Enovation UK Limited

Enovation Mail

Enovation Mail secures your e-mail communication to send sensitive information to your recipients. Professionals are supported in the process of sending secure e-mails and the technical specifications comply with a broad range of international security and data protection standards such as IETF RFCs and the GDPR (UK version).

Features

• Secure email functionality
• Microsoft Outlook & Office 365 Send Secure plug-ins
• Integration with information systems
• Supports multiple browsers and devices
• Secure e-mail environment for non-community recipients
• Secure address book for community members
• Authenticated users in the onboarding process
• Integration with existing email environment organization
• Secure connection (TLS1.2) and encryption (AES256)
• Supports 2-factor authentication access (2FA)

Benefits

• Easy to use from any device and location
• Improves information protection and security
• Minimises the risk for data breaches via email
• Creates awareness for sharing sensitive information safely
• Large community for secure communication
• Proven solution with over 25.000 customers
• Certified solution (International: ISO/GDPR)
• Easy to use in combination with the existing mail solution
• Commitment to ongoing investment and innovation in solutions
• Multilingualism of the solutions makes your work easier

£1,326 a licence a year

Service documents

• Pricing document

  PDF

• Service definition document

  PDF

• 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 Liam.Canham@enovationgroup.com. Tell them what format you need. It will help if you say what assistive technology you use.

Framework

G-Cloud 14

Service ID

521606544438078

Contact

Liam.Canham@enovationgroup.com
08445611814
Liam.Canham@enovationgroup.com

Service scope

• Software add-on or extension: No
• Cloud deployment model:
  • Private cloud
  • Community cloud
• Service constraints: Enovation Mail is integrated with different mail environments, information systems and portals at over 25.000 customers. As part of the implementation process, the technical and functional requirements documentation is shared at the start of the onboarding process.
• System requirements:
  • Microsoft Outlook 2013 or later on Windows
  • Microsoft Outlook 2016 or later on Windows
  • Microsoft Outlook 2019 or later on Windows
  • Microsoft Exchange Online starting from Plan 1
  • Microsoft Office 365 Business starting from Essentials
  • Microsoft Office 365 Enterprise starting from E1 (including F1)
  • Google Workspace
  • Office 365
  • On-premise Exchange
  • Postfix

User support

• Email or online ticketing support: Email or online ticketing
• Support response times: Standard support hours are Monday to Friday, 9 to 5 (UK time), Monday - Friday, excluding Bank and Public holidays.
• 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: No
• Onsite support: Yes, at extra cost
• Support levels: Support is available by telephone during normal business hours, which is 9 to 5 (UK time), Monday to Friday, excluding Bank and Public holidays. On technical level the Enovation Mail Cloud infrastructure is monitored 24/7 on server availability. ; ; Optional: dependant on the size and scope of the project, on demand, a technical support person can be allocated.
• Support available to third parties: No

Onboarding and offboarding

• Getting started: Enovation provides standard online training and can offer, on demand, also onsite training for integrators, administrators and end-users. ; ; User manuals are available online and/or are shared in the onboarding process.
• Service documentation: Yes
• Documentation formats: PDF
• End-of-contract data extraction: When the customer makes use of linking its mailserver to the Enovation Mail mailserver all the emails are being stored on its own mailserver. ; When the customer makes use of an Enovation Mail integration with an information system the mails are stored in the (mail client of the) information system. In that case it is up to the customer to ensure that the agreements on this topic are being part of the contract with the information system provider. The messages received in the Enovation Mail Viewer by the non-community recipients will be automatically removed after 90 days.
• End-of-contract process: See former topic

