EPASS LTD

ePass

ePass is a digital permitting, licensing, certification & registration platform. It automates application, renewal, and enforcement workflows, using AI assistance and a secure digital wallet. The platform reduces administrative burden, improves compliance, and enables scalable, paperless licensing across jurisdictions. Integrations include Gov.uk Pay and Notify.

Features

• Digital applications and renewals across multiple regulatory authorities
• Guided application support to reduce errors and processing time
• Secure digital licence/certification generation for businesses and citizens
• Automated compliance checks and workflow management for regulators
• Real-time licence status tracking and notifications
• Integrated enforcement tools for inspections and monitoring
• Scalable SaaS platform supporting multiple licence types and jurisdictions
• Secure data management meeting government-grade standards
• Reduced paperwork through fully paperless processes

Benefits

• Faster approvals through automated, guided digital application processes
• Reduced administrative burden for government teams and enforcement officers
• Lower compliance costs for citizens and businesses
• Improved accuracy and fewer errors in applications and renewals
• Centralised access to all registrations in one secure digital location
• Better regulatory oversight through real-time data and insights
• Increased productivity for both public sector and private organisations
• Reduced environmental impact through paperless, digital-first processes
• Scalable platform supporting local and national regulatory expansion

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 contact@epass.tech. Tell them what format you need. It will help if you say what assistive technology you use.

Framework

G-Cloud 15

Service ID

261118191952432

Contact

James Buchan
+44 (0) 20 3154 7570
contact@epass.tech

About your service

• Service categories:

  Applications

  Production and operations

  Service industry and public sector operations

  • Healthcare
  • Education
  • Public Order and Safety
  • Police
  • Defence
  • Social Security Administration
  • Adult Social Care
  • Children's Social Care
  • Other
• Multi cloud support: Yes

Service scope

• Software add-on or extension: No
• Cloud deployment model: Public cloud
• Service constraints: EPass integrates with existing government systems and workflows, so implementation timelines can vary depending on data quality, technical readiness, and procurement processes. The platform is designed for regulated environments and requires appropriate governance and change management to maximise benefits.
• System requirements:
  • Secure cloud hosting environment meeting government security standards
  • API access to any required integrations
  • Role-based user authentication and access control framework
  • GDPR-compliant data storage and processing infrastructure
  • Scalable database to support high-volume transactions
  • Secure encryption for data in transit and at rest

User support

• Email or online ticketing support: Yes
• Support response times: P1 - Critical (Emergency) - 30 minutes (24/7); P2 - High (Major Impact) - 1 hour; P3 - Medium (Standard Issue) - 4 hours; P4 - Low (Minor Issue) - 4 hours; P5 - Service Request - 8 hours
• User can manage status and priority of support tickets: Yes
• Online ticketing support accessibility: WCAG 2.2 AA
• Phone support: Yes
• Phone support availability: 24 hours, 7 days a week
• Web chat support: Yes, at an extra cost
• Web chat support availability: 24 hours, 7 days a week
• Web chat support accessibility standard: WCAG 2.2 AA
• Web chat accessibility testing: None to date
• Onsite support: No
• Support levels: P1 - Critical (Emergency) - 30 minutes (24/7); P2 - High (Major Impact) - 1 hour; P3 - Medium (Standard Issue) - 4 hours; P4 - Low (Minor Issue) - 4 hours; P5 - Service Request - 8 hours; ; Support levels are dependent on contract requirements.; ; Technical account manager would be provided.
• Support available to third parties: Yes
• AI chatbot: Yes

Onboarding and offboarding

• Getting started: Extensive onsite training, online training, and user documentation provided.
• Service documentation: Yes
• Documentation formats:
  • HTML
  • PDF
• End-of-contract data extraction: Data is formatted and exported from the database, then transferred to the client in a secure format.
• End-of-contract process: At the end of the contract, customers may choose to renew, extend, or terminate the agreement. If the contract ends, ePass will support an orderly transition, ensuring continued access to data for an agreed period to allow export or migration to another system. All customer data remains the property of the customer and will be securely returned or deleted in line with contractual terms, data protection legislation, and retention policies. Any integrations will be decommissioned safely, and user access will be revoked. Where required, ePass can provide transition support or documentation to minimise operational disruption.
• Documentation accessibility standard: WCAG 2.2 AA

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: None, apart from UI/UX design.
• Service interface: Yes
• User support accessibility: WCAG 2.2 AA
• Description of service interface: Public facing interface where citizens or businesses register and access their registrations. Admin & Enforcement role based access interface where Government & enforcement staff view analytics, make approvals & conduct inspections.
• Accessibility standards: WCAG 2.2 AA
• Accessibility testing: Extensive accessibility testing and audits completed as part of a live Government service.
• API: Yes
• What users can and can't do using the API: The API makes available all licence, registration & permitting data so this can be utilised by other government services. This can also be made available to other 3rd parties in line with data sharing requirements and agreements.
• API documentation: Yes
• API documentation formats: Open API (also known as Swagger)
• API sandbox or test environment: Yes
• Customisation available: Yes
• Description of customisation: Application, approval, certification and enforcement flows can all be customised as per the requirements of the customer. This is typically modified upfront ahead of implementation, as regulation will be fixed. Businesses and citizens can modify and remove their own data in line with regulation requirements.

