CIVICA UK LIMITED

Civica Engage

Membership and Stakeholder management and engagement

Features

• Secure cloud-based hosting of system and data
• Bespoke configuration
• Integrated communication & social media tools
• Governor and election management
• Reporting tools: Population Profiling, Lifestyle, Target and others
• Integrated cloud-based document storage
• Email (ClickEmail) management & analytics
• Continual development & evolution through systematic version-release programme
• Integrated CACI socio demographic and health profiling, modelling analytical tools

Benefits

• A tailored, configurable platform built in partnership with the sector
• Enables precise engagement activity for Foundation Trusts, Trusts & CCGs
• Cheaper communication tools
• User-friendly interface enabling all users to work smarter, confidently
• Faster working with no duplication of tasks & simple workflow
• From an ISO27001, ISO9001 & NHS IG Toolkit accredited supplier
• Comprehensive security, back up and audit trailing
• Very low risk: market leading solution used extensively across sector
• 24/7/365 web-based access; no need to install any software
• Limitless users – pricing model is not user license based

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

Framework

G-Cloud 15

Service ID

325866356433225

Contact

Civica UK Limited
+44 (0) 3333 214 914
BidSupport@civica.com

About your service

• Service categories:

  Application Development and Deployment

  Data management

  Database management systems

  • Relational Database Management Systems
  • Document-Oriented Database Systems
• Multi cloud support: No

Service scope

• Software add-on or extension: Yes, but can also be used as a standalone service
• What software services is the service an extension to: Other Civica software and services
• Cloud deployment model: Public cloud
• Service constraints: No
• System requirements:
  • Supported browsers
  • Internet Explorer 11
  • Microsoft Edge
  • Firefox
  • Chrome
  • Safari
  • Opera

User support

• Email or online ticketing support: Yes
• Support response times: Questions/ support cases (tickets) are raised through Civica Support Cloud, a web- based portal, available 24x7. ; ; Civica provides tiered support levels, allowing customers to select coverage that aligns with their operational needs and budget. Response times are based on priority and the contracted support tier.; ; - Weekdays (Monday–Friday (excluding public holidays): Response times follow the agreed service level for the selected tier, with faster responses for higher-priority issues.; - Weekends: For customers with 24x7 coverage, critical issues receive immediate attention.; - Self-service: Customers have 24x7 access to an extensive knowledge base, enabling immediate self-service for common questions.
• User can manage status and priority of support tickets: No
• Phone support: Yes
• Phone support availability: 9 to 5 (UK time), Monday to Friday
• Web chat support: Yes
• Web chat support availability: 24 hours, 7 days a week
• Web chat support accessibility standard: WCAG 2.2 AA
• Web chat accessibility testing: As of 2026, Civica Support Cloud is designed to be accessible and is built on the Salesforce Service Cloud platform, which maintains high global accessibility standards. Civica generally aims for all its web-based services to adhere to the WCAG 2.2 Level AA standard.
• Onsite support: Yes, at extra cost
• Support levels: Civica offers three flexible support levels to suit different organisational needs across its product range:; • Standard Support: Provides helpdesk access during business hours (09:00–17:00, Monday to Friday, excluding public holidays), including incident logging, troubleshooting, and 24/7 access to an online knowledge base. Standard Support is typically included in the annual maintenance fee at no extra cost.; • Enhanced Support: Extends coverage to 08:00–18:00, Monday to Friday, and offers 24/7 cover for high-priority incidents. Benefits include prioritised ticket handling, faster response, service reviews, and limited technical consultation. Enhanced Support is charged as an add-on, generally 15–20% above the standard maintenance fee, depending on requirements.; • Premium Support: Delivers 24/7 assistance, the fastest response times, proactive monitoring, health checks, and direct access to expert staff. It is custom-priced (typically 30–50% above standard rates), ideal for mission-critical operations, and includes tailored service management and technology planning.; Customers choosing Enhanced or Premium Support may access a dedicated Technical Account Manager, while Premium or Enhanced Support (with add-on) includes Cloud Support Engineers for cloud-hosted services. Pricing is reviewed annually, with discounts available for multi-product or multi-year contracts.
• Support available to third parties: No
• AI chatbot: Yes

