Inclusive
Inclusive is a complete smart patient, community engagement sourcing, and management platform for the early trial preparation phase. It eliminates the most common bottlenecks in engagement and automates manual processes.
Inclusive automates expansion of network resources, manages key partners, automates data collection and reporting, streamlines training, and integrates DE&I practices.
Features
- Project Management and CEI or PPI/EPlanning
- Secure Data Management, Evaluation and Reporting
- Relationship Building and Tracking
- Participant Anonymisation and Communication Support
- Social Media, Marketing, and Design Support
- Training Management and Support
- Electronic and information consent, including patient and media consent forms
- Open communication channels with engagement teams and partners
- Transparent patient information, reporting and quality control
- Monetization of the entire system and specific engagement projects
Benefits
- Interact with participants using omnichannel communication (platform, text, email)
- Boost engagement and build relationships with communities and research groups
- Give your participants access to events and clinical trials
- Creating marketing materials and integrate social media
- Reduce bias, increase openness, and ensure regulatory compliance
- Gain insights into social trends instantly
- Collect data in real time on any device
- Instantly create visual reports and analyse your impact
- Gain instant access to thousands of diverse communities worldwide
- 45% reduction in admin costs and 98% increase in efficiency
Pricing
£5,640 a licence a year
- Education pricing available
Service documents
Request an accessible format
Framework
G-Cloud 14
Service ID
3 8 9 4 9 0 9 7 2 5 3 2 2 7 9
Contact
RESEARCH GRID LTD
Business Team
Telephone: +44 20 3576 2539
Email: sales@rgrid.tech
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
- Some of our services can be integrated into our existing systems via our APIs.
- Cloud deployment model
- Public cloud
- Service constraints
- Our service is accessible through all major browsers including Internet explorer, Google Chrome (Chrome, ChromeOS, ChromeBook), Apple Safari, Mozilla Firefox, Microsoft Edge, Opera, Brave, JAWS, Linex, and NVDA (screen readers), both for Windows and Mac users.
- System requirements
- Our service must be accessed through an up-to-date browser.
User support
- Email or online ticketing support
- Email or online ticketing
- Support response times
-
For technical concerns we aim to respond within the same day. For specific technical questions we aim to respond to the problem within one week. We aim to respond to all tech support queries within 1 business day. There is no difference in response time at weekends.
Once clients submit their query, they will be given a ticket/reference number which they can use to check the status of their query. - User can manage status and priority of support tickets
- Yes
- Online ticketing support accessibility
- WCAG 2.1 AA or EN 301 549
- Phone support
- Yes
- Phone support availability
- 9 to 5 (UK time), Monday to Friday
- Web chat support
- No
- Onsite support
- Yes, at extra cost
- Support levels
-
Support is provided in a two-tier system.
Included Support (included in the package price):
Automatic onboarding and instructional prompts;
Accessibility support;
Comprehensive help with videos, screen images, and step-by-step guidance and automated search support to help the user automatically find the best answer to a question;
Modular help support on each page;
General ticketed support via email or virtual calling/meetings;
General technical support tickets.
Additional Services (starting at £2,000 per service):
Technical Setup Support;
Data migration and integrations support;
Staff onboarding and training;
Dedicated technical account manager or cloud support engineer. - Support available to third parties
- Yes
Onboarding and offboarding
- Getting started
- Instant onboarding and subscription-based access. We have a comprehensive onboarding infrastructure to help new users familiarise themselves with our service detailed below. Alongside this onboarding, our Account manager will guide new users to help them familiarise themselves with our service and how to navigate it. We also provide user onsite onboarding training - per request at an additional charge. Comprehensive onboarding: Onboarding training is an extensive meeting, workshop, or training session(s) that support clients with our services based on their needs; Guided online training is automated step-by-step navigation guides, on how to use every feature. User documentation includes screenshots and videos of our service explaining how to use each specific section and tool. We include a Help menu in the main menu and a help button on every page to ensure help is easily found, questions are searchable, and answers are detailed effectively. Dedicated account manager for each customer.
