PHOENIX SOFTWARE LIMITED

Proofpoint Email Fraud Defence

Proofpoint Email Fraud Defence protects your employees, customers, and business partners from cyber criminals who spoof trusted email domains. It makes email authentication easy and reliable so you can stop email fraud before it reaches the inbox.

Features

• Full visibility and control of email sent by organization.
• Implement email authentication quickly and confidently on owned domains
• Extend protection to your customers and partners
• Maintain the trust people place on your email communications
• Complete view into all email in/out of your organisation

Benefits

• Understand reasons behind—learn how to fix—each authentication failure.
• Get ongoing guidance and support from our professional services team.
• To deploy email authentication efficiently on your domains and gateway
• Prevent BEC and phishing attacks that target your employees.
• Account for email to your organization with visibility and control.
• Authorize for email to your organization with visibility and control.

• Education pricing available
• Free trial available

Service documents

• Pricing document

  PDF

• Service definition document

  PDF

• Terms and conditions

  PDF

Request an accessible format

If you use assistive technology (such as a screen reader) and need versions of these documents in a more accessible format, email the supplier at bids@phoenixs.co.uk. Tell them what format you need. It will help if you say what assistive technology you use.

Framework

G-Cloud 15

Service ID

532581250099578

Contact

Mark Pickersgill
01904 562200
bids@phoenixs.co.uk

About your service

• Service categories:

  Applications

  Collaborative

  • Email
• Multi cloud support: No

Service scope

• Software add-on or extension: No
• Cloud deployment model: Private cloud
• Service constraints: Proofpoint Email Fraud Defence is a SaaS service with guaranteed uptimes and scheduled maintenance windows
• System requirements: Proofpoint is a SaaS service there are no system requirements

User support

• Email or online ticketing support: Yes
• Support response times: P1 First Response - 1 hour; P2 First Response - 4 business hours; P3 First Response - 8 business hours; P4 First Response - 16 business hours; ; P1 - Major business impacting failure of a service; P2 - Service or product or hardware is operating in degraded mode.; P3 - All major functionality is working. Non-critical systemic issues.; P4 - “How To” Questions or issues with no functionality degradation
• User can manage status and priority of support tickets: Yes
• Online ticketing support accessibility: None or don’t know
• Phone support: Yes
• Phone support availability: 24 hours, 7 days a week
• Web chat support: No
• Onsite support: No
• Support levels: Platinum - Support available via portal and for P1-P4 phone access during business hours; ; Global - Support available via portal and phone access 24 x 7; ; A TAM option is available with for P1-P4 phone access during business hours and provides case tracking and oversight.
• Support available to third parties: Yes

Onboarding and offboarding

• Getting started: Proofpoint professional services provide an onboarding service working with customers to implement Proofpoint Threat Protection suite according to best practices
• Service documentation: Yes
• Documentation formats:
  • HTML
  • PDF
• End-of-contract data extraction: No data is stored by Email Fraud Defence.
• End-of-contract process: Fees and Payment; Customer pays all subscription and other fees (“Fees”) to the Reseller as stated in Purchase Orders.; Fees apply for the Initial Term; Extension Term fees will be defined in the applicable Purchase Order.; ; Taxes; Customer is responsible for all taxes related to the Agreement, except taxes on either party’s net income.; Proofpoint may collect and remit applicable taxes from Customer.; ; License True-Up; Customer must monitor and report actual usage (“License Count”) of subscription-based products.; Base License = number of licenses purchased.; If usage exceeds Base License by 10% or more, Customer must notify Proofpoint at accountsreceivable@proofpoint.com.; Proofpoint may verify usage at any time.; If License Count exceeds Base License, Customer pays Reseller for additional licenses from activation through the remainder of the term.
• Documentation accessibility standard: None or don’t know
• How the documentation is accessible: Via HTML (Web Browser) or PDF

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: ProofPoint Email Fraud Defence provides email hygiene services in front of your mail service provider and as such is platform agnostic
• Service interface: Yes
• User support accessibility: None or don’t know
• Description of service interface: ProofPoint Email Fraud Defence provides a modern web based interface
• Accessibility standards: None or don’t know
• Description of accessibility: ProofPoint Email Fraud Defence provides a modern web based interface, any accessibility services built into the browser will be available to end users.
• Accessibility testing: N/A
• API: Yes
• What users can and can't do using the API: Admins (not users) and control functions and settings using the relevant API
• API documentation: Yes
• API documentation formats:
  • HTML
  • PDF
• API sandbox or test environment: No
• Customisation available: Yes
• Description of customisation: Admins can fully customise Email Fraud Defence allowing clear visibility of all domains and sending Ips disposition

