DATASUMI LTD

Smart Workspace Utilisation & Booking Platform for UK Public Sector

Datasumi's automated smart workspace platform transforms public sector estates management. Delivering AI-driven utilisation analytics, automated booking, and secure cloud integration, it empowers government organisations to optimise office space, reduce costs, and support hybrid flexible working. Enables compliance, efficiency, sustainability, and improved employee experience for UK government, council, NHS, and education.

Features

• AI workspace analytics optimises usage patterns for public sector estates
• Automated desk meeting room booking management across government offices
• Real-time occupancy tracking ensures compliant use and data privacy
• Secure UK-hosted cloud service protects sensitive organisational information
• Hybrid workspace support enables dynamic office attendance and booking
• Seamless integration with government calendars and identity management systems
• Intuitive dashboard streamlines monitoring audit and performance reports
• Mobile-responsive interface supports all devices for remote access

Benefits

• Increase space utilisation and drive public sector cost savings
• Improve collaboration and convenience for hybrid government employees daily
• Ensure GDPR compliance and information security for sensitive data
• Reduce manual administration and automate common workspace management tasks
• Support flexible working needs and changing government business priorities
• Enhance sustainability by lowering energy occupancy and building costs
• Enable rapid reporting and audit for estates management teams
• Boost employee satisfaction and productivity in government workspaces

• Education pricing 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 accounts@datasumi.com. Tell them what format you need. It will help if you say what assistive technology you use.

Framework

G-Cloud 15

Service ID

379498268770007

Contact

Datasumi Team
+442045770319
accounts@datasumi.com

About your service

• Service categories:

  Application Development and Deployment

  AI platforms

  • Search and knowledge discovery

  AI software services

  • Conversational AI Software Services
  • Generative AI Software Services
  • Document AI Software Services
  • Anomaly Detection AI Software Services
  • Personalize AI Software Services
• Multi cloud support: Yes

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: Integrates with existing public sector environments including Microsoft 365, Google Workspace, calendar systems, and identity management (Azure AD, Okta). Functions as standalone workspace management or extends facilities management and HR systems. Supports estates, facilities, HR, and IT teams across central government, local authorities, NHS, and education with flexible deployment.
• Cloud deployment model:
  • Public cloud
  • Private cloud
  • Community cloud
  • Hybrid cloud
• Service constraints: Requires reliable internet connectivity for cloud platform access. Scheduled maintenance conducted outside standard UK government business hours with advance notification. Optimal performance through modern web browsers. Integration requires API access from existing organisational systems (calendar, identity management). All data processed and stored within UK jurisdiction ensuring GDPR compliance and data sovereignty.
• System requirements:
  • Modern web browser HTML5 CSS3 JavaScript support for dashboard
  • Reliable UK internet wifi connectivity ensures real-time platform access
  • Integration requires calendar API and identity service from organisation
  • OAuth2 or SAML authentication for secure user sign-on access

User support

• Email or online ticketing support: Yes
• Support response times: Standard response times: 4 hours during UK business hours (Monday-Friday, 9am-5pm GMT). Non-urgent queries responded to within 24 hours. Critical issues receive immediate attention with initial response within 1 hour. Weekend support available for urgent issues with 8-hour response time.
• User can manage status and priority of support tickets: Yes
• Online ticketing support accessibility: WCAG 2.2 AA
• Phone support: Yes
• Phone support availability: 9 to 5 (UK time), Monday to Friday
• Web chat support: Yes
• Web chat support availability: 9 to 5 (UK time), Monday to Friday
• Web chat support accessibility standard: WCAG 2.2 AA
• Web chat accessibility testing: Webchat, We support assistive technology users through Zendesk. Our web chat support meets WCAG 2.1 AA standards and EN 301 549 compliance for accessible government services.
• Onsite support: Yes, at extra cost
• Support levels: We offers three support tiers: Standard Support (included): Email and ticketing support with 4-hour response during UK business hours. Access to online knowledge base and documentation. Suitable for most public sector organisations. Premium Support: All Standard features plus 1-hour response time for critical issues, weekend support with 8-hour response, quarterly service reviews, priority bug fixes, and early access to new features. Enterprise Support: All Premium features plus dedicated technical account manager, custom SLA agreements, onsite implementation assistance, and bespoke training sessions. All tiers include: - Regular platform updates and patches - Security incident support - Policy analysis consultation - Integration technical assistance Enterprise tier includes a designated technical account manager and cloud support engineer for direct escalation and proactive system monitoring.
• Support available to third parties: Yes
• AI chatbot: No

