PLACECUBE LIMITED

Placecube eCasework

Case management for Councillors and Members. Record and complete casework, engage with local residents and authority officers, organise events and deadlines, and gain local insight. eCasework is the all-in-one solution for councillors, MLAs, AMs, MPs, MSPs and unions

Features

• Case management: streamline casework and prioritise workload
• Complaint tracking to manage the process with constituents and council
• Collaborative working: reassign cases between members
• Secure email service
• File storage keep case records secure and at your fingertips
• Address book
• Reporting and analytics
• Local data dashboard
• Calendar to manage your appointments through a single view
• Well suited to individual Councillors/Members and their assistants

Benefits

• Manage casework on-demand: from anywhere at any time
• Solve cases in a timely manner with notifications and deadlines
• Identify prevalent local issues from your casework
• Record correspondence with residents, businesses and authority departments automatically
• See when events and casework clashes with your personal calendar
• Store important letters, photos, documents and other case-related files
• Save money with our affordable pricing plans
• Collaborate with other elected representatives on cases
• Keep your account secure with two-factor authentication

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

Framework

G-Cloud 15

Service ID

283766873361712

Contact

Jenny Dias
020 8895 6756
enquiries@placecube.com

About your service

• Service categories:

  Applications

  Collaborative

  • Enterprise community
  • Team collaboration
• Multi cloud support: No

Service scope

• Software add-on or extension: No
• Cloud deployment model: Public cloud
• Service constraints: Scheduled maintenance takes place outside of the standard service hours of Monday-Friday 09.00-17:30. Planned maintenance downtime is always advertised in advance, and outside of these windows the service is normally available for use 24x7.
• System requirements:
  • Internet or mobile data connection
  • JavaScript enabled

User support

• Email or online ticketing support: Yes
• Support response times: Full email helpdesk facilities are available Monday to Friday 09.00-17.30 (excluding bank holidays). Most emails to our support helpdesk are answered on the same working day and many are answered within 2 hours.
• User can manage status and priority of support tickets: No
• Phone support: Yes
• Phone support availability: 9 to 5 (UK time), 7 days a week
• 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: Click on Web Chat
• Web chat accessibility testing: None
• Onsite support: Yes, at extra cost
• Support levels: Standard support is provided as part of the annual subscription through a UK-based helpdesk.; Services are provided Monday to Friday 09.00-17:30
• Support available to third parties: Yes
• AI chatbot: No

Onboarding and offboarding

• Getting started: On registration you'll be sent a Getting Started guide and invited to join your account manager for online training. You can follow our in-app walkthrough and self-service support videos and documentation too. Onsite training is available at additional cost.
• Service documentation: Yes
• Documentation formats:
  • HTML
  • PDF
  • Other
• Other documentation formats: Video
• End-of-contract data extraction: If you no longer wish to use the service, we can provide an encrypted archive of all client-owned data stored within the platform.
• End-of-contract process: Users can cancel their subscription by removing their card details or notifying their account manager
• 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
• Service interface: Yes
• User support accessibility: WCAG 2.2 AA
• Description of service interface: Access through web browser over the internet
• Accessibility standards: WCAG 2.2 AA
• Accessibility testing: None
• API: No
• Customisation available: No

Scaling

• Independence of resources: Customer environments are logically segregated, preventing users and customers from accessing unassigned resources. Customers maintain full control over their data access, and individual customer data is securely stored in an isolated schema. Users must register and log in to the service with username and password, with multi-factor authentication (MFA) available. Access to individual website assets is controlled by the owners of those assets using a robust role-based access control; ; (RBAC) mechanism, therefore any user may only see what they have been explicitly granted permission to see.

Analytics

• Service usage metrics: Yes
• Metrics types: All login requests and end user contribution activity.
• Reporting types: API access
• Resource tagging: Yes
• FOCUS resource tagging: Yes

Resellers

• Supplier type: Not a reseller

Staff security

• Staff security clearance: Conforms to BS7858:2019
• 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: No
• 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 CREST-approved service provider
• Protecting data at rest:
  • Physical access control, complying with SSAE-18 / ISAE 3402
  • Encryption of all physical media
• Data sanitisation process: Yes
• Equipment disposal approach: In-house destruction process
• Data sanitisation type:
  • Deleted data can’t be directly accessed / Cryptographic Erasure
  • Data Erasure
  • Explicit overwriting of storage before reallocation / Secure Erase

Data importing and exporting

• Data export approach: By request to account manager
• 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)
• Data protection within supplier network: TLS (version 1.2 or above)

Availability and resilience

• Guaranteed availability: We aim to provide at least a 99.9% uptime service availability level. The service is fully resilient, with no single points of failure throughout the technology stack. The service comes with a 4-hour recovery time objective (RTO) and a 1-hour recovery point objective (RPO). This means that in the event of a major loss of infrastructure, the service would be available again within 4 hours, with a data loss of no more than 1 hour.; Availability excludes agreed scheduled maintenance events, customer-caused or third party-caused outages or disruptions, or outages or disruptions attributable in whole or in part to force majeure events. Any service-impacting planned maintenance work is always performed outside of UK business hours, with adequate notification to our clients.; Incremental database backups are taken continuously throughout the day, configured with a 35-day retention period, with support for point-in-time restore within that period. The file storage solution is backed up daily and offers support for point-in-time restore. Backups are stored across multiple data centres and are fully encrypted.
• Approach to resilience: Redundancy across all application tiers, spread across multiple physical data centres.
• Outage reporting: Support platform where service outages are reported and customers are added to the ticket and emailed the details.; Email alerts

