Skip to main content

Help us improve the Digital Marketplace - send your feedback

Democracy Counts Limited

Particip8 - digital canvassing solution

Particip8 is a digital solution for canvassers undertaking doorstep canvassing. Streamline data collection during the annual canvass with ease, ensuring accuracy and efficiency at every doorstep interaction.

Features

  • Empowers canvassers to collect information from ITRs to canvass forms
  • Complete ITRs for new electors discovered at the doorstep
  • Mapping capabilities for a comprehensive view of canvassing rounds
  • Telephone canvassing functionalities included
  • Online & Offline mode
  • Works on any device

Benefits

  • Automation of processing of forms
  • Improved canvassers logistics and planning
  • Supervise canvassers in real time for enhanced accountability
  • Efficient work allocation to canvassers
  • Operational Continuity in any connectivity scenario
  • Coordination with other Council departments

Pricing

£1,250 a licence a year

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 sales@democracycounts.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

3 2 4 9 8 1 3 6 9 9 0 8 8 8 4

Contact

Democracy Counts Limited Sales Team
Telephone: 01925 320888
Email: sales@democracycounts.co.uk

Service scope

Software add-on or extension
No
Cloud deployment model
Private cloud
Service constraints
No contraints when you use our products.
System requirements
Particip8 Software License

User support

Email or online ticketing support
Email or online ticketing
Support response times
We aim to respond to all tickets within 1 hour
User can manage status and priority of support tickets
Yes
Online ticketing support accessibility
WCAG 2.1 AAA
Phone support
Yes
Phone support availability
24 hours, 7 days a week
Web chat support
No
Onsite support
Yes, at extra cost
Support levels
We make best endeavours to answer and close all calls at the initial point of contact. We provide the same level of service to all customers with all calls routed through our product support specialists with technical support queries transferred to our dedicated technical team.
We do provide direct access to support technicians who are trained in the business processes used by our clients as well as the cloud technologies. We hold client services reviews to ensure an Account Plan exists and is documented.
Support available to third parties
No

Onboarding and offboarding

Getting started
Initially, we kick off the onboarding process with a dedicated project initiation meeting facilitated by our experienced onboarding lead manager. During this meeting, we delve into the client's unique requirements and objectives for implementing Particip8. This allows us to gain a comprehensive understanding of their needs and tailor our training accordingly. We offer flexible training options to accommodate our clients' preferences. This includes on-site training sessions conducted at the customer premises for a hands-on learning experience. Additionally, we provide online training sessions to cater to remote teams. As an optional service, we offer to train the client's canvassers for seamless experience transition for clients. Throughout the training process, all necessary documentation and resources are provided by Democracy Counts to support the learning experience. Our clients have access to comprehensive training materials that guide them through the setup and configuration of Particip8. As part of our onboarding process, we also provide clients with access to test data designed to mimic realistic canvassing scenarios, allowing canvassers to practice various tasks such as data collection and other essential canvassing activities.
Service documentation
Yes
Documentation formats
  • HTML
  • PDF
End-of-contract data extraction
The users own the data and we will provide guidance and assistance in how to extract the data at the expiration of the contract.
End-of-contract process
We will provide an Offboarding Plan that outlines the timeline and resources Democracy Counts will commit to as well as engagement required by the client. Roles and responsibilities for activities involved in the cessation of services and data transfer, is specified in the Offboarding Plan, including contact details and escalation points for all parties.

We will commence data extraction and provide the Client with their data.

Democracy Counts will then destroy all Client data 2-weeks after the final data transfer and in accordance with the Offboarding Plan, unless otherwise agreed.

In accordance with the Service Contract, the Client must remove any Democracy Counts applications from their network within 2-weeks of the cessation of services and will require written confirmation.

Democracy Counts will provide a full written audit of data destruction in accordance with ISO 27001 and ISO27017.

Using the service

Web browser interface
Yes
Supported browsers
  • Internet Explorer 11
  • Microsoft Edge
  • Firefox
  • Chrome
  • Safari
  • Opera
Application to install
Yes
Compatible operating systems
  • Android
  • IOS
  • MacOS
  • Windows
  • Windows Phone
Designed for use on mobile devices
Yes
Differences between the mobile and desktop service
N/A
Service interface
Yes
User support accessibility
WCAG 2.1 AAA
Description of service interface
Canvassers are required to login to the service interface with their username and password in order to undertake their canvassing duties.
Accessibility standards
WCAG 2.1 AAA
Accessibility testing
Testing was completed at pre launch of the software in 2012
API
No
Customisation available
Yes
Description of customisation
The client can customise branding, business processes to suit how they run their doorstep canvassing. They can customise messages going out to canvassers, customise payments to canvassers.

Scaling

Independence of resources
We hold ISO 22301 accreditation and as such we have a robust Business Growth Plan that is externally assessed annually. This ensures we have plans in place well in advance of any significant growth. We continue to hold the best support staff to customer ratio in the industry.