Scaling

• Independence of resources: EPass uses a cloud-native, serverless, multi-tenant architecture with logical data isolation, auto-scaling infrastructure, and load balancing. Resources scale dynamically based on demand, ensuring peak usage does not impact users. Continuous monitoring, performance thresholds, and capacity planning are used to maintain consistent availability and performance for all users.

Analytics

• Service usage metrics: Yes
• Metrics types: Dashboard stats include application, approval and inspection statistics. These can be modified per customer requirement. Typically Google Analytics integration into the service (client account). Could metrics are displayed on the relevant customer cloud account e.g. AWS, Azure, GCP.
• Reporting types: Real-time dashboards
• Resource tagging: Yes
• FOCUS resource tagging: Yes

Resellers

• Supplier type: Not a reseller

Staff security

• Staff security clearance: Other security clearance
• Government security clearance: 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 4.0)
• Penetration testing frequency: At least once a year
• Penetration testing approach: ‘IT Health Check’ performed by a CHECK service provider
• Protecting data at rest:
  • Physical access control, complying with SSAE-18 / ISAE 3402
  • Encryption of all physical media
  • Scale, obfuscating techniques, or data storage sharding
• 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:
  • Data Erasure
  • Explicit overwriting of storage before reallocation / Secure Erase

Data importing and exporting

• Data export approach: CSV or database download
• Data export formats: CSV
• Data import formats: CSV

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)

Availability and resilience

• Guaranteed availability: 99.9% availability. Measured monthly, excludes scheduled maintenance.
• Approach to resilience: Available upon request.
• Outage reporting: A public dashboard.

Identity and authentication

• User authentication needed: Yes
• User authentication:
  • Multi-Factor Authentication (MFA)
  • Public key authentication (including by TLS client certificate)
  • Username or password
• Access restrictions in management interfaces and support channels: EPass restricts access to management interfaces and support channels using role-based access control and the principle of least privilege. Administrative access is limited to authorised personnel only and protected by strong authentication, including multi-factor authentication. Access rights are reviewed regularly and removed promptly when no longer required. Support channels are restricted to verified users, with identity validation and audit logging in place to ensure accountability and prevent unauthorised access.
• Access restriction testing frequency: At least every 6 months
• Management access authentication:
  • Multi-Factor Authentication (MFA)
  • Public key authentication (including by TLS client certificate)
  • 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: 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: User-defined

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: EPass follows a structured information security management approach aligned with ISO 27001 principles. We maintain documented policies covering access control, data protection, secure development, risk management, incident response, business continuity, and supplier security.; ; Information security accountability sits with the CTO, who reports directly to the CEO. Day-to-day responsibilities are clearly defined, with role-based access controls and least-privilege principles applied across all systems.; ; Compliance with policies is ensured through mandatory staff onboarding and security awareness training, documented procedures, regular internal reviews, continuous monitoring, and audit logging. Any security incidents or non-compliance are managed through a defined incident response and escalation process to senior management.
• Software Security Code of Practice: Yes

