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CIVICO LIMITED

Civico hybrid meeting solutions

Civico is a unified hybrid committee meeting and decision management plugin framework, that links and integrates a comprehensive suite of cloud software meeting management applications. Your Cloud services, meeting management software, and on-premises installed audiovisual systems, are seamlessly networked together so you have a single compete committee meeting system.

Features

  • Civico Core: links plugin features for seamless integration.
  • Certified integration: MS-Teams, Modern.gov, AV systems.
  • Meeting Administration: create, publish agendas, documents, decisions.
  • One system: on-premises, virtual and hybrid meetings.
  • Automated speaker, mic and camera control for efficient meetings.
  • Meeting management: people, agenda, votes, AV.
  • Digital voting: on-premises, virtual and hybrid meetings.
  • Stream to primary and secondary live webcast platform/stream targets.
  • Integrated language interpretation with relay: aural and BSL.
  • Expanding plugin apps, system integrations for evolving meetings.

Benefits

  • Simplifies committee meeting management across entire ecosystem.
  • Streamlines hybrid meeting workflows, remote participation, live proceedings.
  • Facilitates efficient agenda, document management, publication, decision recording.
  • Combines onsite strength with remote convenience for meetings.
  • Automation prioritises meeting focus over technology concerns.
  • Manages live proceedings seamlessly: participants, agenda and equipment.
  • Every meeting benefits from same efficient digital voting system.
  • Expands public reach, engagement with live subtitles: 220 languages.
  • Native accessibility ensures equal participation for all.
  • Responds to Council needs with continuous feature expansion.

Pricing

£10,000 a unit

Service documents

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 daniel@civico.io. Tell them what format you need. It will help if you say what assistive technology you use.

Framework

G-Cloud 14

Service ID

5 3 9 2 6 8 3 4 9 3 2 7 0 4 1

Contact

CIVICO LIMITED DANIEL CREMIN
Telephone: +447968320455
Email: daniel@civico.io

Service scope

Software add-on or extension
No
Cloud deployment model
Private cloud
Service constraints
Whilst internet access is vital for connecting to cloud hosting, Civico operates seamlessly without it. In offline scenarios, all local meeting application features ensures uninterrupted functionality. Live onsite Meeting management and AV recording automatically publish meetings and events once the internet connection is re-established. Whilst technically a constraint, customers can enjoy the peace of mind knowing that our platform remains reliable and fully functional regardless of internet availability.
System requirements
  • Use hostnames and IP addresses provided by Civico.
  • Civico will provide a list of TCP and UDP ports.
  • Engineers require AnyDesk to securely connections with Civico encoders.
  • Encoder connection for engineers to check updates.

User support

Email or online ticketing support
Email or online ticketing
Support response times
Monday-Friday, 9am to 10pm (excluding bank holidays):
• Level I: Critical issues addressed within 15 minutes during live meetings via dedicated live chat.
• Level II: Urgent issues handled same-day, responding within 30 minutes via live chat, phone, or email.
• Level III: Minor issues addressed within 1 working day via phone, email, or support ticket.

Out of these hours, support will be substituted by a 24/7 emergency support phoneline. Our support ticketing system allows clients to raise support tickets and track how they are progressing in real time. Tickets display which team member is the owner of the issue.
User can manage status and priority of support tickets
Yes
Online ticketing support accessibility
WCAG 2.1 AA or EN 301 549
Phone support
Yes
Phone support availability
9 to 5 (UK time), Monday to Friday
Web chat support
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 our web applications meet the WCAG guidelines, ensuring AA level accessibility. To guarantee compliance, we integrate cutting-edge online accessibility testing tools into our workflow. These tools ensure that our Live Chat application adheres to the WCAG 2.1 AA and EN 301 549 standards. To complement this, we also include human assessment from a dedicated Civico team member. This dual approach ensures thorough evaluation.

Our testing process is robust. We utilise specialised tools that focus on testing user flow accessibility, using a specific workflow scanner. This allows us to pinpoint potential accessibility issues and address them promptly. By combining automated tools with human insight, we ensure our Live Chat application is not only compliant but also user-friendly for everyone.
Onsite support
Yes, at extra cost
Support levels
With ISO 27001 and Microsoft accreditation, Civico ensures 24/7 management and monitoring of the Cloud Hosted solution. We offer structured service levels of support that enable clients to manage their user-facing applications seamlessly before, during, and after meetings.

Our support tiers are tailored to meet your needs promptly:

• Critical support is provided within 15 minutes.
• Urgent support is addressed within 30 minutes.
• Non-urgent support is resolved within 1 day.

In addition, our systems and services undergo proactive 24/7 monitoring, utilising intelligent live SNMP system telemetry reporting to swiftly identify and address performance issues. Our technical engineers also conduct regular remote and onsite scheduled maintenance programmes to uphold system integrity.