Using the service

• Web browser interface: Yes
• Supported browsers:
  • Microsoft Edge
  • Firefox
  • Chrome
  • Safari
  • Opera
• Application to install: Yes
• Compatible operating systems:
  • Android
  • IOS
  • Windows
• Designed for use on mobile devices: Yes
• Differences between the mobile and desktop service: The Send Secure plug-in for Outlook operates on Desktop and Laptop. The Send Secure plug-in for Office 365 operates on Desktop, Laptop, and Tablet (iOS and Android). Microsoft doesn't support the use of their plug-ins on (smart)phones.; ; In cases where the Send Secure plug-ins cannot be used, as on (smart)phones, it is possible to make use of manually entered Enovation Mail Viewer triggers, preferable with 2FA for the recipient.
• Service interface: Yes
• User support accessibility: WCAG 2.1 AA or EN 301 549
• Description of service interface: Enovation Mail has multiple service interfaces, but all are aimed to support the users the best in their processes. First of all, the Microsoft Outlook or Office365 add-ins. These add-ins support the process of sending secure e-mails from the user's Microsoft mail application. If no add-in is installed it is also possible to use the manual Enovation Mail Viewer triggers. Besides that, recipients of secure emails - who aren't part of the Enovation Mail Community - receive 2FA access to the secure Enovation Mail Viewer. In this Viewer, the recipient can read, reply, forward, and download the message and attachment(s).
• Accessibility standards: WCAG 2.1 AA or EN 301 549
• Accessibility testing: The Enovation Mail Viewer interface and functionality have been developed and tested in cooperation with customers and their end-users. The WCAG accessibility standards have been tested in a formal audit executed by an external certifying body for the secure email regulation in the Netherlands: https://www.nen.nl/en/nta-7516-2019-nl-254878.
• API: Yes
• What users can and can't do using the API: Providers of healthcare information systems, other software applications or portals can make use of the following interface options of Enovation Mail: SMTP, IMAP or POP3. It is also possible to create an Enovation Mail Address book interface in the following ways: API, files, LDAP or manually. For these interfaces technical documentation is available and where applicable how to tune the interface to your specific needs.
• API documentation: Yes
• API documentation formats: PDF
• API sandbox or test environment: Yes
• Customisation available: No

Scaling

• Independence of resources: The Enovation Mail service is hosted on our scalable infrastructure and is continuously monitored to ensure the best user experience.; ; When the customer has linked its own mail server to the Enovation Mail server the performance of the own mail server is under control of the organization itself.

Analytics

• Service usage metrics: Yes
• Metrics types: Specific service usage metrics can be decided upon in the Service Level Agreement.
• Reporting types: Regular reports

Resellers

• Supplier type: Not a reseller

Staff security

• Staff security clearance: Other security clearance
• 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: European Economic Area (EEA)
• User control over data storage and processing locations: No
• Datacentre security standards: Managed by a third party
• Penetration testing frequency: Less than once a year
• Penetration testing approach: Another external penetration testing organisation
• Protecting data at rest:
  • 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:
  • Explicit overwriting of storage before reallocation
  • 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: See description 'End-of-contract data extraction'.; Users of the secure Enovation Mail Viewer can download the email and/or the attachment(s) from the Viewer and store them in their own environment. The download of the email will be in PDF-format. The download of the attachments will be in their original format and can be done in a ZIP-file or as separate files.
• Data export formats: Other
• Other data export formats:
  • PDF-format
  • ZIP-file
  • Original format of the attachments/files
• Data import formats: Other
• Other data import formats: Enovation Mail doesn't support sending attachments with unsafe extensions.

Data-in-transit protection

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

Availability and resilience

• Guaranteed availability: As stated in the product related Terms and Conditions the availability of Enovation Mail is 99.8% measured during the course of a calendar quarter.
• Approach to resilience: This information will be made available on request.
• Outage reporting: Through our online service page which indicates outage and scheduled maintenance: https://enovationgroup.com/nl/service-support/

Identity and authentication

• User authentication needed: Yes
• User authentication:
  • 2-factor authentication
  • Public key authentication (including by TLS client certificate)
  • Identity federation with existing provider (for example Google Apps)
  • Username or password
  • Other
• Other user authentication: Single Sign On (SAML2.0 or OpenID)
• Access restrictions in management interfaces and support channels: When processing personal data, only selected employees within Enovation are able to access personal data. These employees are limited to technical administrators of Enovation Mail and then only on a "need to have" and "need to know" basis.
• Access restriction testing frequency: At least once a year
• Management access authentication:
  • 2-factor authentication
  • Dedicated link (for example VPN)
  • Username or password

