Kahootz Secret collaboration platform
Kahootz Red is a quick-to-deploy containerised platform for public sector collaboration. Designed in-line with MOD Secure-by-Design principles for SECRET and above data, create, communicate and collaborate in real time in high-assurance environments through customisable workspaces and collaborative working environments, providing the control, security, and agility that critical programmes demand.
Features
- Unlimited secure workspaces, rich functionality, highly configurable for partner collaboration
- Advanced site configuration, auditing, and centralised system administration and governance
- Flexible deployment options, document configuration control, permissions and access controls,
- Built in accordance with UK MOD’s Secure-by-Design (SbD) principles
- Custom security policies with SSO, ABAC and IdAM integration.
- Secure API-driven integration offering voice, chat and video functionality.
- Secure file share, shared workspace, partner information sharing, document collaboration
- secure email alternative, approval workflows, hybrid collaborative working environment software
- Corporate branding, white labelling, workspace and process flow template creation
- Integrated document, spreadsheet, and presentation editors for professional office workflows.
Benefits
- Enables more effective collaboration with users at higher assurance levels
- Breaks down organisational silos, rapid deployment of workgroups and communities
- Deeper levels of service integration, management and monitoring (SIaM)
- On-premise sovereign alternative to Microsoft office, SharePoint, Word, PowerPoint, Excel
- Easy-to-deploy and use tools improve knowledge and stakeholder engagement
- Persistent communication. Voice, video, chat and discussion alternative to Teams
- Cross-domain, air-gapped and internationally deployable in support of international programmes
- Centralise business intelligence and data analysis tools through integration
- Applicable for controlled information including ITAR, NNPI, CUI and EAR
- Aids social collaborative working in high integrity and trust environment
Pricing
- Education pricing available
- Free trial available
Service documents
Request an accessible format
Framework
G-Cloud 15
Service ID
2 9 2 0 9 0 3 8 0 3 1 5 5 7 0
Contact
Kahootz Ltd
Luca Leone
Telephone: 01488 648 468
Email: sales@kahootz.com
About the service
- Service categories
-
- Applications
- Content workflow and management
- Content services
- Enterprise Content Management Applications
- Content Sharing and Collaboration Applications
- Document
- Document
- Enterprise portals and digital workspaces
- Multi-Audience Portals
- Integrated Employee Workspaces
- Content services
- Content workflow and management
- Applications
- Multi cloud support
- No
Service scope
- Software add-on or extension
- No
- Cloud deployment model
- Private cloud
- Service constraints
- None
- System requirements
-
- A recent web browser
- An email client
User support
- Email or online ticketing support
- Yes
- Support response times
-
Level Response Resolution
1 - Critical 1 hour 4 hours. A software or hardware fix will be applied if necessary.
2 - Major 1 hour 1 day. A software or hardware fix will be applied if necessary.
3 - Minor 4 hours 2 days.
4 - Problem 1 day Next release.
5 - RFI 1 day Information provided.
6 - RFE 1 day Request noted.
Support requests that are received outside the Support Hours (08:30-17:30 weekdays) are handled at the start of the following support day. Response times may vary due to circumstances out of our control. - User can manage status and priority of support tickets
- Yes
- Online ticketing support accessibility
- WCAG 2.2 AA
- Phone support
- No
- Web chat support
- No
- Onsite support
- Yes, at extra cost
- Support levels
-
1 - Critical
The website is inaccessible to all users, or a critical software function cannot be performed by all users.
2 - Major
A major area of software functionality is not working correctly for many users and there is no convenient workaround.
3 - Minor
Several users are experiencing a software bug that is causing a minor loss of service. The problem is an inconvenience.
4 - Problem
All other bugs. The inconvenience is slight, and can be tolerated.
5 - RFI
Request for information - You are requesting guidance or help with the software configuration or functionality.
6 - RFE
Request for enhancement - You are requesting a new or improved feature in our software.
Support for all the above support levels are provided at no extra cost as part of the service. On-site support is provided at our published G-Cloud consultancy day rate. - Support available to third parties
- Yes
Onboarding and offboarding
- Getting started
-
Kahootz is designed for simplicity and accessibility. It works with all major web browsers and requires no software downloads or plug-ins, removing unnecessary barriers to access.