Onboarding and offboarding

• Getting started: We assist users in starting to use our AI Document Processing and Automation service by offering remote setup support through phone and chat, along with comprehensive online resources including documentation and guides. Our team provides hands-on training covering document processing functionality, data integration setup, and best practices for UK government organisations. The structured onboarding includes initial consultation, needs assessment, customised training programmes delivered online, and ongoing support. We ensure users can fully leverage AI technology for intelligent document extraction and automated workflows.
• Service documentation: Yes
• Documentation formats:
  • HTML
  • ODF
  • PDF
• End-of-contract data extraction: When a contract concludes, users can extract their data systematically by identifying key data points, reviewing the contract thoroughly, and structuring the extracted data for analysis. This extraction process involves collecting specific information like party names, dates, pricing terms, and deliverables. Leveraging technologies such as contract management software streamlines the extraction for precision and efficiency, enabling businesses to derive actionable insights for decision-making and strategic planning. In Datasumi's Cloud environment, user data is private and exportable in CSV, XML, or JSON formats to comply with GDPR regulations. Data protection within the supplier network is ensured through TLS and IPsec or TLS VPN gateway protocols, prioritizing secure transmission and safeguarding user privacy.
• End-of-contract process: At the conclusion of a contract, users can systematically extract their data by identifying crucial data points, thoroughly reviewing the contract, and organizing the extracted data for analysis. This process entails gathering specific details such as party names, contract dates, pricing terms, deliverables, and termination conditions. Utilizing technologies like contract management software can automate the extraction process, enhancing precision and efficiency. This automation enables businesses to derive actionable insights for decision-making and strategic planning. Within Datasumi's Cloud environment, user data remains private and exportable in CSV, XML, or JSON formats to adhere to GDPR regulations. Data protection within the supplier network is maintained through TLS and IPsec or TLS VPN gateway protocols, emphasizing secure transmission and safeguarding user privacy. Regarding what is covered in the contract price versus additional costs, specific information related to Datasumi's services was not provided in the search results. Typically, the contract price covers core services and support while additional costs may be incurred for customizations, extra features, or support beyond agreed terms. For precise details on Datasumi's pricing structure, it is advisable to directly consult with us or refer to official documentation.
• 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: The mobile experience is optimized for smaller screens with responsive design, ensuring all core functionalities are accessible. However, some advanced analytics features may have a simplified interface on mobile devices.
• Service interface: Yes
• User support accessibility: WCAG 2.2 AA
• Description of service interface: Our service provides a web-based graphical user interface accessible through standard web browsers. The interface features intuitive dashboards, interactive data visualization tools, and streamlined navigation designed for ease of use.
• Accessibility standards: WCAG 2.2 AA
• Accessibility testing: We conduct regular testing with screen readers including JAWS and NVDA, as well as keyboard-only navigation tests. User testing includes individuals with visual impairments and mobility restrictions to ensure comprehensive accessibility compliance.
• API: No
• Customisation available: Yes
• Description of customisation: Users can customize Datasumi's services by tailoring various aspects to meet their specific needs. This customization includes adapting services to align with individual business requirements, such as optimizing data and information flow, integrating data sources, and transitioning to cloud hosting or software. Users can customize services by defining custom integrations between cloud and on-premise environments, designing a roadmap for integration strategies, and receiving support from experienced integration and data experts. The ability to tailor support contracts is also available, allowing users to manage the status and priority of support tickets, access online ticketing support, phone support, and web chat support based on their preferences. This customization is beneficial for organizations seeking personalized solutions that enhance operational efficiency, improve data quality, streamline processes, and drive innovation through advanced technologies like AI, machine learning, and robotic process automation.