- Service documentation
- Yes
- Documentation formats
-
- HTML
- Other
- Other documentation formats
-
- MOV
- PNG
- End-of-contract data extraction
- When a client subscription ends, after a failure of payment, the client’s data remains in the system for up to 6 months. We will notify them each month for 6 months to request Technical Support to retrieve data and/or submit a new payment to re-open their account. If a data retrieval request is received they will receive their data in a ZIP file via email from Technical Support. After 6 months their data will be deleted from the system automatically.
- End-of-contract process
-
Before canceling a subscription, clients can extract and download their data individually or as a whole in ZIP files at any time they want. Subscriptions are automatically canceled on a failure of payment.
When a payment date is approaching, we send our clients an email, reminding them. They can cancel their subscription on their Subscription Settings page and we will give them a deadline for the end of their service.
Their data is hard deleted after 6 months. While we are holding it for 6 months, clients have the option to extract the data from our system.
We send reminders sent to the client so they are aware of the deadline to download their data from our system.
If the recurring/monthly payment fails, we halt all the functionalities of the user and ask them to complete the payment first. Once the payment is successful, all the subscribed functionalities are resumed. In the event that a customer leaves Inclusive, Inclusive will retain all project data for a period of 6 months from the last date of the subscription or contract. Clients can request all project data and associated metadata for all projects stored on Inclusive from Technical Support.
Using the service
- Web browser interface
- Yes
- Supported browsers
-
- Internet Explorer 11
- Microsoft Edge
- Firefox
- Chrome
- Safari
- Opera
- Application to install
- No
- Designed for use on mobile devices
- Yes
- Differences between the mobile and desktop service
- The interface for mobile devices is adapted for the smaller screens so it is still accessible to mobile users. The service provided on both mobile and desktop is the same, the only difference is with the way it is presented.
- Service interface
- Yes
- User support accessibility
- WCAG 2.1 AA or EN 301 549
- Description of service interface
- Our service interface is customisable for each user. It can be used to display all information relevant to each user with menus to help them easily navigate our system. We have a range of accessibility standards that users can access. These include colour adjustments – users can select various colour contrast profiles such as light, dark, inverted, and monochrome. Additionally, users can swap colour schemes of titles, texts, and backgrounds with over seven different colouring options. The text size is changeable. The workflow can be taken offline which helps if users are in an area with a poor internet connection.
- Accessibility standards
- WCAG 2.1 AA or EN 301 549
- Accessibility testing
-
Assistive technology available includes:
Epilepsy Safe Profile: this profile enables people with epilepsy to safely use the website by eliminating the risk of seizures resulting from flashing or blinking animations and risky colour combinations.
Vision Impaired Profile: this profile adjusts the website so that it is accessible to the majority of visual impairments such as Degrading Eyesight, Tunnel Vision, Cataract, Glaucoma, and others;
Cognitive Disability Profile: this profile provides various assistive features to help users with cognitive disabilities such as Autism, Dyslexia, CVA, and others, to focus on the essential elements more easily;
ADHD Friendly Profile: this profile significantly reduces distractions and noise to help people with ADHD to browse, read, and focus on the essential elements more easily.;
Blind Users Profile (Screen-readers): this profile adjusts the website to be compatible with screen-readers such as JAWS, NVDA, VoiceOver, and TalkBack. A screen-reader is installed on the blind user’s computer;
Keyboard Navigation Profile (Motor-Impaired): this profile enables motor-impaired persons to operate the website using the keyboard Tab, Shift+Tab, and the Enter keys. - API
- Yes
- What users can and can't do using the API
-
Public APIs can be used to integrate our Community Network Search Service, Quick Extract Data Processing Service, and Text Processing Service.
