Clever Together

Safe Spaces

Our award-winning digital conversation space. It meaningfully connects leaders with their people to inform, involve and inspire.

Safe Spaces is a leadership technology, used to:
1. Explore issues and generate insight.
2. Co-create solutions – concepts, priorities, strategies and plans.
3. Improve proposed solutions and accelerate delivery.

Features

• Crowdsourcing tools for large-scale, anonymous conversations.
• Pulse surveys to deepen insights.
• Advanced analytics to identify trends and opportunities.
• Communication infrastructure to track participation and ensure inclusivity.
• Customisable dashboards and branding options.

Benefits

• Creates psychologically safe engagement environment.
• Enables easy engagement of staff and stakeholders on issues
• Enables multiple modes of gathering insight.
• Deep, AI driven analytics, to identify trends and opportunities.
• Track and insure inclusivity in your engagements
• Explore issues to generate insight
• Co-create solutions – concepts, priorities, strategies and plans
• Improve proposed solutions and accelerate delivery

Service documents

• Pricing document

  ODT

• Service definition document

  ODT

• Terms and conditions

  ODT

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

Framework

G-Cloud 15

Service ID

401218982636160

Contact

Alexander Velkov
07525946670
engage@clevertogether.com

About your service

• Service categories:

  Applications

  Collaborative

  • Enterprise community
  • Team collaboration

  Conferencing and virtual event

  • Virtual Event Applications
• Multi cloud support: Yes

Service scope

• Software add-on or extension: No
• Cloud deployment model:
  • Public cloud
  • Private cloud
• Service constraints: No constraints.
• System requirements:
  • Any modern supported browser.
  • Any modern internet-connected device.

User support

• Email or online ticketing support: Yes
• Support response times: 2 hour response time during working hours, 4 hours during weekends and up to 10 hours between 9PM and 7AM
• 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 A
• Web chat accessibility testing: With all clients, we offer a dedicated session with their disability networks who can access the platform and its support structures ahead of time and offer feedback on its accessibility. We have done this with the Care Quality Commission, Local Government Association and dozens of NHS Trusts. ; ; In most cases, we offer an integrated assistive technology - the ReachDeck toolbar, which supports dictation, translation, high contrast, magnification and a host of other accesisbility options.
• Onsite support: No
• Support levels: The nature of our service is not business critical. Our support is designed accordingly.; ; During periods of live engagements, we provide a 2 hour response time, which can be increased to 1 hour upon demand.; ; The account manager for each client is technically competent and can support with any technology issues if required.
• Support available to third parties: Yes
• AI chatbot: Yes

Onboarding and offboarding

• Getting started: Safe Spaces is a leadership technology and is far more than simply software. Our typical getting started support involves deep work with organisational leadership to ensure they are setting the right objectives and expectations for the work. This can involve multiple workshops.; ; We then support our clients to select a suitable team for the day-to-day running of Safe Spaces.; ; This team is trained through a mix of online training and virtual meetings. ; ; Our team works with our clients to configure the first instance of the platform, before pointing them to all the elements they can configure themselves in the future if required.
• Service documentation: No
• End-of-contract data extraction: All data stored within the system is easily downloadable in Microsoft Excel or CSV format. Users can do this at any time during the contract or for up to 30 days after the contract ends.
• End-of-contract process: There is typically no need for any additional work from us at the end of a contract. We can and often do support our customers to export any data they may need before shutting down their platform instance.

Using the service

• Web browser interface: Yes
• Supported browsers:
  • Microsoft Edge
  • Firefox
  • Chrome
  • Safari
  • Opera
  • Other
• Application to install: No
• Designed for use on mobile devices: Yes
• Differences between the mobile and desktop service: Using the service on the mobile presents a responsive version of the same interface and provides access to the same information.; ; For system admins, the mobile interface is usable but not optimised - so it is highly recommended that administrative tasks are conducted on a desktop.
• Service interface: Yes
• User support accessibility: WCAG 2.2 AA
• Description of service interface: The service interface enables selected participants to interact with open-ended questions set by the engagement owners. They can share their views by liking/disliking submitted ideas, making comments on submitted ideas or submitting new ideas in response to the questions. This is all possible on both mobile and desktop and can be done with assistive technologies.
• Accessibility standards: WCAG 2.2 AA
• Accessibility testing: With all clients, we offer a dedicated session with their disability networks who can access the platform and its support structures ahead of time and offer feedback on its accessibility. We have done this with the Care Quality Commission, Local Government Association and dozens of NHS Trusts. In most cases, we offer an integrated assistive technology - the ReachDeck toolbar, which supports dictation, translation, high contrast, magnification and a host of other accesisbility options.
• API: No
• Customisation available: Yes
• Description of customisation: Each platform can be customised in a number of ways:; 1. Custom logos/colours; 2. Bespoke information pages; 3. Deployment of the platform on bespoke domains; 4. Customisation of security settings, moderation options and other platform settings.; ; Most customisations can be performed by the customer admin. A few that may have broader implications are implemented by the customer's account manager.