Service provisioning requests can be made online at http://www.kahootz.com/start-trial, and new workspaces are provisioned immediately upon request. De-provisioning is managed through our support team to ensure secure removal of data.
Most clients find Kahootz intuitive and easy to implement without formal training. To support users, we provide a comprehensive online Knowledgebase and email support for additional assistance.
For organisations seeking more guidance, we offer optional services at an additional cost, including:
Workspace Setup Consultancy and a one-day Workspace Manager training course, covering workspace types, features, layout, customisation, policy settings, and best practices.
Audit Review Workshops to assess implementation, workspace design, template requirements, and user adoption strategies.
System Administrator training, available as a costed option. - Service documentation
- Yes
- Documentation formats
-
- HTML
- Documentation accessibility standard
- WCAG 2.2 AA
- End-of-contract data extraction
-
There are simple interfaces available to users to:
• Export databases, users, document comments and questionnaire results to Microsoft Excel, XML and CSV format
• Export documents and images to a ZIP file.
A data extraction service is available on request at any time during the subscription period or for a period of up to one month after the expiry of the subscription period. All the data that the service holds for a consumer will be exported as follows:
• Structured data will be exported as XML files
• Document and image data will be exported as system files, in their original format, and referenced within the XML files.
Data exports of up to 1Gb can be supplied as a download. The cost of data extraction using our standard export tools is often nil but we may charge a fee if there is a large volume of data.
Kahootz can design and develop a data-extraction process that exports data to meet specific requirements, or to assist in the import of data into another service, subject to design and development costs. Kahootz will provide a fixed-cost quote within 2 days and subsequently start the work within 2 days of being requested. - End-of-contract process
-
Here are no termination costs.
We will commence data removal one month after your license to use Kahootz expires or earlier upon your request.
When this happens, all the data that the service holds for a consumer will be permanently deleted. Data will be removed from the live service within 2 days of being requested but can take 1 additional month to be removed from backup services. The data removal service is free of charge.
Using the service
- Web browser interface
- Yes
- Supported browsers
-
- Microsoft Edge
- Firefox
- Chrome
- Safari
- Opera
- Other
- Application to install
- No
- Designed for use on mobile devices
- Yes
- Differences between the mobile and desktop service
- Full Kahootz functionality is available on mobile devices. Kahootz uses a responsive design which allows it to be re-sized and adapt to the device screen being used. This approach, favoured by GDS, avoids the need to maintain a mobile application and ensures the preservation of custom layouts created by each Workspace or Community Manager.
- Service interface
- Yes
- Description of service interface
- By avoiding the need for software installations, special plug-ins or 3rd party add-ons, we make sure there are no unnecessary IT obstacles to team collaboration. Kahootz is tested to work with all common web browsers and is fully responsive, automatically adapting to any screen on any platform.
- Accessibility standards
- WCAG 2.2 AA
- Accessibility testing
- Our collaboration software is regularly tested with text-only browsers and screen readers to ensure Kahootz meets stringent international accessibility standards, including: ISO/IEC 40500 W3C Web Content Accessibility Guidelines (WCAG 2.2) Level AA and also Section 508 and BS8878.
- User support accessibility
- WCAG 2.2 AA
- API
- Yes
- What users can and can't do using the API
-
The Kahootz API is available to Kahootz Enterprise customers. It provides access to all the functionality and features that are available in the service, apart from reporting.
The API operates over a secure HTTPS connection and uses secure token-based authentication. Data is sent to and from the service using JSON. - API documentation
- Yes
- API documentation formats
- API sandbox or test environment
- No
- Customisation available
- Yes
- Description of customisation
-
Kahootz Enterprise clients have the option, through consultancy services, to customise the look-and-feel of what is presented to their users, which can include:
• Branding the Kahootz service to match your own (existing) website design
• Use of your own URL/domain
• Custom user profiles and site registration pages
• Your own custom default workspace and/or database templates.
System Administrators can configure a Kahootz site with preferred system defaults and, if required, run and manage multiple Kahootz sites concurrently, each with their own configuration sets, customisations and policy settings.
Kahootz provides facilities for authorised users to develop and easily maintain content with tailored navigation. Each workspace can have its own custom layout through a user-configurable dashboard that can include social media content and workspace content.
The workspace structure is a folder-based hierarchy and, within each folder, workspace managers can decide which collaboration objects are available and who is empowered to create and modify them, or even see them.