Onboarding and offboarding

• Getting started: Onsite and online training are both offered using a tried and tested train the trainer methodology. With specific training modules and user documentation available via our online portal, our training provides full to support to deliver efficient user readiness
• Service documentation: Yes
• Documentation formats: PDF
• End-of-contract data extraction: Civica's group-wide exit approach is to either (1) provide an extraction of customers' data in our standard open format, or (2) provide our customers with a tool to extract data themselves
• End-of-contract process: At the conclusion of a contract, Civica implements a comprehensive exit management process to ensure data is transitioned smoothly and securely. Firstly, customer data is extracted and exported in a mutually agreed format, such as XML, CSV, or its native format. Civica collaborates closely with the customer to verify the completeness and accuracy of the data. The company also coordinates with the incoming provider or the customer’s internal team to guarantee compatibility and minimise disruption during the transition. For security, data is supplied via encrypted drives or secure electronic transfer, according to reasonable customer requests. Once the handover is complete, Civica undertakes the secure deletion of all customer data from its systems, fully adhering to data protection regulations. All standard exit management activities, including data extraction, transfer, and deletion, are incorporated within the contract price. Should the customer require additional services beyond the agreed scope, these may incur extra costs. Civica’s structured approach ensures a seamless, compliant, and secure migration of documents and data at contract end, supporting business continuity and peace of mind for organisations moving to new platforms or providers
• Documentation accessibility standard: WCAG 2.2 AA

Using the service

• Web browser interface: Yes
• Supported browsers:
  • Microsoft Edge
  • Firefox
  • Chrome
  • Safari
• Application to install: No
• Designed for use on mobile devices: Yes
• Differences between the mobile and desktop service: Web based platform and so no differences
• Service interface: Yes
• User support accessibility: WCAG 2.2 AA
• Description of service interface: Web browser application
• Accessibility standards: WCAG 2.2 AA
• Accessibility testing: Browser based tools
• API: Yes
• What users can and can't do using the API: To provide integration to Civica Community Engage
• API documentation: Yes
• API documentation formats: PDF
• API sandbox or test environment: Yes
• Customisation available: Yes
• Description of customisation: High level customisation as part of implementation and ongoing support

Scaling

• Independence of resources: We ensure that users are not impacted by the demands placed on our service by others through robust resource management and system scaling. Our infrastructure is designed to dynamically allocate resources based on real-time usage, maintaining consistent performance for all users even during peak periods. Additionally, we regularly monitor system loads and make adjustments as needed to uphold a reliable and responsive service

Analytics

• Service usage metrics: Yes
• Metrics types: Civica delivers a suite of service metrics across its software packages to ensure reliability and customer satisfaction. These metrics help organisations track performance, compliance, and support quality, enhancing operational efficiency. We would look to agrees this as part of onboarding
• Reporting types: Regular reports
• Resource tagging: Yes
• FOCUS resource tagging: No

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: Supplier-defined controls
• 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: Other
• Other data at rest protection approach: AES 256 encryption
• Data sanitisation process: No
• 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 request an extract from the support team or use in-built export functionality
• Data export formats:
  • CSV
  • Other
• Other data export formats: XLS
• 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: Civica guarantees 99.5% availability; To support the standard availability commitment, Civica provides structured service‑level agreements for incident response and resolution. These include:; Priority 1 (Critical): Response within 1 support hour, resolution within 4 support hours; Priority 2 (High): Response within 2 support hours, resolution within 24 support hours; Priority 3 (Medium): Response within 4 support hours, resolution within 5 working days; Priority 4 (Low): Response within 6 support hours; ; * Resolution action is defined as a fix, a workaround or an action plan.; ; Suppliers can procure higher service levels through our tiered support if needed. ; ; Supplier is happy to agree to Service Credits in principle. However, this point requires further negotiation. The Service Credits should be capped and bear direct relevance to the monthly charge. The Supplier will not be liable for Service Credits where any issues in performance are outside of their control
• Approach to resilience: Civica provides resilient services using the following mechanisms:; - Cloud‑native containerised architecture (Where applicable); - Automated recovery, scaling, and monitoring; - Multi‑region hosting configuration; - Geo‑redundant storage and database replication; - Automated disaster‑recovery orchestration; - ISO 22301‑aligned business continuity controls
• Outage reporting: Civica reports system outages to customers using a clear, multi-channel communication process:; How We Report Outages; - Direct Notifications:; Customers are informed via email and telephone.; Messages include the outage window, reason, and expected impact and incident number (as this would be logged through our web portal support desk system (Civica Support Cloud). ; ; - Customer Portal Updates:; Status pages and update notes are posted on Civica Support Cloud for transparency.; ; - Emergency Situations:; For urgent incidents, notifications are sent as soon as possible, often by phone and email.; Critical issues are worked on continuously until resolved.; ; - Support Channels:; Customers can log and track issues through Civica Support Cloud.; Civica also proactively monitors hosted services and initiates recovery without requiring customer action.

