using the API: Users can set up and access the API using dedicated plug-in as described in our service definition document. The full functionality, with no limitations, can be accessed through the API. The service can be customised and changes made as detailed in the question below. Free trials of the API can be arranged to enable users to test compatibility and integration.
• API documentation: Yes
• API documentation formats:
  • HTML
  • PDF
• API sandbox or test environment: Yes
• Customisation available: Yes
• Description of customisation: Users can customise their own matching rules using an easy to use interface designed around the “Advanced Find” interface, to cater for their exact requirements, and to enable single-click removal of duplicates.; ; By creating filtered views of recent imports into CRM (e.g. from batch import or from a recurring ERP feed), it is straightforward to create, customise and schedule batch deduplication jobs to regularly identify and remove duplicates.; ; Also, by customising and standardising the address and telephone fields for a specific entity, the user can greatly enhance the match rate for any deduplication rules deployed.

Scaling

• Independence of resources: All applications are run in a load-balanced environment and we constantly monitor the system to ensure there is sufficient capacity, and extend the capacity with additional infrastructure as required. We ensure that our services do not run at a capacity that would enable users to be affected by the demand from other users.

Analytics

• Service usage metrics: Yes
• Metrics types: There is dashboard built in to the solution, which enables a breakdown and analysis of which CRM users are creating duplicates, resolving duplicates and across which entities.; ; Our batch processing enables the user to identify how many duplicates are present across a particular subset of CRM before resolving, various reports may be extracted and analysed pre-merge.
• Reporting types:
  • Real-time dashboards
  • Regular reports
  • Reports on request

Resellers

• Supplier type: Not a reseller

Staff security

• Staff security clearance: Other security clearance
• Government security clearance: Up to 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: Yes
• Datacentre security standards: Supplier-defined controls
• Penetration testing frequency: At least once a year
• Penetration testing approach: ‘IT Health Check’ performed by a Tigerscheme qualified provider or a CREST-approved service provider
• Protecting data at rest:
  • Physical access control, complying with another standard
  • Encryption of all physical media
  • Other
• Other data at rest protection approach: We employ methods to ensure that access to client data is only given on request, with a reason, and a short term basis. Permissions are automatically removed each night.
• Data sanitisation process: Yes
• Data sanitisation type: Deleted data can’t be directly accessed
• Equipment disposal approach: A third-party destruction service

Data importing and exporting

• Data export approach: Download a file from the website
• Data export formats:
  • CSV
  • Other
• Other data export formats: Text
• Data import formats:
  • CSV
  • Other
• Other data import formats: Text

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: Data8 are happy to consider Service Level Agreements (SLAs). We strive to maintain 99.999% up-time (the five 9's) and our up-time statistics are independently monitored by a third-party company and made publicly available online.
• Approach to resilience: We use two geographically separated data centres with independent suppliers in an active/active configuration to protect against data centre outage. Each data centre runs a load balanced set of servers to protect against individual server failure
• Outage reporting: A public dashboard is available

Identity and authentication

• User authentication needed: Yes
• User authentication:
  • 2-factor authentication
  • Public key authentication (including by TLS client certificate)
  • Username or password
  • Other
• Other user authentication: We allow you to use a username and password, or you can configure your own Single Sign on using any SAML-compatible SSO system.
• Access restrictions in management interfaces and support channels: Role-based authorisation restricts access to individual areas of the management interface.
• Access restriction testing frequency: At least every 6 months
• Management access authentication: 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: User-defined
• Access to supplier activity audit information: Users have access to real-time audit information
• How long supplier audit data is stored for: User-defined
• How long system logs are stored for: At least 12 months

Standards and certifications

• ISO/IEC 27001 certification: Yes
• Who accredited the ISO/IEC 27001: QAS International
• ISO/IEC 27001 accreditation date: 27/08/2023
• What the ISO/IEC 27001 doesn’t cover: All our services and associated infrastructure are covered by our ISO/IEC 27001
• ISO 28000:2007 certification: No
• CSA STAR certification: No
• PCI certification: Yes
• Who accredited the PCI DSS certification: Fiserv
• PCI DSS accreditation date: 24/08/2023
• What the PCI DSS doesn’t cover: Card-present (face-to-face)
• Cyber essentials: Yes
• Cyber essentials plus: No
• Other security certifications: Yes
• Any other security certifications: IASME

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: Data8 recognises that the disciplines of confidentiality, integrity and availability in Information Security Management are integral parts of its management function. The Management of Data8 views these as primary responsibilities and fundamental to the best business practice of adopting appropriate Information Security Controls, along the lines laid down in the BS ISO / IEC 27001:2013 standard.; ; Data8 have an Information Security Policy which seeks to operate to the highest standards continuously and implements and operates fully BS ISO / IEC 27001:2013 standard, including continual improvement, through registration and annual review. Responsibility for upholding this policy is truly organisation-wide with the guidance and assistance of the Managing Director who encourages the commitment of all staff to address Information Security as part of their skills. All employees undertake Information Security training as part of their induction along with formal training annually in addition to continual on the job training. Regular internal and external audits are undertaken which are reported to the Managing Director.

