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Maywoods ltd

Booking and Space Utilisation System

Provides fast, easy and simple booking system with analytical reports. It is fully customisable to any organisations needs and can provide insights into an organisations space utilisation.

Features

  • Real time booking and management of rooms
  • Real time booking and management of desks
  • Customisable workflows for bookings
  • Booking approval for any desks or rooms
  • Allows catering to be added to rooms
  • Fully customisable to any organisations needs
  • Built in reporting
  • Add images and notes to specific bookable rooms or desks
  • Smart and simple admin interface

Benefits

  • Provides insights into booking behaviours and space utilisation
  • Can be customised to fit any organisations needs
  • No hidden costs for additional features

Pricing

£10,000 to £75,000 a licence a year

  • Free trial available

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 andy@maywoods.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

1 8 9 3 0 9 3 1 7 4 4 1 6 4 7

Contact

Maywoods ltd Andrew Holland
Telephone: 07799 293 159
Email: andy@maywoods.co.uk

Service scope

Software add-on or extension
No
Cloud deployment model
  • Private cloud
  • Hybrid cloud
Service constraints
There are no definitive constraints however, maintenance and system upgrades will happen throughout the year but advance notice will be provided to all our customers.
System requirements
  • Ability to access the internet
  • Must be up to date with all Microsoft security patches

User support

Email or online ticketing support
Email or online ticketing
Support response times
Support 9am - 5.30pm (Excluding weekends and bank holidays)
User can manage status and priority of support tickets
No
Phone support
No
Web chat support
No
Onsite support
Yes, at extra cost
Support levels
9.00 - 5.00 (Excluding weekends and Bank Holidays) Response time - 2 hours after issue reported Estimated resolution times High - 1 Day Normal - 4 Days Low - 8 Days 24/7 Support is available price TBC on application.
Support available to third parties
No

Onboarding and offboarding

Getting started
Customers will be offered: 2 x Online training sessions to with a view of training the trainers Additional training session 1/2 day online training sessions will be charged at the day rate at the time of purchase. Customer's will receive full user documentation to user the system. The system also contains inbuilt help.
Service documentation
Yes
Documentation formats
PDF
End-of-contract data extraction
When the contract ends the user will receive any data held by Maywoods in an encrypted CSV file. All data held on the servers will be deleted by Maywoods and eventually destroyed by Microsoft in line with UK data protection law.
End-of-contract process
There are no additional charges at the end of the contract for the data extraction to CSV. If the customer requires any thing further this will be assessed and costed at the time of the request

Using the service

Web browser interface
Yes
Supported browsers
  • Internet Explorer 11
  • Microsoft Edge
  • Chrome
  • Safari
Application to install
No
Designed for use on mobile devices
No
Service interface
No
User support accessibility
None or don’t know
API
No
Customisation available
No

Scaling

Independence of resources
We automatically scale resources based on the demand of the overall system.

Analytics

Service usage metrics
Yes
Metrics types
Our system has a specific dashboard showing system metrics such as: 1. Usage 2. Access 3. Number of Audits performed 4. Data load failures 5. Timeouts
Reporting types
Regular reports

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
No
Datacentre security standards
Managed by a third party
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 CSA CCM v3.0
Data sanitisation process
No
Equipment disposal approach
A third-party destruction service

Data importing and exporting

Data export approach
The system does not allow users to export data from the system, only at the end of contract will data extraction be performed and this data will be transferred to the customer in encrypted CVS.
Data export formats
CSV
Data import formats
  • CSV
  • Other
Other data import formats
Microsoft XLS

Data-in-transit protection

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

Availability and resilience

Guaranteed availability
We currently offer a guarantee of 97% uptime of the system. We currently offer no refund is this breached within the year.
Approach to resilience
Available on request.
Outage reporting
Any system outages will be reported via an email from our support system to customer designated individuals.

Identity and authentication

User authentication needed
Yes
User authentication
Username or password
Access restrictions in management interfaces and support channels
Management Interfaces can only be accessed by specific company users who will authenticate with their username and password. These interfaces are not accessible via the customers user interface and are sat in Maywoods Azure cloud.
Access restriction testing frequency
At least once a year
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
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
No
ISO 28000:2007 certification
No
CSA STAR certification
No
PCI certification
No
Cyber essentials
Yes
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
Other
Other security governance standards
Cyber Essentials
Information security policies and processes
Maywoods have a number of policies relating to security.

1. User Access Policy.
2.Records Management Policy.

Maywoods DPO is responsible for ensuring these policies are adhered. These polices are reviewed every 12 months unless directed otherwise by national changes to guidelines, best practice or Law changes.

As most of our data is stored in Microsoft Azure UK data centre we follow Microsoft strict security guidelines for the storage and processing of data in the cloud

In the event of a security incident a root cause analysis is performed as part of a lessons learned activity. Any actions are closely monitored and ongoing assurance is provided to the DPO.

Operational security

Configuration and change management standard
Supplier-defined controls
Configuration and change management approach
We have a Change Advisory Board (CAB) in place which is required to authorise any changes to made to the system. The CAB reviews all Change requests inline with our Change Management policy. Each change request is risk assessed and which includes impact assessment and this includes any security risks. In addition a full back out plan is included ready to be actioned in the event the change is unsuccessful.
Vulnerability management type
Supplier-defined controls
Vulnerability management approach
Our technical team continually review security publications to horizon scan for future potential threats. As our infrastructure in on Microsoft Azure all security patches are applied by them and automatically deployed to our infrastructure. We review all Microsoft security notices and alerts and discuss monthly with our account manager any security issues.
Protective monitoring type
Supplier-defined controls
Protective monitoring approach
We use Microsoft Azure tools to monitor our system. The tools allow us to monitor and identify any potential comprises. In the event a compromise is detected we will act immediately with support from Microsoft to fix any potential issues affected by any potential compromise.
Incident management type
Supplier-defined controls
Incident management approach
We have an incident management process. This covers any type of issue or incident and is reported to our online service desk. If users want to report any incidents they would follow our normal service desk process. We will provide emails to our customers updating them on incidents with current actions and details of the resolution.

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

Fighting climate change

We have recently reduced the size of our office place and shifted our staff to working from home over 90% of the time. This has reduced our contribution to carbon emissions. In addition we have removed printers from our offices and reducing our paper usage which has in turn reduced our carbon footprint.

Pricing

Price
£10,000 to £75,000 a licence a year
Discount for educational organisations
No
Free trial available
Yes
Description of free trial
All features available in our system will be provided as part of a free 1 month trial.

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