Community Network Service:
Find and connect with new communities and build more diverse participation and relationship building. The API expects the user to search by a condition, location, symptoms, demographics, size, group type and provides the applicable information
Quick Extract Data Processing:
Digitise paper questionnaires by using the API to instantly extract data from surveys to reduce the time burdens of data entry. Digitise questions and answers, and control accuracy with our built-in error detection locators. The accuracy detector will pick up any errors, flag them, and display their location in the survey, assessment, or questionnaire. The API expects users to provide pre-filled surveys and extracts structured survey information.
Text-Processing Service:
Auto-digitise your documents for easy management, version control and compliance. Automatically extract text and the structure of your documents to streamline compliant updates and version control. The API requires users to provide a protocol document and returns a structured text. - API documentation
- Yes
- API documentation formats
-
- HTML
- API sandbox or test environment
- Yes
- Customisation available
- Yes
- Description of customisation
-
Inclusive is customisable from the outset. Clients can buy the features they need which we can integrate with the client’s own system to customise their workflows.
Clients can upload templates of their documents and any type of pre-existing data, including but not limited to questionnaires and surveys, and use these templates within our system.
Clients can customise the reports they receive, for example they can change a pic chart to a graph and find the clearest method of presentation for their data. Text and graphs can be moved on the page so it can be arranged in the way the client would like.
Customisation of system:
The user can upload their own logo to be displayed in the system interface;
Users can purchase the specific tools required rather than the whole system. If they require more infrastructure later, they can buy additional tools;
The system is automatically scalable for clients needs irrespective of how many users they have;
The interface can be integrated with the client’s own system;
Reports can be customised to the format that best suits the client. This means, the visible display of data can be switched between chart types.
Scaling
- Independence of resources
- Our platform is auto-scalable. There are no restrictions around number of users that can simultaneously use the system. Data migration and document upload can be easily done directly by users to avoid creation of onboarding bottlenecks. We have implemented the functionality of running our software on multi-thread mode (multiple instances to cater simultaneous requests at the exact same millisecond). Our system can handle 4 resource heavy functionalities triggered at the exact same millisecond. This limit will increase with the increase in number of users on our system as this is software scaling implementation from code-end and EC2 Instance end.
Analytics
- Service usage metrics
- Yes
- Metrics types
-
Current numbers and limits in regard to:
Users;
Collaborators;
Contacts (Participants/Patients);
Communication Groups;
Projects;
Community Groups/Relationships;
Project statistics;
Bespoke statistics and reports (user-specific);
Patient survey data;
File sorting;
Comments tracking;
Meta-data;
Data usage;
Insights data;
Research data (user-specific);
Access management data.
All metrics are visible in real-time for users in a dashboard or customisable set-up;
Data usage is available via Subscription Settings ;
Access management is available in Account Settings;
Other data available in reports. - 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
- No
- Datacentre security standards
- Complies with a recognised standard (for example CSA CCM version 3.0)
- Penetration testing frequency
- Less than once a year
- Penetration testing approach
- ‘IT Health Check’ performed by a Tigerscheme qualified provider or a CREST-approved service provider
- Protecting data at rest
-
- Physical access control, complying with CSA CCM v3.0
- 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
- 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
- Users can export selective data for their account as a ZIP file or individual files any time they want. Users can also request to export all the data for their account at once from our support team.
- Data export formats
-
- CSV
- Other
- Other data export formats
- Data import formats
-
- CSV
- Other
- Other data import formats
-
- JPEG
- DOCX
- PNG
Data-in-transit protection
- Data protection between buyer and supplier networks
-
- IPsec or TLS VPN gateway
- 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
-
System availability: 99.5% monthly uptime excluding scheduled maintenance or unavailability due to a force majeure event. The service credit for each month for this is 0.275% of the base fee.
Customer response times: We respond to every customer service request within 1 working days of receipt. The service credit for each month for this is 0.275% of the base fee. - Approach to resilience
-
Multiple servers and the way that they are connected is such that if one fails there is a copy stored on another server. They are robust and fully scalable for excessive amounts of data.