Analytics

Service usage metrics
Yes
Metrics types
Real time statistics to enable the buyer to view the latest statistics to support the canvasser process
Reporting types
  • API access
  • Real-time dashboards
  • Regular reports
  • Reports on request

Resellers

Supplier type
Not a reseller

Staff security

Staff security clearance
Conforms to BS7858:2019
Government security clearance
Up to Baseline Personnel Security Standard (BPSS)

Asset protection

Knowledge of data storage and processing locations
Yes
Data storage and processing locations
United Kingdom
User control over data storage and processing locations
Yes
Datacentre security standards
Supplier-defined controls
Penetration testing frequency
At least once a year
Penetration testing approach
Another external penetration testing organisation
Protecting data at rest
  • Physical access control, complying with SSAE-16 / ISAE 3402
  • Physical access control, complying with another standard
  • Encryption of all physical media
  • Scale, obfuscating techniques, or data storage sharding
Data sanitisation process
Yes
Data sanitisation type
  • Explicit overwriting of storage before reallocation
  • Deleted data can’t be directly accessed
Equipment disposal approach
Complying with a recognised standard, for example CSA CCM v.30, CAS (Sanitisation) or ISO/IEC 27001

Data importing and exporting

Data export approach
Initially data is exported to us through a secure FTP. Existing customers either use our internal and secure export service to export data to their preferred print company or they export encrypted data through their own preferred method.
Data export formats
  • CSV
  • Other
Other data export formats
  • Excel
  • PDF
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)
  • IPsec or TLS VPN gateway
  • Bonded fibre optic connections
  • Legacy SSL and TLS (under version 1.2)
Data protection within supplier network
Legacy SSL and TLS (under version 1.2)

Availability and resilience

Guaranteed availability
Urgent - 2 hours | High 4 hours | Medium 1 working day | Low 2 working days (or at an agreed time between ourselves and the customer) We have a public facing monitoring and escalation process in place which customers would be able to action in the event that we failed to meet our SLA.
Approach to resilience
This information is available upon request.
Outage reporting
This is agreed on a client by client basis

Identity and authentication

User authentication needed
Yes
User authentication
  • Public key authentication (including by TLS client certificate)
  • Username or password
Access restrictions in management interfaces and support channels
Access is restricted through applying security settings based on the login credentials identified through referencing the Active Directory.
Access can be restricted to specific IP ranges.
Clients access to service is dedicated and they can be given appropriate public/private key combinations so they fully control the service, albeit we are able to halt and freeze the service if we believe the service has been compromised.
Access restriction testing frequency
At least every 6 months
Management access authentication
  • 2-factor authentication
  • 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

Standards and certifications

ISO/IEC 27001 certification
Yes
Who accredited the ISO/IEC 27001
QMS
ISO/IEC 27001 accreditation date
19/11/2010
What the ISO/IEC 27001 doesn’t cover
N/A
ISO 28000:2007 certification
No
CSA STAR certification
No
PCI certification
No
Cyber essentials
Yes
Cyber essentials plus
Yes
Other security certifications
Yes
Any other security certifications
ISO 27017

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 are ISO-27001 accredited. On-going compliance is maintained through our Director and Head of Quality and Compliance and reinforced within our specific department through our Head of ICT and Development.

Operational security

Configuration and change management standard
Supplier-defined controls
Configuration and change management approach
We record information on our internal QMS. This is ran to ISO9001 standards and as a holder of ISO22301 and ISO27001 we keep records of the potential security impacts and these are assessed by our ISM and are reported to our Board on a monthly basis.
Vulnerability management type
Supplier-defined controls
Vulnerability management approach
We use Azure and receive incident/vunerability from a range of sources such as the hosting provider, our AV provider, our enternal pen test provider, access to MSDN /TechNet and our QMS provider.

Security threats are assessed on a risk basis and patches are tested/deployed at the earliest opportunity but can be same day in a suitable point overnight.
Protective monitoring type
Supplier-defined controls
Protective monitoring approach
We receive information on potential compromises via our Hosting Provider, our own daily inspection of logging information and proactice alarms that we have set to monitor a range of conditions and states that we have set as a way in identify potential intrusion detection
Incident management type
Conforms to a recognised standard, for example, CSA CCM v3.0 or ISO/IEC 27035:2011 or SSAE-16 / ISAE 3402
Incident management approach
Independent validation of assertion.

Secure development

Approach to secure software development best practice
Independent review of processes (for example CESG CPA Build Standard, ISO/IEC 27034, ISO/IEC 27001 or CSA CCM v3.0)

Public sector networks

Connection to public sector networks
Yes
Connected networks
Public Services Network (PSN)

Social Value

Social Value

Social Value

  • Fighting climate change
  • Covid-19 recovery
  • Tackling economic inequality
  • Equal opportunity
  • Wellbeing

Fighting climate change

At Democracy Counts we are accredited and manage all waste in accordance with ISO 14001. The waste carrier is arranged as part of our office lease. We put general waste in a BIFFA managed bin on site and they manage removal. We shred any documents with sensitive data and are working towards a paperless office environment.

Our Cloud hosting SaaS solution is now carbon neutral. We have achieved PAS 2060 accreditation, making it the first carbon neutral hosting company in the UK. All our hosting solutions are powered by hydro-electricity, a green power source that will prevent the emissions from happening in the first place. Our data centre is also 100% carbon neutral, playing our part in minimizing environmental impact and in working towards the objective of achieving net-zero by 2035.