Scaling

• Independence of resources: We guarantee user isolation through multiple technical approaches:; ; • Multi-tenant architecture with strict resource partitioning per customer; • Dynamic resource allocation and auto-scaling based on individual tenant demand; • Dedicated compute resources for processing-intensive operations; • Rate limiting and queuing systems to prevent resource monopolization; • Real-time monitoring with automatic load balancing across infrastructure; • Separate database instances and storage containers per customer; • Quality of Service (QoS) guarantees with SLA-backed performance commitments; ; Our infrastructure automatically scales resources independently for each user, ensuring consistent performance regardless of system-wide demand.

Analytics

• Service usage metrics: Yes
• Metrics types: We provide comprehensive service usage metrics including:; ; • Query volume and processing times; • User activity and session analytics; • API usage statistics and response times; • Data processing volumes and accuracy metrics; • System performance and uptime statistics; • Storage utilization and bandwidth consumption; • Security event monitoring and compliance reporting; • Cost breakdown by department/user group; ; All metrics include historical trends, real-time monitoring, and customizable alerting for proactive management.
• Reporting types:
  • API access
  • Real-time dashboards
  • Regular reports
  • Reports on request
• 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: Baseline Personnel Security Standard (BPSS)

Asset protection

• Knowledge of data storage and processing locations: Yes
• Data storage and processing locations:
  • United Kingdom
  • European Economic Area (EEA)
• User control over data storage and processing locations: Yes
• Datacentre security standards: Complies with a recognised standard (for example CSA CCM version 4.0)
• Penetration testing frequency: At least once a year
• Penetration testing approach: NCSC approved service provider
• Protecting data at rest:
  • Physical access control, complying with CSA CCM v4.0
  • Encryption of all physical media
  • Scale, obfuscating techniques, or data storage sharding
• Data sanitisation process: Yes
• Equipment disposal approach: Complying with a recognised standard, for example CSA CCM v4.0, CAS (Sanitisation) or ISO/IEC 27001
• Data sanitisation type:
  • 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: Users can export their data through multiple convenient methods:; ; • Self-service web portal with one-click export functionality; • RESTful API endpoints for programmatic data extraction; • Scheduled automated exports to user-specified cloud storage; • Bulk download options for large datasets; • Real-time data streaming for continuous synchronization; • Email delivery of smaller export packages; • Secure FTP/SFTP transfer for enterprise customers; ; All exports maintain data integrity, include metadata, and support incremental/full backup options with comprehensive audit logging.
• Data export formats:
  • CSV
  • ODF
  • Other
• Other data export formats:
  • JSON
  • XML
• Data import formats:
  • CSV
  • ODF
  • Other
• Other data import formats:
  • JSON
  • XML

Data-in-transit protection

• Data protection between buyer and supplier networks:
  • TLS (version 1.2 or above)
  • IPsec or TLS VPN gateway
• Data protection within supplier network:
  • TLS (version 1.2 or above)
  • IPsec or TLS VPN gateway

Availability and resilience

• Guaranteed availability: No guaranteed SLA. Datasumi's AI Document Processing and Automation service is engineered for resilience by harnessing cutting-edge resilience features offered by top cloud platforms like AWS, Azure, and GCP. These providers deliver a suite of resilience tools such as data redundancy, automatic failover, and high availability zones. By capitalising on the resilience functionalities of these cloud platforms, Datasumi guarantees uninterrupted availability and robust data protection for document processing workflows. This resilient design minimises downtime and sustains service performance amidst potential disruptions or failures, ensuring continuous access to document automation and data extraction capabilities.
• Approach to resilience: Datasumi's AI Document Processing and Automation service is engineered for resilience by harnessing cutting-edge resilience features offered by top cloud platforms like AWS, Azure, and GCP. These providers deliver a suite of resilience tools such as data redundancy, automatic failover, and high availability zones. By capitalising on the resilience functionalities of these cloud platforms, Datasumi guarantees uninterrupted availability and robust data protection for document processing workflows. This resilient design minimises downtime and sustains service performance amidst potential disruptions or failures, ensuring reliable document automation and extraction capabilities. For detailed information on our datacentre setup and resilience strategies, kindly request the specifics as they are available upon inquiry.
• Outage reporting: Datasumi's AI Document Processing and Automation service does not provide a public dashboard, API, or email alerts for outage reporting. The service aligns with the outage reporting standards established by its cloud providers. Leveraging the resilience of prominent cloud platforms such as AWS, Azure, and GCP, Datasumi ensures uninterrupted availability and data security for document processing workflows. Although specific details on outage reporting mechanisms are not disclosed, it is implied that Datasumi depends on the outage reporting protocols and standards set by the cloud platforms to effectively address and communicate any service interruptions promptly. This approach underscores Datasumi's commitment to leveraging robust infrastructure for maintaining service reliability for document automation users.

