COALESCENT LIMITED

Dapian - Data Protection Impact Assessments

Dapian has been designed by public sector organisations and national bodies, to empower non-experts in the wider business to take responsibility for their data protection processes. Organisations can screen, complete, signoff, store, share and collaborate on Data Protection Impact Assessments, Data Ethics Assessments & Equality Impact Assessments.

Features

• Screening questions to identify if a DPIA is required
• Guided DPIA templates (DPIA, CCTV, International Data Transfer)
• Automated Risk Generation
• Data Ethics Assessments & Equality Impact Assessments
• Searchable library of completed DPIAs for reference
• Cloning of existing DPIAs for reuse
• Review triggers to prevent DPIAs from becoming outdated
• Linking of related DPIAs where appropriate
• Full auditing, tracking, reporting tools and data export

Benefits

• IG teams have oversight and control over the process
• Empowers staff to complete their own DPIAs etc
• Improves quality and numbers of DPIAs etc
• Ensures DPIAs are kept up to date
• Staff can collaborate on DPIAs
• Promotes 'Privacy by Design'
• Introduces efficiencies into the process
• Written guidance and hand-holding to support non-expert staff

£9,500 to £20,000 an instance a year

Service documents

• Pricing document

  PDF

• Skills Framework for the Information Age rate card

  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 gcloud@coalescent.uk. Tell them what format you need. It will help if you say what assistive technology you use.

Framework

G-Cloud 13

Service ID

507279958742482

Contact

Lianne Hawkins
07872137370
gcloud@coalescent.uk

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: * Dapian - Information Sharing Agreements.; * Dapian - Information Asset Register and Record of Processing Activity.
• Cloud deployment model: Public cloud
• Service constraints: N/A
• System requirements: N/A

User support

• Email or online ticketing support: Email or online ticketing
• Support response times: We aim to respond to issues reported via email helpdesk within 24hrs (during operational hours of Monday to Friday 9am-5pm).
• User can manage status and priority of support tickets: No
• Phone support: No
• Web chat support: Web chat
• Web chat support availability: 9 to 5 (UK time), Monday to Friday
• Web chat support accessibility standard: WCAG 2.1 AA or EN 301 549
• Web chat accessibility testing: All solution deployments are tested against WCAG 2.1 AA standards or higher where possible. Some aspects are AAA compliant but we try to achieve a balance between accessibility and browser coverage and have found that AAA compliance sometimes rules out older browsers to the detriment of other users. The solution is tested using a variety of assistive technology interfaces from Windows Narrator to Jaws.
• Onsite support: No
• Support levels: As part of our commitment to provide first class support, our proposals include the provision of an email helpdesk throughout the life of the solution. Visitors or users of the solution can email 24/7/365 to report issues like loss of service, orphaned content, or general presentation issues. Detailed response times would be covered in our SLA and are within 1 business day and recovery times of between 4business hours and 5 business days depending on the severity or the issue. The costs for this support is included in the overall ongoing management costs (e.g. hosting, content refreshes). Each deployment comes with a dedicated technical manager to handle support requests, identify the issue and update stakeholders on progress in a timely fashion. Customised, higher levels of support are available on request and costed based on needs.
• Support available to third parties: Yes

Onboarding and offboarding

• Getting started: During the implementation phase the organisation is assigned a designated implementation coordinator, who will support the organisation through any onboarding activity including internal comms. Training is included in the onboarding cost and will be provided in virtual train-the-trainer style events for up to 10 people. Further training sessions can be purchased at additional cost. Dapian comes with free full written and video based training documentation and users are able to access webchat to ask for help during business hours. Dapian is a staff-focused solution, which has been through significant user testing and is straightforward in its operation and usability.
• Service documentation: Yes
• Documentation formats:
  • PDF
  • Other
• Other documentation formats: Zendesk - Knowledge Base
• End-of-contract data extraction: Data extracts can be provided in a suitable (machine or human readable) format at the end of a contract. This includes user details and any associated DPIAs created during their signed-up period.
• End-of-contract process: At the end of the contract any user data is returned to the customer in an industry standard format. All data is then destroyed in accordance with; our data destruction policy. Deployment, testing and ongoing management are all included as part of the initial contract. Work carried out outside of the terms of the contract (e.g. change requests or out-of-scope features) are charged on our regular time & materials basis.