Operational security

• Configuration and change management standard: Supplier-defined controls
• Configuration and change management approach: All change requirements are tracked and linked to final implementation details such as code changes. Security impact is included as part of the review process before changes are accepted for deployment
• Vulnerability management type: Supplier-defined controls
• Vulnerability management approach: Vulnerabilities are logged as security incidents and categorised by severity. Patches can be deployed on a continual basis within 30 minutes. Information will come from internal testing and reviews and the technology/infosec media
• Protective monitoring type: Supplier-defined controls
• Protective monitoring approach: Intrusion Detection and Firewall notification reports. Responses may include temporarily disabling a service or blocking a source IP address, typically within 30 minutes
• Incident management type: Supplier-defined controls
• Incident management approach: Incidents are logged, categories and assigned. Once the incident is resolved the resolution is reviewed and signed off by another member of staff. Affected customers will be notified as appropriate.

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
  • Tackling economic inequality
  • Equal opportunity
  • Wellbeing

  Fighting climate change

  We see our impact as being quite small as we do not have a physical product or output. However, we seek excellence in every aspect of our business and is committed to minimising the environmental impacts of our business operations.; ; We minimise travel by our employees as much as possible and we have developed demonstrations for all our products and services so that they can be delivered via an online meeting as opposed to face-to-face meetings. We deliver over 95% of the training and support for our services via online meetings.; ; We have a flexible working policy and many of our employees work from home on a regular basis reducing travel to and from the office. The Directors of the Company use Electric Vehicles, we also encourage employees to cycle to work and provide access to salary sacrifice schemes such as Cycle to Work schemes.; ; We have designated recycling bins in the office to ensure everything is recycled where possible. All our communications to clients including invoices, quotes and statements are delivered electronically to minimise printing and where printing is necessary all our printers are configured to print on both sides. We minimise energy in our server centres by utilising low energy Dell Servers. We have plans to reduce our size in the server centres as we move to more cloud-based servers.; ; We have an environmental policy in place which sets out our objectives and we communicate the importance of environmental issues to our employees on a regular basis and we work together with our employees, service partners, suppliers, landlords and their agents to promote improved environmental performance.

  Tackling economic inequality

  We actively support in work-progression and all our Senior Management Team who head various functions within the business have been internal promotions. Training is offered and we make it clear to employees they can request this at any time. We encourage all employees to learn skills and experience for their role which can include formal qualifications, many of our staff have gained formal qualifications relating to our industry.; We have zero tolerance to slavery and human trafficking; all our employees are paid more than the minimum wage and are contracted to work no more than 37.5 hours per week. We expect those in our supply chain and contractors to comply with our values and manage this through our supplier onboarding process.

  Equal opportunity

  All services we provide are developed and supported by our full-time employees. We are open to employing a wide and diverse population staff. To consolidate and build upon this diversity, it is essential that equality of opportunity and the absence of unfair discrimination be at the core of all the company’s activities. ; We recognise the link between equality and quality and will not unfairly discriminate in the recruitment or general treatment of staff based on age, colour, disability, ethnicity, ethnic origin, gender, marital status, national origin, race, religion, sexual identity or belief or any other factor. ; The Directors have responsibility for ensuring that the company operates within the legal framework for equality and for implementing the policy throughout the company.

  Wellbeing

  We have a flexible working policy, many of our employees work from home and we ensure that equipment is provided to enable them to do this efficiently. ; All our teams have regular calls to ensure that staff working from home are communicated with and engaged. ; We are extremely flexible about allowing employees to use work time to deal with non-work worries and attend any required appointments. Our employees can change their working hours on a regular basis to attend for example parents evening or sports day for their children.; We offer a generous holiday allowance which includes closure during the Christmas period, the employee’s birthday and additional bonus days are awarded as a reward for periods without absence. ; We offer a relaxed working environment and provide a selection of hot and cold drinks; fresh fruit is provided in the office for our staff to enjoy and help improve their health.; We have a social committee which consists of volunteers from various departments or areas within Data8 who are passionate about creating a positive and inclusive work environment. They work together to plan and execute events, often soliciting feedback from other employees to ensure that the activities they organize are enjoyable and meaningful to the broader employee base.

Pricing

• Price: £15,000 to £25,000 a licence a year
• Discount for educational organisations: Yes
• Free trial available: Yes
• Description of free trial: We offer a free trial for a 30 day period with full functionality except that you cannot auto-merge in batch and we only provide 10% of the duplicate results via batch jobs.
• Link to free trial: https://appsource.microsoft.com/en-us/product/dynamics-365/data8.duplicare?tab=overview

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@data-8.co.uk. Tell them what format you need. It will help if you say what assistive technology you use.