Identity and authentication

• User authentication needed: Yes
• User authentication:
  • Multi-Factor Authentication (MFA)
  • Identity federation with existing provider (for example Google Apps)
  • Username or password
• Access restrictions in management interfaces and support channels: Management interfaces and support channels are protected by role-based access controls and require authentication (username/password, IAM, or SSO). Sensitive functions are restricted to authorised staff only. Access is logged and regularly reviewed.
• Access restriction testing frequency: At least every 6 months
• Management access authentication:
  • Multi-Factor Authentication (MFA)
  • Username or password

Audit information for users

• Access to user activity audit information: Users receive audit information on a regular basis
• How long user audit data is stored for: User-defined
• Access to supplier activity audit information: Users receive audit information on a regular basis
• 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:
  • CSA CSM version 4.0
  • ISO/IEC 27001
• Information security policies and processes: Datasumi upholds a robust framework of information security policies and processes to safeguard sensitive data and ensure compliance with regulatory standards. The company prioritizes privacy and security, evident through its GDPR compliance services, privacy policy, and deployment of security measures like firewalls and intrusion detection software to fortify data protection. Datasumi also offers specialized advisory services to aid organizations in meeting regulatory requirements effectively, including GDPR compliance. While specific details regarding the information security policies, processes, and reporting structure are not disclosed, interested parties are encouraged to directly engage with the company or refer to their official documentation for comprehensive insights into Datasumi's commitment to information security and regulatory adherence.
• 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: Configuration and change management processes are essential for tracking service components and evaluating changes for potential security impact. Typically, components of services are monitored using configuration management databases (CMDBs) or equivalent tools. These databases store records of all configuration items, their interconnections, and pertinent attributes to facilitate change tracking, impact analysis, and configuration restoration. Changes undergo assessment for potential security implications through a structured change management procedure. By adhering to rigorous configuration and change management practices, organizations can effectively manage service configurations, mitigate security risks, and uphold operational integrity.
• Vulnerability management type: Supplier-defined controls
• Vulnerability management approach: Our process includes continuous vulnerability assessment and risk analysis using external sources (such as MITRE, NVD). All identified threats are evaluated, and critical patches are deployed within 24 hours. Information is sourced from threat intelligence feeds, security bulletins, and partner notices. Non-critical issues follow a scheduled patch cycle.
• Protective monitoring type: Supplier-defined controls
• Protective monitoring approach: Continuous system log monitoring and automated anomaly detection enable early identification of threats. Incident response processes are in place for prompt mitigation.
• Incident management type: Supplier-defined controls
• Incident management approach: Incidents are promptly triaged and escalated based on severity, with forensic investigation undertaken and full incident reports provided post-resolution. Preventative actions are taken to reduce future risk.
• Post-quantum cryptography secure: No

Secure development

• Approach to secure software development best practice: Conforms to a recognised standard, but self-assessed

Public sector networks

• Connection to public sector networks: No

Pricing

• Discount for educational organisations: Yes
• 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: No
• ISO 28000:2022 certification: No
• ISO 9001 certification: No
• Quality management systems (QMS): No
• CSA STAR certification: No
• PCI certification: No
• Cyber essentials: Yes
• Please provide your Cyber Essentials Certificate Number: E68c70aa-02cf-45a9-ab6f-2218c02dfe62
• Cyber essentials plus: No
• Cyber Essentials Alternative: In relation to the services you do not have a current and valid Cyber Essentials Plus certificate which has been awarded by one of the government approved Cyber Essentials accreditation bodies but you are working towards gaining it, and will be in a position to confirm that you have been awarded a current and valid Cyber Essentials Plus certificate by one of the government approved accreditation bodies within 12 months of the date of award.
• 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 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

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