Scaling

• Independence of resources: Proofpoint uses a scalable and elastic platform for Email Fraud Defence which is proactively monitored by our NOC

Analytics

• Service usage metrics: Yes
• Metrics types: Number of mails per sending domain; Disposition of mails per sending domain
• Reporting types:
  • Real-time dashboards
  • Regular reports
  • Reports on request
• Resource tagging: No
• FOCUS resource tagging: No

Resellers

• Supplier type: Reseller (no extras)
• Organisation whose services are being resold: Proofpoint

Staff security

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

Asset protection

• Knowledge of data storage and processing locations: Yes
• Data storage and processing locations:
  • United Kingdom
  • European Economic Area (EEA)
  • Other locations
• User control over data storage and processing locations: Yes
• Datacentre security standards: Complies with a recognised standard (for example CSA CCM version 4.0)
• Penetration testing frequency: At least once a year
• Penetration testing approach: ‘IT Health Check’ performed by a CREST-approved service provider
• Protecting data at rest: Physical access control, complying with CSA CCM v4.0
• Data sanitisation process: Yes
• Equipment disposal approach: Complying with a recognised standard, for example CSA CCM v4.0, CAS (Sanitisation) or ISO/IEC 27001
• Data sanitisation type:
  • Data Erasure
  • Explicit overwriting of storage before reallocation / Secure Erase
  • Degaussing
  • Physical Destruction / Hardware containing data is completely destroyed

Data importing and exporting

• Data export approach: No data is stored by Email Fraud Defence.
• Data export formats: Other
• Other data export formats: JSON
• Data import formats: CSV

Data-in-transit protection

• Data protection between buyer and supplier networks:
  • TLS (version 1.2 or above)
  • Other
• Other protection between networks: Proofpoint employs reasonable security measures to protect customer data through the implementation of appropriate technical and organizational controls. These controls include using AES 256 encryption for data at rest, HTTPS/TLS to protect data in motion, role-based access, logging, auditing, a robust vulnerability management program, co-location facilities that meet Tier III data centre standards, a business continuity program, separation of production and development/testing environments, change management processes, and capabilities to maintain the confidentiality, integrity, and availability of processing systems as applicable to the services provided.
• Data protection within supplier network:
  • TLS (version 1.2 or above)
  • Other
• Other protection within supplier network: Proofpoint's Data Classification Standard classifies all customer data as "Customer Confidential" and does not permit it outside of the Proofpoint production environment where services are hosted. Customer data is not utilized in testing, and confirmation can be found in Control C1.1.1 of the latest Proofpoint SOC 2 Type II audit report.

Availability and resilience

• Guaranteed availability: Details of Proofpoint's SLAs, including customer responsibilities, can be found here under "Service Level Agreements": https://www.proofpoint.com/us/legal/license
• Approach to resilience: Proofpoint solution architecture operates in high-availability mode by leveraging multiple Availability Zones or by leveraging multiple geographically-diverse co-location facilities.
• Outage reporting: Proofpoint notifies customers via PCS (if registered), email, and via postings on the customer support portal in the event of service disruptions. Details of Proofpoint's SLAs, including customer responsibilities, can be found here under "Service Level Agreements": https://www.proofpoint.com/us/legal/license

Identity and authentication

• User authentication needed: Yes
• User authentication:
  • Multi-Factor Authentication (MFA)
  • Identity federation with existing provider (for example Google Apps)
  • Username or password
  • Other
• Other user authentication: It is expected that the customer would leverage SAML 2.0 support within the services to configure authentication for customer personnel to use the customer's authentication infrastructure. The customer can use AD for authentication.
• Access restrictions in management interfaces and support channels: The concept of least privilege access applies to employee roles. Roles and applicable permissions are only assigned based on role-based needs for each employee. Proofpoint monitors accounts on a daily basis, and we review privileged access to production monthly. The customer controls the provisioning of administrative permissions for customer users within the customer account. Confirmation of the review of user access controls (non-privileged and privileged) can be found in control CC6.3 of the latest Proofpoint SOC 2 Type II audit report.
• Access restriction testing frequency: At least every 6 months
• Management access authentication:
  • Multi-Factor Authentication (MFA)
  • Identity federation with existing provider (for example Google Apps)
  • Username or password
  • Other
• Description of management access authentication: All logical access to the Proofpoint production environment, where Proofpoint's SaaS services are hosted, is via a two-factor authenticated VPN that requires the use of a unique user ID/password combination and a key fob-generated PIN. This is enforced through the use of a network configuration that prevents all remote connections except those through the two-factor authenticated VPN.