Scaling

• Independence of resources: We monitor activity and server load levels regularly and work with our clients ahead of any major events to ensure they have appropriate dedicated server capacity.; ; Optionally, we can deploy client instances on dedicated infrastructure, including load-balancers and multiple servers.; ; Over the 15 years of use, we have gained a detailed understanding of load levels for given user numbers and plan our infrastructure accordingly - in the past, we have catered for organisations with 150,000 stakeholders alongside multiple other clients.

Analytics

• Service usage metrics: Yes
• Metrics types: Automated service metrics include activity levels (logins, ideas, votes, comments) per day and in aggregate. Further service metrics that can be derived via deeper analysis include representation of different cohorts (by protected characteristics, department, division or other relevant data).
• Reporting types:
  • Real-time dashboards
  • Regular reports
  • Reports on request
• Resource tagging: Yes
• FOCUS resource tagging: No

Resellers

• Supplier type: Not a reseller

Staff security

• Staff security clearance: Other security clearance
• Government security clearance: None

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: Managed by a third party
• Penetration testing frequency: At least once a year
• Penetration testing approach: In-house
• Protecting data at rest:
  • Physical access control, complying with CSA CCM v4.0
  • Physical access control, complying with SSAE-18 / ISAE 3402
  • Physical access control, complying with another standard
  • Encryption of all physical media
• Data sanitisation process: Yes
• Equipment disposal approach: In-house destruction process
• Data sanitisation type:
  • Deleted data can’t be directly accessed / Cryptographic Erasure
  • Explicit overwriting of storage before reallocation / Secure Erase

Data importing and exporting

• Data export approach: The authorised administrator for each client can export the data at any time, using the given options in the administrative interface.
• Data export formats:
  • CSV
  • ODF
  • Other
• Other data export formats: Excel
• Data import formats:
  • CSV
  • ODF
  • Other
• Other data import formats: Excel

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: Our availability guarantees apply to periods of live conversations, during which time we guarantee 99.999% uptime.; ; For any downtime events longer than 10 minutes during a live conversation, we compensate clients with a free 2 week licence extension.
• Approach to resilience: Our service is hosted on Amazon AWS, which already provides very high levels of resilience. We do multi Availability-Zone backups of database to ensure that in the event on a major failure in any location, we can redeploy the services in another location. We are currently in the process of extending our hosting approaches to also include OVHCloud, further increasing our resilience.
• Outage reporting: We have an email alert system for reporting service outages.

Identity and authentication

• User authentication needed: Yes
• User authentication: Username or password
• Access restrictions in management interfaces and support channels: Management interfaces are only available to admin users, who are required to have two-factor-authentication. Support channels are only available to authorised staff and all interactions are logged for monitoring purposes.
• Access restriction testing frequency: At least once a year
• Management access authentication:
  • Multi-Factor Authentication (MFA)
  • Username or password

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

Security governance

• Named board-level person responsible for service security: Yes
• Security governance certified: Yes
• Security governance standards: Other
• Other security governance standards: Cyber Essentials Plus
• Information security policies and processes: We have a regularly updated Information Security Policy, which is regularly communicated to all staff and regularly discussed as part of all project delivery.
• Software Security Code of Practice: Yes

Operational security

• Configuration and change management standard: Supplier-defined controls
• Configuration and change management approach: We operate a monthly process of reviewing all components and assessing where changes are needed - e.g. upgrading of software versions.; ; All changes and improvements to our software is reviewed for potential security impacts before being commissioned - and any identified security risks are the subject of specifically written tests.
• Vulnerability management type: Supplier-defined controls
• Vulnerability management approach: We operate a fortnightly process of reviewing any new threats or vulnerabilities that might apply to our software stack. Any high or critical risk vulnerabilities are patched immediately.; ; Our primary source of threat information is availability of updated versions for software we use. We also subscribe to several security newsletters to help us identify major zero-day and emerging threats.
• Protective monitoring type: Supplier-defined controls
• Protective monitoring approach: In addition to our annual Cyber Essentials Plus certification, and associated scans, we also operate an automated analysis of access and error logs to identify unexpected access patterns or malicious attempts. We also conduct periodic vulnerability scans on our system.; ; Any potential risks are assessed and responded to based on their severity. Major incidents are responded to immediately, and all vulnerabilities within 14 days.
• Incident management type: Supplier-defined controls
• Incident management approach: Our incident management approach is defined in our business continuity policy, which outlines our responses to events more likely to occur. Users can report incidents to us via our support email, and we in turn provide incident reports via email to potentially affected parties.
• Post-quantum cryptography secure: No