Operational security

• Configuration and change management standard: Complies with a recognised standard, for example CSA CCM v4.0 or SSAE-18 / ISAE 3402
• Configuration and change management approach: EPass follows a controlled configuration and change management process aligned with ISO 27001 and secure DevOps practices. All service components are version-controlled and tracked throughout their lifecycle using source control and infrastructure-as-code. Changes undergo peer review, testing, and approval, with security impact assessed before deployment. Security-sensitive changes receive additional review by the CTO. Deployments are logged, monitored, and supported by rollback procedures to minimise risk.
• Vulnerability management type: Complies with a recognised standard, for example CSA CCM v4.0 or SSAE-18 / ISAE 3402
• Vulnerability management approach: EPass operates a proactive vulnerability management process aligned with industry best practice. We assess potential threats through continuous monitoring, automated vulnerability scanning, dependency management, and regular risk reviews. Security patches are prioritised based on severity, with critical vulnerabilities addressed immediately and deployed as soon as testing is complete, typically within hours or days. We stay informed of emerging threats through vendor security advisories, cloud provider alerts, open-source vulnerability databases (such as CVE/NVD), and trusted security mailing lists and bulletins.
• Protective monitoring type: Complies with a recognised standard, for example CSA CCM v4.0 or SSAE-18 / ISAE 3402
• Protective monitoring approach: EPass uses continuous, cloud-native protective monitoring to identify potential compromises through centralised logging, real-time alerts, anomaly detection, and audit trails across applications, infrastructure, and access events. Indicators such as unusual login patterns, privilege changes, data access anomalies, or system errors trigger alerts.; ; When a potential compromise is identified, our incident response process is initiated immediately. This includes containment actions (such as access revocation or service isolation), investigation using logs and monitoring data, remediation, and documented escalation to senior management.; ; We respond to critical security incidents immediately, typically within hours, with lower-severity events addressed according to defined priority and risk.
• 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: EPass operates a documented incident management process aligned with ISO 27001 principles. We maintain pre-defined procedures for common security and operational events, including data incidents, service outages, and access issues, ensuring consistent and timely responses.; ; Users can report incidents via designated support channels, including email and the service helpdesk, with incidents logged, prioritised, and tracked through to resolution. Internally detected incidents follow the same process.; ; For security or service-impacting incidents, we provide clear incident communications and post-incident reports to affected customers, outlining the issue, impact, actions taken, and any preventative measures implemented.
• 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: 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: 1%
• Between £500,001 and £1,000,000: 2%
• Between £1,000,001 and £2,500,000: 3%
• Between £2,500,001 and £5,000,000: 4%
• Over £5,000,001: 5%

Non-mandatory Standards and certifications

• ISO/IEC 27001 certification: No
• ISO 28000:2022 certification: No
• ISO 9001 certification: No
• Quality management systems (QMS): Yes
• CSA STAR certification: No
• PCI certification: No
• Cyber essentials: Yes
• Please provide your Cyber Essentials Certificate Number: 201d8a97-6534-4834-a3a7-64bc2ed7835d
• Cyber essentials plus: Yes
• Please provide your Cyber Essentials Plus Certificate Number: 7fe6f8ba-e3f5-456e-b1c5-ae59bf784492
• 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
    • New apprenticeships on the contract workforce in the relevant area that meet the criteria set out in MAC 1b
    • 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
    • Volunteering opportunities for staff
    • 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
    • Means of influencing staff, suppliers, customers, communities and/or any other appropriate stakeholders with respect to modern slavery risks relating to the contract

  • 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 2: Skills for growth: Supporting growth sectors and addressing skills gaps.

    • Understanding of employment and relevant skills issues, and of the education and training issues relating to the contract. Illustrative examples: demographics, skills shortages, new opportunities in high growth sectors, geographic/local community and skills/employment challenges
    • Support for educational attainment relevant to the contract, including training schemes that address skills gaps and result in recognised qualifications
    • Activities to support relevant sector related skills growth and sustainability in the contract workforce. Illustrative examples: careers talks, curriculum support, literacy support, safety talks and volunteering
    • Delivery of apprenticeships, supported internships and T Level industry placement opportunities (Level 2, 3 and 4+) in relation to the contract

  • 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 3: Resilient, innovative and flexible supply chains: Support economic growth through enabling resilient businesses, opportunities for small businesses and voluntary, community and social enterprises

    • Understanding of local demographics, needs and opportunities for the co-design of the goods, services and works to be delivered under the contract
    • Methods for engaging with different parts of the community (including the education system and charities representing the community) and how communities come together to inform decisions, strategy and projects to leave a positive legacy for future generations
    • Measures to involve local stakeholders and/or users in design (e.g. in the design of services, systems, products or buildings)
    • Plans for positive actions with community groups.
    • Measures for making facilities used in the delivery of the contract available for community groups, education or training
    • Measures to engage users and communities and build relationships to increase community integration build trust and influence how the contract is delivered
    • Plans to respond flexibly and adapt approaches to community engagement and initiatives
    • Support for community-led initiatives relevant to the contract. Illustrative examples: improving transport links; reducing loneliness; helping with English language proficiency; and facilitating social mixing among people with different backgrounds
    • Collaborating with anchor institutions and community groups to make facilities available for education, training or community events

  • 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
    • 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
    • Offering a range of quality opportunities with routes of progression if appropriate, e.g. T Level industry placements, students supported into higher level apprenticeships.
    • 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
    • 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

  • 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 contact@epass.tech. Tell them what format you need. It will help if you say what assistive technology you use.