Audit information for users

• Access to user activity audit information: Users receive audit information on a regular basis
• How long user audit data is stored for: Between 1 month and 6 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 1 month and 6 months
• How long system logs are stored for: At least 12 months

Security governance

• Named board-level person responsible for service security: Yes
• Security governance certified: Yes
• Security governance standards: CSA CSM version 4.0
• Information security policies and processes: Proofpoint maintains a comprehensive information security program, which consists of policies, standards, and procedures that is based on the requirements of NIST 800-53 and ISO 27001. Confirmation of the Information System Security and Management Policies being formally documented can be found in control CC5.3.2 of the latest Proofpoint SOC 2 Type II audit report.
• Software Security Code of Practice: Yes

Operational security

• Configuration and change management standard: Complies with a recognised standard, for example CSA CCM v4.0 or SSAE-18 / ISAE 3402
• Configuration and change management approach: Proofpoint has an established change management program that covers processes, procedures, technical implementations, security controls, infrastructure, and more. All configuration changes are managed through a management approved process which includes prioritizing identified vulnerability remediation efforts, vendor-supplied patching and configuration. Confirmation of our Change Management program can be found in control CC8.1 of the latest Proofpoint SOC 2 Type II audit report.
• Vulnerability management type: Complies with a recognised standard, for example CSA CCM v4.0 or SSAE-18 / ISAE 3402
• Vulnerability management approach: Proofpoint maintains a robust and continuous vulnerability management program with weekly internal and quarterly external vulnerability scans. We review scan results for applicability and criticality and remediate vulnerabilities in line with Service Level Objectives defined in the Proofpoint Patch Management Policy. Additionally, we engage with third-party security vendors to perform annual penetration testing of the Proofpoint applications.; We do not share the results of internal or external vulnerability scans. You can find confirmation of our weekly vulnerability scanning in control CC7.1.3, and confirmation of our commitment to annual third-party penetration testing in control CC2.1.3 of the latest SOC 2 report.
• Protective monitoring type: Complies with a recognised standard, for example CSA CCM v4.0 or SSAE-18 / ISAE 3402
• Protective monitoring approach: Proofpoint leverages several security monitoring tools to monitor system logs and network activity for malicious activity. Security audit logs and other alerts are sent to Proofpoint's SIEM for aggregation, filtering, and alerting to 24x7 on-call security personnel. Confirmation of our logging and monitoring can be found in Control CC2.1.2 and CC7.2 of the latest Proofpoint SOC 2 Type II audit report.
• Incident management type: Complies with a recognised standard, for example, CSA CCM v4.0 or ISO/IEC 27035:2011 or SSAE-18 / ISAE 3402
• Incident management approach: Proofpoint has an established Incident Management Program that has been approved by management, communicated to everyone, and has an owner to maintain and review. Proofpoint will notify defined contacts within 72 hours of confirmation of unauthorized access to Customer data. Our incident response plan focuses on identification, containment, remediation, and recovery. Within this process, there are key steps that are taken to both understand the attack and prevent further damage or loss of data. Proofpoint's Incident Response Team has defined roles and responsibilities, including first responders and forensic investigators. They undergo at least annual training and are available 24x7x365.
• Post-quantum cryptography secure: No

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 v4.0)

Public sector networks

• Connection to public sector networks: No

Pricing

• Discount for educational organisations: Yes
• Free trial available: Yes
• Description of free trial: Proofpoint provide a "Test Drive " or a Proof of Concept program to allow customers to evaluate the software, efficacy and performance of the solution

Discount percentage by annual call-off contract value (excluding VAT)

• Less than £250,000: 0.1%
• Between £250,000 and £500,000: 0.2%
• Between £500,001 and £1,000,000: 0.3%
• Between £1,000,001 and £2,500,000: 0.4%
• Between £2,500,001 and £5,000,000: 0.5%
• Over £5,000,001: 0.6%