Using the service

• Web browser interface: Yes
• Supported browsers:
  • Microsoft Edge
  • Firefox
  • Chrome
  • Safari
  • Opera
• Application to install: No
• Designed for use on mobile devices: Yes
• Differences between the mobile and desktop service: N/A
• Service interface: Yes
• User support accessibility: WCAG 2.1 AA or EN 301 549
• Description of service interface: The service is web-based and can be accessed via a browser using an intuitive, accessible user interface.
• Accessibility standards: WCAG 2.1 AA or EN 301 549
• Accessibility testing: All solution deployments are tested against WCAG 2.1 AA standards or higher where possible. Some aspects are AAA compliant but we try to achieve a balance between accessibility and browser coverage and have found that AAA compliance sometimes rules out older browsers to the detriment of other users. The solution is tested using a variety of assistive technology interfaces from Windows Narrator to Jaws.
• API: Yes
• What users can and can't do using the API: The API allows interaction with all facets of the Dapian system using the standard GET, POST, PUT or DELETE actions. Full documentation, including endpoints and schemas are published within the site. Limitations are only based on lack of appropriate user permissions.
• API documentation: Yes
• API documentation formats: Open API (also known as Swagger)
• API sandbox or test environment: Yes
• Customisation available: Yes
• Description of customisation: Dapian is designed to be a national best practice solution, which has been contributed to by multiple public sector IG teams and National Bodies. However we are happy to receive suggested changes that would benefit the wider customer base. Bespoke development is also possible but will be quoted for separately.

Scaling

• Independence of resources: The solution is hosted in an 'elastic' environment within the UK that offers a broad set of global compute, storage, database, analytics, application, and deployment services that scale on demand applications. This generally ensures that users are never affected by performance issues.

Analytics

• Service usage metrics: Yes
• Metrics types: Metrics information includes but is not limited to:; - Number of DPIAs completed and what type; - Number of screening questionnaires completed and their outcome; - Number of DPIAs in any given state; - Dates for reviews; - Number of DPIAs requiring reviews; - Number of users
• Reporting types:
  • API access
  • Real-time dashboards
  • Reports on request

Resellers

• Supplier type: Not a reseller

Staff security

• Staff security clearance: Other security clearance
• Government security clearance: Up to Developed Vetting (DV)

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: At least once a year
• Penetration testing approach: ‘IT Health Check’ performed by a CHECK service provider
• Protecting data at rest:
  • Physical access control, complying with CSA CCM v3.0
  • Scale, obfuscating techniques, or data storage sharding
• Data sanitisation process: Yes
• Data sanitisation type:
  • Explicit overwriting of storage before reallocation
  • Deleted data can’t be directly accessed
• Equipment disposal approach: A third-party destruction service

Data importing and exporting

• Data export approach: Users can request their data via our standard support channels or direct to their account handler.
• Data export formats:
  • CSV
  • ODF
  • Other
• Other data export formats:
  • JSON
  • PDF
• Data import formats:
  • CSV
  • Other
• Other data import formats:
  • JSON
  • API endpoints

Data-in-transit protection

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

Availability and resilience

• Guaranteed availability: Historically, our availability has remained above 99.5%. Our solution is monitored in real time and SMS alerts are relayed to our technicians in the event of an outage lasting more than a few seconds. Refunds would be negotiated if uptime falls below this benchmark but handled on a case-by-case basis. For example, the absence of a third party API that is consumed by the solution cannot be attributed to loss of service.
• Approach to resilience: Resilience information is available on request but built into the solution at the outset.
• Outage reporting: The solution is monitored by Uptime Robot and notifies technicians of any outages via SMS notification, email, and API to dedicated Slack channels.