Throughout the workspace, users can add a narrative to content using the in-built rich-text editor. This makes it extremely easy to provide guidance with pointers to relevant content, instructions as to key actions required, and helpful advice on how to make contributions.
Scaling
- Independence of resources
- We pro-actively manage the service to monitor a large number of metrics such as server CPU, disk usage, storage, database load and network bandwidth to ensure a highly robust, reliable and responsive service.
Analytics
- Service usage metrics
- Yes
- Metrics types
-
Site owners have access to a real-time reporting page which displays metrics corresponding to the parameters on which the subscription in based:
• The number of users paid for and how many are being used
• The number of users, broken down by day or month
• The amount storage paid for and how much is being used
• The amount of storage used, broken down by day or month - Reporting types
- Real-time dashboards
- Resource tagging
- Yes
- FOCUS resource tagging
- Yes
Supplier type
- 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
- Managed by a third party
- 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 another standard
- Encryption of all physical media
- Data sanitisation process
- Yes
- Data sanitisation type
- Deleted data can’t be directly accessed / Cryptographic Erasure
- Equipment disposal approach
- Complying with a recognised standard, for example CSA CCM v4.0, CAS (Sanitisation) or ISO/IEC 27001
Data importing and exporting
- Data export approach
-
Users can:
• Export databases, users, document comments and questionnaire results to Microsoft Excel, XML and CSV format
• Export documents and images to a ZIP file - Data export formats
-
- CSV
- Other
- Other data export formats
-
- JSON
- Zip files
- Microsoft Excel
- HTML
- Data import formats
-
- CSV
- Other
- Other data import formats
-
- ZIP
- Microsoft Excel
- JSON
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)
- Legacy SSL and TLS (under version 1.2)
Availability and resilience
- Guaranteed availability
-
The service level agreement is as follows:
• The minimum availability for the service is 99.95% per month.
• The minimum performance is for the server to process 99% of page requests (excluding bulk operations and reports) within 1 second.
• The minimum availability excludes up to 6 hours per quarter annum of scheduled downtime (between 10pm and 6am on weekdays or between 7pm and 6am on weekends).
To demonstrate that we meet our SLA, we use an independent 3rd party service (Pingdom) to monitor the site and create a public record of availability.
http://stats.pingdom.com/3as4us3d6yr7/674246
Service credits are awarded when the service availability within any month falls below the target service level. The service credit is a percentage of that month’s service fee. For subscriptions that are not billed monthly, the service fee is treated as the pro-rata monthly fee.
Availability Service Credit
>99% and <99.5% 5%
>= 98% and < 99% 10%
>=97% and < 98% 25%
<97% 50%
To receive service credits, a site owner must up to date with their payments and submit a request to accounts.info@kahootz.com, within 30 days after the end of the month in which the service failed to meet its service level agreement. - Approach to resilience
-
Kahootz is hosted on Amazon Web Services (AWS), a hyperscale cloud platform designed for high availability and resilience.
Our service is deployed across multiple AWS Availability Zones to ensure fault tolerance and continuity.
AWS provides geographically diverse network connectivity, N+1 or greater redundancy for power and cooling, and multi-layered physical security.
Traffic volume and network flow are monitored using AWS CloudWatch, and protection against disruptive events such as DoS and DDoS attacks is provided via AWS Shield and AWS WAF.
Further information is available on request.
Further information is available on request. - Outage reporting
-
We use an independent 3rd party service (Pingdom) to monitor the site and create a public record of availability. It is available at:
http://stats.pingdom.com/3as4us3d6yr7/674246
Identity and authentication
- User authentication needed
- Yes
- User authentication
-
- Multi-Factor Authentication (MFA)
- Username or password
- Access restrictions in management interfaces and support channels
- Privileged interfaces available to Kahootz support staff only are protected by secure passwords, specific user accounts, encryption in transit on all protocols, and access is restricted to a key set of physical locations.
- Access restriction testing frequency
- At least once a year
- Management access authentication
-
- Multi-Factor Authentication (MFA)
- Dedicated link (for example VPN)
- 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
- Software Security Code of Practice
- Yes
- Security governance certified
- Yes
- Security governance standards
- ISO/IEC 27001
- Information security policies and processes
- Kahootz is accredited to ISO27001:2022. We have a detailed set of policies and procedures that ensure our rigorous approach to security is followed consistently. Security is a board-level responsibility. We have monthly, quarterly and annual reviews involving senior management, together with an annual audit by an accredited security professional.