Non-mandatory Standards and certifications

• ISO/IEC 27001 certification: Yes
• Who accredited the ISO/IEC 27001: BSI Assurance UK Limited
• ISO/IEC 27001 accreditation date: Thursday 21 January 2016
• What the ISO/IEC 27001 doesn’t cover: Our certificate applies to services including software licensing, hardware, software asset management (SAM), and IT consultancy. It covers these services when delivered to public sector, charities and housing associations, education, and corporate customers by our employees, systems, and business processes.; ; All activities outside of this scope are not covered by the certification.
• ISO 28000:2022 certification: No
• ISO 9001 certification: Yes
• Who accredited the ISO 9001 certification: BSI Assurance UK Limited
• ISO 9001 accreditation date: Tuesday 23 November 2010
• What the ISO 9001 doesn’t cover: Our certificate applies to services including software licensing, hardware, software asset management (SAM), and IT consultancy. It covers these services when delivered to public sector, charities and housing associations, education, and corporate customers by our employees, systems, and business processes.; ; All activities outside of this scope are not covered by the certification.
• Quality management systems (QMS): Yes
• CSA STAR certification: No
• PCI certification: Yes
• Who accredited the PCI DSS certification: Security Metrics via Self Certification
• PCI DSS accreditation date: Wednesday 20 August 2025
• What the PCI DSS doesn’t cover: Our certificate applies to services including software licensing, hardware, software asset management (SAM), and IT consultancy. It covers these services when delivered to public sector, charities and housing associations, education, and corporate customers by our employees, systems, and business processes.; ; All activities outside of this scope are not covered by the certification.
• Cyber essentials: Yes
• Please provide your Cyber Essentials Certificate Number: 18c34a82-2bf3-4bf9-86c6-f489f07b37d6
• Cyber essentials plus: Yes
• Please provide your Cyber Essentials Plus Certificate Number: F1e26d79-c268-4d22-a3d7-01e3f4c32c92
• Other security certifications: No

Social value

• Section B - Commitment for Future: Delivery:

  • Mission: Kick start economic growth. To secure the highest sustained growth in the G7 - with good jobs and productivity growth in every part of the country making everyone, not just a few, better off.

    Policy Outcome 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

    • New or retained jobs on the contract workforce in the relevant area that meet the criteria set out in MAC 1b, 1c and 1d
    • 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
    • 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
    • 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
    • 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
    • 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 2: Skills for growth: Supporting growth sectors and addressing skills gaps.

    • Understanding of employment and relevant skills issues, and of the education and training issues relating to the contract. Illustrative examples: demographics, skills shortages, new opportunities in high growth sectors, geographic/local community and skills/employment challenges
    • Support for educational attainment relevant to the contract, including training schemes that address skills gaps and result in recognised qualifications
    • Activities to support relevant sector related skills growth and sustainability in the contract workforce. Illustrative examples: careers talks, curriculum support, literacy support, safety talks and volunteering

  • 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
    • 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
    • Measures for making facilities used in the delivery of the contract available for community groups, education or training
    • Collaborating with anchor institutions and community groups to make facilities available for education, training or community events

  • 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 employment and skills issues, and of the skills and employment shortages of high growth sectors relating to the contract
    • Creation of employment opportunities particularly for those who face barriers to employment, such as prison leavers, care leavers and/or who are located in deprived areas, and for people in industries with known skills shortages or in high growth sectors
    • Delivery of training schemes and programmes to address any identified skills gaps and under-representation in the workforce for the contract (e.g. prison leavers, care leavers, kinship carers, disabled people)
    • Advertising, promotional and outreach activities designed to raise awareness of the offer to reach the target cohort
    • 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
    • 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
    • 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
    • Advertising, promotional and outreach activities designed to raise awareness of the offer to reach the target cohort
    • Understanding of issues relating to entering the contract workforce
    • Creation of outreach activities to create a pipeline of employees for the future contract delivery
    • Content of the outreach activity is designed to suit the target cohort
    • Advertising, promotional and outreach activities designed to raise awareness of the offer to reach the target cohort

  • 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
    • 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

  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 bids@phoenixs.co.uk. Tell them what format you need. It will help if you say what assistive technology you use.