Identity and authentication

• User authentication needed: Yes
• User authentication:
  • Identity federation with existing provider (for example Google Apps)
  • Username or password
  • Other
• Other user authentication: Users login with a username and password or sign in via federated authentication method, such as Google, Linkedin, or any OpenId Connect provider.
• Access restrictions in management interfaces and support channels: The security requirements of each business application are determined by a risk assessment.; The access rights consider:; Classification levels of information processed within application ensuring consistency between the classification levels and access control.; Data protection, privacy legislation and client contractual commitments regarding access to data or services; The “need to know” principle (i.e., access is granted at the minimum level necessary for the role); Everything is forbidden unless expressly permitted,; Users’ privileges needed to perform their roles, subject to it being on a need-to-use and event-by-event basis.; User access requests are subject to formal authorisation and to periodic review
• Access restriction testing frequency: At least every 6 months
• 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 contact the support team to get audit information
• How long user audit data is stored for: At least 12 months
• Access to supplier activity audit information: Users contact the support team to get 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: We follow ISO 27001 standard, policies and procedures encompassing all the Controls in the standard. We are audited by third party organisations, against the standard, annually.; Roles and Responsibilities have been defined and have the full backing of Management. The Chief Security Officer, and the Information Security Officers are responsible for and have the authority to implement the overall direction of all security functions within the organisation, both physical and digital.; All Staff and associates are contractually bound to adhere to the Company's ISMS
• Software Security Code of Practice: Yes

Operational security

• Configuration and change management standard: Supplier-defined controls
• Configuration and change management approach: Each individual project has its own Configuration Management Database (CMDB), describing all Configuration Items (CIs) . The CMDB is maintained as a Git repository describing current and historical state of all CIs. Whenever a change is made within an environment, manually or automatically, the CMDB repository is updated to reflect the change.; ; Change requests are reviewed by project lead/Line Manager Comments, questions, revisions, and updates are recorded, a full assessment is carried out, and the Change approved or rejected.; Tests for both successful change deployment, and successful rollback are reviewed, modified and implemented.
• Vulnerability management type: Supplier-defined controls
• Vulnerability management approach: Amazon GuardDuty continuously monitors our hosted services for malicious activity which sends alerts through Slack to allow us to detect unusual activity within the infrastructure.; Placecube implements BitDefender providing malware and antivirus protection on devices and includes risk analysis providing insight into vulnerabilities on a per device basis. BitDefender also provides web filtering.; Barracuda proactively scans emails for phishing emails, malware, sanctioned content etc, and quarantine emails.; External services monitored include:; HMRC Employment Law/Security; ECSC Information/Security/Cyber; NCC Group Information/Security/Cyber; NCSC Weekly Threat report; NHS Digital cyber alerts channel Weekly Threat report; PDS National Management Centre Real Time Cyber alerts
• Protective monitoring type: Supplier-defined controls
• Protective monitoring approach: Services are monitored continuously, with alerting to the support team. The support team will assess the potential compromise and undertake corrective action according to the severity threat level.
• Incident management type: Supplier-defined controls
• Incident management approach: Managed through our Customer Care Portal. The CSO, ISO and Management ensure appropriate action taken in accordance with ISO27001 Incident management policy.; Incident reports are communicated to interested parties via email and the Customer Care Portal. ; Monthly management business reviews are conducted with all customers.
• 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: Yes
• Description of free trial: Our 30-day free trial includes full access to the paid product
• Link to free trial: https://ecasework.com/account/newuser

Discount percentage by annual call-off contract value (excluding VAT)

• Less than £250,000: 0%
• Between £250,000 and £500,000: 0%
• Between £500,001 and £1,000,000: 0%
• Between £1,000,001 and £2,500,000: 0%
• Between £2,500,001 and £5,000,000: 0%
• Over £5,000,001: 0%

Non-mandatory Standards and certifications

• ISO/IEC 27001 certification: Yes
• Who accredited the ISO/IEC 27001: British Assessment Bureau
• ISO/IEC 27001 accreditation date: Tuesday 9 December 2025
• What the ISO/IEC 27001 doesn’t cover: Physical Premises as we are a virtual company
• 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: E7cddcfe-e7e7-4d51-9a98-722ce14cf143
• Cyber essentials plus: Yes
• Please provide your Cyber Essentials Plus Certificate Number: 2bdf4218-86ec-45a5-b41a-da7a7c3fe820
• 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
    • 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
    • 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: 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

  • 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

    • Activities that demonstrate a collaborative way to work with a diverse range of businesses as part of the supply chain
    • Structuring of the supply chain selection process to ensure fairness (e.g. anti-corruption) and encourages participation by a diverse range of businesses, including with regard to new businesses, entrepreneurs, start-ups, SMEs, VCSEs and mutual
    • 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)

  • 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
    • 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
    • Working conditions which promote an inclusive working environment and promote retention and progression
    • 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
    • Creation of outreach activities to create a pipeline of employees for the future contract delivery

  • 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

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