We pledge to explore innovative solutions that reduce our carbon footprint and promote energy efficiency, contributing to a cleaner and greener environment for all residents as part of our contract with clients. We are dedicated to implementing strategies and initiatives aimed at reducing air pollution. This includes supporting the adoption of cleaner transportation options, promoting green technologies, and advocating for policies that improve air quality. This will create 50% reduction in car miles on projects. We have staff members based near our clients who can use the public transport for any projects or contract deliveries with clients.

Covid-19 recovery

Democracy Counts has been steadfast in its commitment to enhancing workplace conditions, especially in response to the challenges posed by the COVID-19 pandemic. From the onset of the pandemic, we swiftly transitioned to remote working, thereby promoting social distancing and ensuring the safety of our staff.

Throughout this period of remote working, Democracy Counts has prioritized the well-being of its employees by offering free access to mental health services for those affected by the pandemic. We recognize the importance of supporting the physical and mental health of our team members during these challenging times.

Furthermore, we have extended our support to our clients in managing and recovering from the impacts of COVID-19. For instance, during the initial set of elections amid the pandemic, we provided comprehensive COVID-19 risk assessments and risk management plans to all our clients. Additionally, recognizing the need for innovative solutions, we introduced scanning bureau facilities to facilitate remote operations when organisations were unable to be physically present at the office due to COVID-19 restrictions.

By embracing remote working practices, prioritizing employee well-being, and providing valuable support to our clients, Democracy Counts has effectively contributed to the COVID-19 recovery efforts. We remain committed to promoting workplace conditions that support the ongoing recovery from the pandemic and to adapting to new ways of working that prioritize safety, efficiency, and resilience.

Tackling economic inequality

We are committed to enhancing the skills and capabilities of local residents from our client contracts through targeted and locally apprenticeship opportunities. Our goal is to empower individuals with the skills needed to access meaningful employment and contribute to the community's growth. Through funded courses, we have election and canvass courses on Educ8 and can train local residents to the level required for them to be capable of applying for our client’s election and canvasser duties.

Equal opportunity

As an employer, we actively promote equality, strive to reduce social inequality, and ensure that all individuals are provided with equal opportunities for advancement, free from discrimination or bias based on factors such as race, gender, gender identity, disability, sexual orientation, religion or belief, or age. Our employment practices adhere to the highest standards as outlined in our documented Quality Management System, subject to regular audits and scrutiny as part of our annual ISO 9001 certification process.

We are proud to affirm that all our employees are compensated above the national living wage, and none are engaged under zero-hour contracts. Our workforce is valued, motivated, and diverse, with access to comprehensive opportunities for training and skills development, contributing to the delivery of exceptional service quality.

Moreover, we offer a range of benefits to our staff, including:

Graduated holiday entitlement that increases with length of service.
Enrollment in our pension scheme after three months, with contributions from both the company and the employee.
Statutory Sick Pay (SSP) in accordance with Department of Work & Pensions guidelines.
Maternity and Paternity Leave.
Provision for Death in Service.
Private Healthcare.
Perkbox incentives and discounts.
Parental Leave.

To ensure continuous growth and development, our employees undergo regular six-month development reviews conducted by senior management. These reviews provide an opportunity for constructive feedback, recognition of exceptional performance, and identification of areas for further development.

We are proud to have achieved Investors In People certification since 2020, reflecting our commitment to fostering a supportive and inclusive workplace environment. Through our management development programme, we actively encourage staff from diverse backgrounds, including minority groups, to aspire to managerial roles, enabling career progression and advancement within our organization.

Wellbeing

Our commitment to improving health and wellbeing within our contract workforce is paramount. To ensure the holistic wellness of our staff, we have implemented a comprehensive private medical healthcare package that encompasses various facets of physical and mental health support.

Firstly, all our employees have access to a robust private medical healthcare package, which includes 24/7 access to GP services. This ensures that our staff can receive timely medical attention and consultations, promoting preventive care and addressing health concerns promptly.

In addition to physical health support, we prioritize mental health services for our staff. Recognizing the importance of mental wellbeing, we have implemented initiatives to support our employees' mental health needs. This includes access to counseling services, mental health resources, and support networks.

In addition to our comprehensive private medical healthcare package, we prioritize the overall wellbeing of our staff by fostering a healthy balance between work and social life. Recognizing the importance of flexibility in accommodating various personal and professional commitments, we are committed to incorporating flexible work schedules for our employees.

We understand that maintaining a healthy work-life balance is essential for overall wellbeing, productivity, and job satisfaction. Therefore, we encourage our staff to work collaboratively with their managers to establish flexible work arrangements that suit their individual needs and preferences.

By providing both physical and mental health support through our private medical healthcare package, we aim to create a supportive and inclusive work environment where our staff can thrive both professionally and personally. Our commitment to improving health and wellbeing extends beyond the workplace, demonstrating our dedication to the overall wellness of our workforce.

Pricing

Price
£1,250 a licence a year
Discount for educational organisations
No
Free trial available
No

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