Secure development

• Approach to secure software development best practice: Supplier-defined process

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: 3%
• Between £500,001 and £1,000,000: 5%
• Between £1,000,001 and £2,500,000: 5%
• Between £2,500,001 and £5,000,000: 5%
• Over £5,000,001: 5%

Non-mandatory Standards and certifications

• ISO/IEC 27001 certification: No
• ISO 28000:2022 certification: No
• ISO 9001 certification: No
• Quality management systems (QMS): Yes
• CSA STAR certification: No
• PCI certification: No
• Cyber essentials: Yes
• Please provide your Cyber Essentials Certificate Number: Adabd3b8-3565-467e-9331-ac147b20d8be
• Cyber essentials plus: Yes
• Please provide your Cyber Essentials Plus Certificate Number: 5d21fc61-2d0a-4339-80b1-dc945f5ae2c6
• Other security certifications: Yes
• Any other security certifications: NHS DSP Toolkit

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

    • Providing opportunities for, and measuring and monitoring of, staff workforce conditions over time, including employee engagement, involvement in decision-making and satisfaction and adapting to any changes in the results, with clear processes for acting on issues identified
    • Plans to engage the contract workforce in deciding the most important workplace issues to address
    • Ensuring new workers are informed of their right to join a trade union
    • Monitoring of employee engagement rates (by protected characteristic) and, where necessary, the development of actions to ensure all voices are heard across the diversity of the workforce
    • Employment contracts that reflect actual hours worked; steps taken to ensure employees understand their contracts and have the ability to review and adjust them if actual hours regularly exceed contracted hours
    • Activities that support an environment where staff are educated about, and feel empowered to, address their physical wellbeing
    • Activities that support an environment where staff are educated about and feel empowered to report and address bullying and harassment
    • Activities to cascade good practice on fair working conditions throughout the supply chain
    • Offer a pay and leave entitlement to all eligible staff who become kinship carers, ideally equivalent to statutory adoption pay and leave
    • Payment of more than the National Minimum Wage or National Living Wage (as appropriate) to the contract workforce
    • Monitoring and reporting of gender and ethnicity pay gaps and plans to address them where necessary
    • 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
    • Plans for an appropriate income replacement policy for staff who are required to spend time away from work to care for a sick dependent or close relative
    • 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
    • How to ensure business decisions re: price/cost, short lead times, payment timescales do not create modern slavery risks in the supply chain
    • How the supplier will work with NGOs, trade unions or other businesses to address modern slavery risk
    • 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 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
    • Ensuring accessibility to contracting and subcontracting opportunities for disabled business owners and employees
    • Structuring of the supply chain selection process to ensure fairness (e.g. anti-corruption) and encourages participation by a diverse range of businesses, including with regard to new businesses, entrepreneurs, start-ups, SMEs, VCSEs and mutual
    • Understanding of local demographics, needs and opportunities for the co-design of the goods, services and works to be delivered under the contract
    • 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)
    • Measures to engage users and communities and build relationships to increase community integration build trust and influence how the contract is delivered
    • Plans to respond flexibly and adapt approaches to community engagement and initiatives

  • 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 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
    • Offering a range of quality opportunities with routes of progression if appropriate, e.g. T Level industry placements, students supported into higher level apprenticeships.
    • Working conditions which promote an inclusive working environment and promote retention and progression
    • Other measures to provide equality of opportunity for disabled people and those with health conditions into employment, including becoming a Disability Confident employer and inclusion of supported businesses in the contract supply chain
    • Understanding of the issues affecting inequality in employment, skills and pay in the market, industry or sector relevant to the contract, and in the supplier’s own organisation and those of its key sub-contractors. Measures to tackle inequality in employment, skills and pay in the contract workforce
    • Inclusive and accessible development practices, including guidance for line managers on recruiting, managing and developing people with a disability or health condition

  • Mission: 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

  ODT

• Service definition document

  ODT

• Terms and conditions

  ODT

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