Identity and authentication

• User authentication needed: Yes
• User authentication:
  • Multi-Factor Authentication (MFA)
  • Public key authentication (including by TLS client certificate)
  • Identity federation with existing provider (for example Google Apps)
  • Username or password
• Access restrictions in management interfaces and support channels: As part of the setup process, we will create all user accounts and appropriate access levels for you. In the administration zone of the system, Admin users can add, edit and delete user accounts and decide on appropriate access levels for each user as and when needed.
• Access restriction testing frequency: At least every 6 months
• Management access authentication:
  • Multi-Factor Authentication (MFA)
  • Public key authentication (including by TLS client certificate)
  • Identity federation with existing provider (for example Google Apps)
  • 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: 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: Civica maintains a robust Information Security Management System (ISMS) aligned with ISO/IEC 27001 and supported by frameworks such as ISO 27701, PCI-DSS, Cyber Essentials Plus, and UK NCSC principles. Key policies include an overarching Information Security Policy, Acceptable Use, Data Protection, Data Sharing, Password Policy, Removable Media, and Secure Development Lifecycle (SSDLC). Operational Security Policy defines standards for risk management, compliance, resilience, and awareness, while the Incident Management Process ensures formal breach notification and escalation with minimal disruption. The SSDLC integrates OWASP Top 10 testing, code reviews, and penetration testing.; Information security is governed by Board Oversight, with the Chief Information Security Officer (CISO) responsible for security governance and board-level reporting. The Compliance & Improvement Team conducts internal audits and monitors data privacy, while Divisional Compliance Leads (DCLs) ensure consistent policy implementation. Information System Owners manage access controls, patching, logging, and incident response.; Civica enforces policies through mandatory annual training, phishing simulations, internal and external audits, continuous vulnerability scanning, penetration testing, and compliance checks. Automated compliance tools, including Microsoft Defender for Cloud, support real-time monitoring and threat detection, with compliance metrics and incidents reviewed by 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: Our configuration and change management processes maintain service integrity and security throughout the lifecycle. Each component receives a unique identifier and is tracked in a central inventory, updated for modifications, replacements, or decommissions. Proposed changes undergo thorough security impact assessments, including stakeholder consultation and formal approval. Where needed, changes are tested in a controlled environment before implementation. All changes and assessments are documented for audit and review, ensuring transparency and the quick identification of unauthorised alterations.
• Vulnerability management type: Complies with a recognised standard, for example CSA CCM v4.0 or SSAE-18 / ISAE 3402
• Vulnerability management approach: Civica monitors systems for vulnerabilities using automated tools, prioritises remediation based on severity, and applies updates ASAP. Vulnerabilities are assessed, triaged, and remediated within defined timescales. Remediation is peer-reviewed and must be auditable. ; ; Threats are assessed through automated internal and external vulnerability scans, monthly external IP scans, annual penetration testing by CREST-approved third parties, and continual grading of external attack surfaces. Vulnerabilities are scored using CVSS 3.1. ; ; • High: within 14 days; • Medium: within 30 days; • Low: within 90 days; Zero-day vulnerabilities are assessed within 24 hours and remediated. ; ; Threat intelligence is gathered from multiple third-party vulnerability sources
• Protective monitoring type: Supplier-defined controls
• Protective monitoring approach: Civica’s protective monitoring process is designed to safeguard its systems and data by actively monitoring for security threats, unauthorised access, and suspicious activities. The process typically involves continuous surveillance of networks, systems, and applications using advanced monitoring tools and techniques. Alerts are generated for any anomalies or potential breaches, which are then investigated by the security team. Regular reviews and audits are conducted to ensure compliance with relevant standards and to identify areas for improvement. The overall aim is to promptly detect, respond to, and mitigate security incidents, thereby maintaining the integrity and confidentiality of Civica’s information assets.
• Incident management type: Supplier-defined controls
• Incident management approach: Civica’s incident management process swiftly identifies, assesses, and resolves incidents affecting services or systems. Incidents, detected by users, staff, or automated tools, are categorised by severity, prioritised, and managed by a dedicated incident manager who coordinates resolution and keeps stakeholders updated. Pre-defined processes address common events like outages or breaches, with regular reviews and staff training ensuring effectiveness. Users can report incidents via an online portal, email, or 24-hour helpline, receiving a reference number and prompt support. Responsibility for the process lies with the Civica Group CISO, ensuring transparency and continuous improvement.
• 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: 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: ISOQAR
• ISO/IEC 27001 accreditation date: Friday 15 August 2025
• What the ISO/IEC 27001 doesn’t cover: N/A
• ISO 28000:2022 certification: No
• ISO 9001 certification: Yes
• Who accredited the ISO 9001 certification: ISOQAR
• ISO 9001 accreditation date: Friday 15 August 2025
• What the ISO 9001 doesn’t cover: N/A
• Quality management systems (QMS): Yes
• CSA STAR certification: No
• PCI certification: No
• Cyber essentials: Yes
• Please provide your Cyber Essentials Certificate Number: 192154bb-d1b4-4c33-a961-8419a0f8e734
• Cyber essentials plus: No
• Cyber Essentials Alternative: None of the criteria
• 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
    • 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
    • Payment of more than the National Minimum Wage or National Living Wage (as appropriate) to the contract workforce
    • 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
    • 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
    • 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

    • 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 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
    • 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
    • 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
    • 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
    • Understanding of issues relating to entering the contract workforce

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