In addition, small account modifications, for example changing a password or accidentally deleting a user, are stored on our databases and backed up for more than a month (35 days) to protect against accidental errors or deletions or breaches. Copies of data from a user’s account is stored for 6 months if an account is deleted.
Further details regarding the implementation, can be made available on request.
The AWS global infrastructure is built around AWS Regions and Availability Zones. AWS Regions provide physically separated and isolated Availability Zones, which are connected with low-latency, high-throughput, and highly redundant networking. With Availability Zones, you can design and operate applications and databases that automatically fail over between Availability Zones without interruption. Availability Zones are more highly available, fault tolerant, and scalable than traditional data centre infrastructures. Since we are using AWS DynamoDB, we have implemented Point-in-time recovery (PITR), which provides continuous backups of your DynamoDB data for 35 days to help you protect against accidental write or deletes. - Outage reporting
- We have a dashboard that is customisable for each client. If we experience any outages, we update this dashboard for all customers informing them of the outage and if possible, giving them an approximate timescale for when the problem will be resolved. We understand that not everyone will be using the service at the time of the outage so we will send emails to each client.
Identity and authentication
- User authentication needed
- Yes
- User authentication
- Username or password
- Access restrictions in management interfaces and support channels
-
(Internal):
There are two levels of secure and managed access: the backend (tech staff, management interface) and the front-end (business staff, support channels): On the back-end, each tech team staff has their own AWS Identity and Access Management (IAM) user, with limited access that is trackable. On the front-end some staff have restricted IAM for subscriptions, and authentication and validation process of new clients.
(External/Clients).
No user has access to the management interfaces of the product as the software uses the restricted IAM user credentials.
Users can manage access levels of their own staff, collaborators, or participants within their accounts. - Access restriction testing frequency
- At least every 6 months
- Management access authentication
- Public key authentication (including by TLS client certificate)
Audit information for users
- Access to user activity audit information
- Users contact the support team to get audit information
- How long user audit data is stored for
- Between 6 months and 12 months
- Access to supplier activity audit information
- Users contact the support team to get audit information
- How long supplier audit data is stored for
- Between 6 months and 12 months
- How long system logs are stored for
- Between 6 months and 12 months
Standards and certifications
- ISO/IEC 27001 certification
- Yes
- Who accredited the ISO/IEC 27001
- Approachable Certification, UCAS Management Systems
- ISO/IEC 27001 accreditation date
- 21 February 2023
- What the ISO/IEC 27001 doesn’t cover
- All company activities are covered by the ISO/IEC 27001.
- ISO 28000:2007 certification
- No
- CSA STAR certification
- Yes
- CSA STAR accreditation date
- 19/05/2022
- CSA STAR certification level
- Level 1: CSA STAR Self-Assessment
- What the CSA STAR doesn’t cover
- NA
- PCI certification
- No
- Cyber essentials
- Yes
- Cyber essentials plus
- No
- Other security certifications
- Yes
- Any other security certifications
- OWASP Security
Security governance
- Named board-level person responsible for service security
- Yes
- Security governance certified
- Yes
- Security governance standards
-
- ISO/IEC 27001
- Other
- Other security governance standards
-
We are Cyber Essentials Certified, OWASP security tested, externally cybersecurity pentested, and CSA Star Level 1 compliant.
We use the NHS Data Security and protection toolkit and are compliant in UK DPA, GDPR, HIPAA, MHRA and FDA. - Information security policies and processes
-
We adhere to GDPR Standards, are compliant with the UK Data Protection act 2018, and CSA Start Level 1. We are HIPAA and MHRA complaint.
Research Grid Ltd. have roles and responsibilities to deliver, maintain and improve its integrated management system to conform to the requirements of the ISO standards.
We monitor security audit logs to detect activity outside of typical or expected patterns. We then follow a defined process to review and take appropriate and timely actions on detected anomalies. Our reporting structure is outlined within the Quality, Environment & Occupational
Health & Safety Management System Manual (Integrated Management System (IMS) Manual).