Operational security
- Configuration and change management standard
- Supplier-defined controls
- Configuration and change management approach
- Kahootz has a documented change management process that meets the requirements of ISO27001. Before any change to the service, we investigate the risk, impact, security implications, testing requirements, rollout and rollback options. Major changes must be reviewed and approved by senior management before they can proceed.
- Vulnerability management type
- Supplier-defined controls
- Vulnerability management approach
-
Potential threats are documented and tracked through to resolution using our ISO27001 "Incident and Weakness" procedures.
Security related issues are automatically given our highest priority classification and if a patch is required, we aim to deploy a mitigation within 1 hour and a resolution within 24 hours.
Information about threats is gathered from sources such as security bulletins and product vendors. - Protective monitoring type
- Supplier-defined controls
- Protective monitoring approach
- Operating system logs, network activity, disk use and application audit logs are carefully monitored to identify unusual events or unusual levels of activity. Any issues are treated as a priority 1 issue and investigated fully.
- Incident management type
- Supplier-defined controls
- Post-quantum cryptography secure
- Yes
- Incident management approach
-
Kahootz has a documented procedure for reporting, investigating and analysing security incidents and weaknesses. Each incident is assigned an owner who has responsibility to manage the initial actions required to deal with the incident and corrective actions to prevent it from happening again.
We undertake a regular review of incidents to identify opportunities for improvement.
Users report incidents through the Kahootz support desk. If an incident report is required, it is provided by email to Site Owners.
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
- Yes
- Description of free trial
-
» Free for 30 days
» Unrestricted access to all features
» Access to online Kahootz Knowledgebase
» Access to sample workspace templates
» Full customer support
» 25 users, 2Gb storage, unlimited workspaces — (contact us if you want to try with more!) - Link to free trial
- http://www.kahootz.com/start-trial/
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%
Standards and certifications
- ISO/IEC 27001 certification
- Yes
- ISO/IEC 27001 accredited by
- SOCOTEC
- ISO/IEC 27001 accreditation date
- Monday 15 December 2025
- What the ISO/IEC 27001 doesn’t cover
-
The scope of our ISO27001 certification covers the development and delivery of collaboration and consultation software and services. This includes the operation and support of KAHOOTZ LIMITED's Software as a Service (Kahootz), information such as client data and all physical assets.
The ISMS covers all business processes undertaken by KAHOOTZ LIMITED and there are no areas of KAHOOTZ LIMITED that are excluded from the ISMS. Specifically, the ISMS covers the KAHOOTZ LIMITED Kahootz and KAHOOTZ LIMITED Consult services that are delivered within the UK G-Cloud. - ISO 28000:2022 certification
- No
- ISO 9001 certification
- No
- Quality management systems (QMS)
- Yes
- CSA STAR certification
- No
- PCI certification
- No
- Cyber essentials
- Yes
- Cyber Essentials Certificate Number
- E31fed7e-13e7-4443-8ce5-47e1ba051144
- Cyber essentials plus
- Yes
- Cyber Essentials Plus Certificate Number
- B12810d3-525b-4435-918a-462b0cbd2f3b
- Other security certifications
- No
Social value
- 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
- 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
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
- 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
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 the types of businesses in the market and the level of participation by new businesses, entrepreneurs, start-ups, SMEs, VCSEs and mutuals
- Activities to identify opportunities to open up sub-contracts under the prime contract to a diverse range of businesses, including new businesses, entrepreneurs, start-ups, SMEs, VCSEs and mutuals
- Plans for engaging a diverse range of businesses in engagement activities prior to appointing subcontractors (including activities prior to award of the main contract and during the contract term)
- Activities that demonstrate a collaborative way to work with a diverse range of businesses as part of the supply chain
- Advertising of supply chain opportunities openly and to ensure they are accessible to a diverse range of businesses, including advertising all subcontracting opportunities on Contracts Finder
- Ensuring accessibility to contracting and subcontracting opportunities for disabled business owners and employees
- 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
- Measures to engage users and communities and build relationships to increase community integration build trust and influence how the contract is delivered
- 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
- 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
- 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: 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