Identity and authentication

• User authentication needed: Yes
• User authentication:
  • 2-factor authentication
  • Identity federation with existing provider (for example Google Apps)
  • Username or password
• Access restrictions in management interfaces and support channels: The system uses the principle of least privilege to govern users' access rights to the bare minimum permissions they need to perform their work. Some privileged assignments are based on attributes that are role-based or by parameters such as location or special circumstances. Access to the system is protected by multi-factor authentication (MFA).
• Access restriction testing frequency: At least once a year
• Management access authentication:
  • 2-factor authentication
  • Identity federation with existing provider (for example Google Apps)
  • 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: User-defined
• Access to supplier activity audit information: Users contact the support team to get audit information
• How long supplier audit data is stored for: User-defined
• How long system logs are stored for: At least 12 months

Standards and certifications

• ISO/IEC 27001 certification: No
• ISO 28000:2007 certification: No
• CSA STAR certification: No
• PCI certification: No
• Cyber essentials: Yes
• Cyber essentials plus: Yes
• Other security certifications: No

Security governance

• Named board-level person responsible for service security: Yes
• Security governance certified: Yes
• Security governance standards: CSA CCM version 3.0
• Information security policies and processes: We have an ethical, legal and professional duty to ensure that the information the solution holds conforms to the principles of confidentiality, integrity and availability. We endeavour to ensure that the information we hold or are responsible for is safeguarded where necessary against inappropriate disclosure; is accurate, timely and attributable; and is available to those who should be able to access it. As such we have our own Information Security Policy in place that covers processes such as Legal & Regulatory Obligations, Information Classification, Compliance, Policy Awareness, Disciplinary Procedures, Incident Handling and Codes of Practice. We ensure this policy is enforced by periodic review of the Information Services Manager.

Operational security

• Configuration and change management standard: Supplier-defined controls
• Configuration and change management approach: We use a change management tracking service called Jira to ensure that any configuration or change management requests are accurately documented, prioritised and carried out in a timely fashion. We use version control to decide whether the change constitutes as step change in the fabric of the solution and carry out regular penetration testing if the change presents a potential security issue.
• Vulnerability management type: Supplier-defined controls
• Vulnerability management approach: We are members of a number of accredited bodies, including the Cyber Security Information Sharing Partnership (CiSP), that share information on new or emerging security issues. Any potential threats presented are assessed for severity either by our CTO or by a third party CHECK or CREST accredited body and acted upon accordingly.
• Protective monitoring type: Supplier-defined controls
• Protective monitoring approach: We give any security related incidents the highest priority. We have monitoring software that detects abnormal activity and provides SMS alerts if unusual patterns of activity are detected. In the event of a potential breach, the situation is assessed for severity and an appropriate response is coordinated immediately.
• Incident management type: Supplier-defined controls
• Incident management approach: Users can report incidents via our support helpdesk, via our incident reporting software or via email to the Technical Support Manager. Most incidents do fit a common type and have appropriate processes in place to deal with them. Non-common incidents are dealt with on an adhoc basis and followed up with an incident report to the stakeholders depending on the severity.

Secure development

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

Public sector networks

• Connection to public sector networks: No

Social Value

• Fighting climate change:

  Fighting climate change

  Coalescent is a paperless organisation with all staff working from home and very limited requirements to travel for work. Dapian provides the opportunity to switch the traditional paper-based assessments to an online paper-free experience.
• Covid-19 recovery:

  Covid-19 recovery

  Covid resulted in the need for public sector organisations to operate new services. For example supporting vulnerable people whilst they were isolating. These new services used sensitive personal data and were time critical. Dapian facilitates the production of quality DPIAs as fast as possible, meaning that these new services were able to operate after the proper consideration to the security of sensitive personal data and without delaying the roll out of the new services.
• Equal opportunity:

  Equal opportunity

  Dapian promotes the completion of an Equality Impact Assessment which ensures that policies, projects and schemes do not unlawfully discriminate against any groups with protected characteristics and supports organisations mitigate against any issues identified.

Pricing

• Price: £9,500 to £20,000 an instance a year
• Discount for educational organisations: No
• Free trial available: No

Service documents

• Pricing document

  PDF

• Skills Framework for the Information Age rate card

  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 gcloud@coalescent.uk. Tell them what format you need. It will help if you say what assistive technology you use.