Inclusive security policies and protocols are described within the Information Security Management System SOP.
Operational security
- Configuration and change management standard
- Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
- Configuration and change management approach
-
The security components of our services are tracked through their software development lifecycle, rigorously documented, signed-off, and externally audited for computer systems validation and cybersecurity.
System changes are assessed for potential security impact, audited then penetration tested externally. - Vulnerability management type
- Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
- Vulnerability management approach
-
We assess potential threats through a risk registry and mitigation plan, adherence to OWASP standards, and carrying out regular external audits and security penetration testing. We respond on the same-day, ad-hoc and as needed.
We get information about potential threats from internal controls and risk registers monitoring, market research and benchmarking, market standards, and Regular External Security Penetration Testing. - Protective monitoring type
- Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
- Protective monitoring approach
-
Inclusive plans, implements, evaluates, and controls the processes needed to meet the requirements and provisions of the products and services which are provided. The company continuously evaluates processes, procedures and technical measures for the reporting of anomalies and failures of the monitoring system and provide immediate notification to the accountable party. These processes are externally audited.
Potential compromises are documented and logged as they arise and/or are reported/communicated. They are then forwarded to relevant team members, evaluated and resolved as soon as possible. Same-day correspondence and any technical patches or improvements are carried out as soon as possible. - 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
-
At Inclusive all nonconformities must be recorded, managed and resolved according to the appropriate SOP. Nonconformities are also reviewed to help eliminate future re-occurrences of that nonconformity.
In the event of a nonconformity identified where there is not an appropriate SOP available, a mitigation plan and SOP will be put into place immediately.
Customers can report incidents directly via email, within the technology system via the Help tab, Technical Support tab, Feedback button.
The customer/user is notified that the support ticket has been resolved.
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
- No
Social Value
- Social Value
-
Social Value
- Fighting climate change
- Covid-19 recovery
- Tackling economic inequality
- Equal opportunity
- Wellbeing
Fighting climate change
Fighting climate change is a top priority for us and we ensure we always adhere to the Environment Act 2021 and to ISO 14001. We provide staff with training which encourages behavioural environmentalism within the workplace. Further information regarding this can be found within our Corporate Social Responsibility Policy. The efforts we take as a company include reducing single use plastics around the workplace and putting in place environmental management strategies that are then disseminated too staff through the employee handbooks.
In order to monitor our environmental efforts, we set and review KPIs regularly, for example, We are committed to reducing our CO2 emissions and aim to decrease to at least 15.57 tCO2e by 2027 in line with our Carbon Resuction plan.. We will also employ the DMAIC (Define, Measure, Analyse, Improve, Control) method to monitor and improve our sustainable processes when needed throughout this project.
We significantly reduce our carbon footprint by:
We work virtually which reduced the use of personal cars too travel into the office
99% of our customer meetings are done virtually to reduce travel for both our employees and our customers
We use 99% electronic copies of all items and we support customers to streamline all of their administration and engagement/ communication activities with our software which reduces the paper used by both us and our customers.
80% reduction in equipment costs, utilise agile software approaches rather than hardware.Covid-19 recovery
We believe COVID-19 recovery and resilience to possible future events required a reimagining of the workplace talent and how we conduct our business to help us leverage the skills our staff possess while addressing demand for critical skills in digital roles.
We aim to reduce the barriers to entry that candidates face when attempting to enter the industry. We plan to do this using psychometric testing. Using psychometric testing allows us to identify people who may have been otherwise overlooked.
We are committed to maintaining a clean and safe working environment to help minimise transmission of COVID-19. We do this by:
Implementing and adhering to social distancing measures;
Encouraging employees to stay at home and get a COVID-19 test if they are feeling well of displaying symptoms;
Introducing working from home for employees that are required to self isolate but are still able to work;
If an employee has a client facing role, we give them the autonomy to decide whether they would prefer to conduct their meetings in person or virtually via Zoom or Microsoft teams.