Audit information for users

• Access to user activity audit information: You control when users can access audit information
• How long user audit data is stored for: Between 1 month and 6 months
• Access to supplier activity audit information: You control when users can access audit information
• How long supplier audit data is stored for: Between 1 month and 6 months
• How long system logs are stored for: Between 1 month and 6 months

Standards and certifications

• ISO/IEC 27001 certification: Yes
• Who accredited the ISO/IEC 27001: Kiwa Nederland B.V
• ISO/IEC 27001 accreditation date: 16/11/2023
• What the ISO/IEC 27001 doesn’t cover: Enovation Mail services are covered by our ISO certification.
• ISO 28000:2007 certification: No
• CSA STAR certification: No
• PCI certification: No
• Cyber essentials: Yes
• Cyber essentials plus: No
• Other security certifications: Yes
• Any other security certifications:
  • ISO 9001
  • ISO 27001
  • ISO 27799
  • NEN 7510
  • NTA 7516
  • MedMij

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: ISO9001; ISO27799; NEN7510; NTA7516
• Information security policies and processes: All knowledge and processes are being documented in a central knowledge base: Information Security Management System (ISMS). The Security Office organise on a yearly basis several workshops to be sure important subjects are clearly explained and ensure up-to-date knowledge. Every department also has at least one member of an internal task force to guard the compliance of the security policies in place. Enovation is accredited for the Data Security and Protection Toolkit (DSPT) and also for Cyber Essentials.

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: For change management Enovation manages five types of changes:; 1. Standard changes; 2. Normal changes; 3. Internal changes; 4. Emergency changes; 5. Release/deploy changes.; Changes can start from a customer and/or an internal Enovation request and are handled within the Clientele ITSM application. Templates are being used for the process itself and the way of processing. Release/deploy changes are handled within the Atlassian's Jira application, including a security risk assessment as described in the ISMS of Enovation. The management of these changes is executed by the Service Management department. Development and Product Management can be involved as well.
• Vulnerability management type: Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
• Vulnerability management approach: Enovation makes use of the ISO 31000 definition of risk analysis. A risk is defined as: probability factor x damage factor which can result in five different CVSS scores. The PDCA Cycle of Deming for continuously risk assessment in Atlassian's Jira is being used. In the Change Management process for deployments all steps are described in full details. A specific procedure is in place for priority 1 incidents including a RCA. A decision log is in place for the ISMS and the PDCA cycle. The Enovation Security Office and our partner Northwave are examples of our sources for potential threats.
• Protective monitoring type: Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
• Protective monitoring approach: For Enovation Mail checks are implemented to check the availability of the servers. There is logging available to trace real-time messaging: for Relay messages (up to 48 hours) and for Viewer messages. The audit processes consist of internal and external audits, including 3-year ISO and NEN Audits. As described in Article 8 of the Enovation Mail Terms & Conditions: "The Response Time amounts to a maximum of 4 (four) Office Hours after the Incident has been reported. The Vendor will keep the Client informed of the progress of resolving the Incident."
• 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: Information Security Incident Management is based on the ISO 27002, ISO 27799 and NEN 7510 standards. Incident Management covers day-to-day standard procedures to control and resolve incidents causing a negative disturbance of our IT services and systems. The procedure is based on ITIL procedures. Users report incidents to the Service & Support department of Enovation. Incidents will be routed to the applicable department for follow-up. Maintenance windows and disruptions are reported via: https://enovationgroup.com/nl/service-support/. The Enovation Support Portal offers customers the opportunity to register incidents themselves and to have insight in the status or their reported incidents.

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
  • Equal opportunity

  Fighting climate change

  By reducing the need for physical printing and distribution of documents, Enovation Mail contributes to environmental sustainability by conserving paper, reducing waste, and lowering carbon emissions associated with transportation. This supports efforts to mitigate climate change and promote eco-friendly practices.

  Equal opportunity

  Enovation Mail provides a platform for sharing information inclusively, ensuring that everyone has access to important emails and documents regardless of their location or physical abilities. This promotes equal participation and empowerment.

Pricing

• Price: £1,326 a licence a year
• Discount for educational organisations: No
• Free trial available: No

Service documents

• Pricing document

  PDF

• Service definition document

  PDF

• 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 Liam.Canham@enovationgroup.com. Tell them what format you need. It will help if you say what assistive technology you use.