To maintain our performance and safety, we carry out regular reviews to ensure our businesses is running effectively. These reviews are carried out against changing COVID-19 restrictions and shifting client demand and behaviours. These reviews cover:
Lessons learnt during the COVID-19 pandemic;
Shifting market conditions;
Shifting operational behaviours.Tackling economic inequality
To help tackle economic inequality we provide jobs for a range of different skill sets. We provide staff with the relevant training to be successful in this role if they did not have it previously. This helps people get into employment as we are removing barriers to entry for them by training internally. We look at hiring people not previously in work or education to help reduce the unemployment rate.
We ensure our employees' contracts all fulfill the criteria to be classed as “good work” which means we provide our employees with:
Fair pay;
Progression;
Autonomy;
This helps us create a skilled workforce who can progress in their chosen career. We are committed to hiring locally and from the local area.
We are committed to offering apprenticeships and aim to continue this and offer more through the coming years. Alongside apprenticeships, we offer internships for people looking to work for our company. These can vary in length and can result in employment at the end. If we do not employ the intern full-time following the conclusion of their internship, they will still have learned valuable skills from us that they can use to further their career and we will provide references to future employers. We pay above the National Minimum Wage to demonstrate to our staff that we value their contribution to our business.Equal opportunity
We are an equal-opportunity employer. Our Equality and Diversity policy ensures that our hiring process is fair and open to everyone. This ensures we have a diverse workforce where no one is favored or discriminated against because of their culture, religion, ethnicity or background. We have a zero-tolerance for discrimination. We have clear procedures in place to report discrimination if it is witnessed.
Equal opportunities are measured during out recruitment stage as we have the information regarding the percentage of men/women applying for our roles as well as how many people from different backgrounds. This allows us to set hiring objectives to ensure we remain diverse and that our opportunities are available for everyone who is qualified for the role. Our interview process is based on a scoring system which allows us to be objective when making our hiring decisions. Members of staff who interview are provided anonymised information to prevent from any initial prejudice/bias. This has led to us having a diverse and inclusive workforce. Staff are also provided with equality training. We provide unsuccessful candidates with reasons for rejection.
60% of our workforce are women and there is no gender pay gap as we ensure is paid for the role they carry out regardless of background.
We offer flexible working to staff if they are finding it difficult to get to the office for any reason, e.g., due to a disability. We would allow them to work from home when needed and would meet with them to see what we could do to ensure they are comfortable at work.Wellbeing
The wellbeing of our staff is of utmost importance to us. We ensure all staff know where they can go if they are struggling at work or having difficulties at home. We have a wellbeing lead who staff can approach to talk to about any issues they may be having.
We ensure we always adhere to the 6 standards for Mental Health at work commitment. These are:
Prioritising Mental health in the workplace by developing a programme of activity;
Ensuring organisational culture promote wellbeing;
Having an open culture around mental health;
Increasing organisational capability and confidence;
Providing mental health tools and support;
Increase transparency through internal and external reporting.
Ensuring we are always following these standards is important to us so to do this we:
Ensure our staff always adhere to the positive culture of the workplace and know where to go when they need to talk;
Regular meetings with staff to discuss their wellbeing any anything the company could do to support them;
Recent employees have more frequent check ins to catch up with them and check in on their wellbeing.
We have mental wellness training, application, and services available for staff:
Providing free, confidential professional mental health therapy session as a one-off or in a course of 6-sessions for staff who have noticed a decline in their wellbeing;
Applications where staff can ask a therapist any question confidentially and report how they are feeling. This helps them track how their wellbeing is changing which helps them see when it may be beneficial for them to use the counselling services available to them;
Wellbeing time off – We offer free company days off each quarter that don’t count toward annual leave;
Wellness training for managing work-life balance to avoid burnout;
Flexible work weeks periodically.
Pricing
- Price
- £5,640 a licence a year
- Discount for educational organisations
- Yes
- Free trial available
- No