Civico's service continuity and support structure are built on Agile principles, prioritising adaptability, customer satisfaction, and continuous improvement. This ensures that customers receive responsive, flexible, and dependable support services, aligning with their evolving needs and expectations for sustained and optimal operation of audio-visual systems.
Support available to third parties
No

Onboarding and offboarding

Getting started
Personalised Onboarding Experience: Users will received a tailored onboarding process led either virtually or in person by a dedicated account manager, depending on user preference. Users receive individualised guidance (virtual and documented) to set up and configure both the hardware and software service according to their specific needs and goals.

Interactive Demo and Training Sessions: We offer both on-site and remote demo sessions where users can explore key features and functionalities first-hand, ask questions, and receive immediate feedback. We also offer video tutorials, a 24/7 online knowledge and help resource centre, user documentation, and telephone support service.

Dedicated Support Channels: We offer dedicated support from the very beginning of the contract. This includes email/ticketing support, which is available 9am-10pm Monday-Friday (excluding bank holidays). We also offer live phone and web-chat support, available 9am-5pm Monday-Friday (excluding bank holidays).

Regular Check-ins and Follow-ups: Your assigned account manager will conduct regular check-ins and follow-ups to address any questions or concerns that may arise post-deployment, ensuring a smooth transition and ongoing support.
Service documentation
Yes
Documentation formats
  • HTML
  • ODF
  • PDF
  • Other
Other documentation formats
Video
End-of-contract data extraction
When the contract ends, users can extract their data by initiating a request via email. All meeting audio-visual media files, captured from the client's networked devices, serve as a repository of their content. Alternatively, clients have the option to synchronise live streams with an external corporate media storage device for added convenience. Should they require it, copies of archived videos are made available in a format tailored to their preferences, upon request. Civico's end-of-contract policy guarantees full support for data extraction, facilitated by our experienced technicians. The extracted data is then transferred to the client in a format that aligns with their preferences, ensuring a smooth transition and continued access to their content.
End-of-contract process
At the conclusion of the contract, we ensure a smooth transition for our clients. Included in the contract price is the provision of archive video copies tailored to the client's preferred format upon request. Additionally, as part of Civico's commitment to customer satisfaction, our end-of-contract policy encompasses full support for data extraction of all client content. This process is conducted by our skilled technicians, who transfer the data to the client in their chosen format.

While data extraction is typically included in the contract, in certain circumstances where extensive labour is required, we reserve the right to charge at labour cost to reflect the necessary work effort. This ensures transparency and fairness in our pricing structure while maintaining our dedication to delivering high-quality service.

Using the service

Web browser interface
Yes
Supported browsers
  • Internet Explorer 11
  • Microsoft Edge
  • Firefox
  • Chrome
Application to install
Yes
Compatible operating systems
Windows
Designed for use on mobile devices
Yes
Differences between the mobile and desktop service
There are no differences between mobile and desktop service. All features are available across all devices.
Service interface
Yes
User support accessibility
WCAG 2.1 AA or EN 301 549
Description of service interface
The Civico Core framework features a single, centralised web interface, housing two interrelated applications for meeting administration and execution.

1. Meeting Administration:
• Web Application
• Create, manage, publish meetings
• Manage recordings and webcasts

2. Conduct Live Meetings:
• Conductor Application
• Utilise meeting templates
• Control live proceedings
Accessibility standards
WCAG 2.1 AA or EN 301 549
Accessibility testing
Civico embeds industry leading online accessibility testing and reporting tools to guarantee our core system software and any feature extensions meet WCAG 2.1 AA and EN 301 549 standards. This is complemented using human assessment by a dedicated Civico team member. Our tools provide core features for testing user flow accessibility using a specific workflow scanner.
API
Yes
What users can and can't do using the API
Typically, API systems integration isn't directly accessible to users. However, if needed, we offer customised integration on a commission basis. In such instances, the integrated system will also be extended to other users. The associated cost, limited to labour, is subject to discretion but payable by the commissioning user.

Examples of out-of-scope API requests to Civico include:

• Requests aimed at altering API functionality to accommodate third-party integrations.
• Feasibility studies or data gap analyses to ascertain the suitability of an API for client integration or specific business requirements.
• Custom programming or configuration by Civico personnel or contractors to facilitate or pursue API integration goals.
• Support requests concerning third-party integrations not developed by Civico.
• Any other API integrations not explicitly outlined within this original scope of work.
API documentation
No
API sandbox or test environment
Yes
Customisation available
Yes
Description of customisation
Civico offers extensive customisation options through its systems integration and feature plugin framework. Clients can integrate with their existing Modern.gov Cloud Committee Information Management System, custom Microsoft Teams deployment, and locally installed audiovisual conferencing systems.

Clients can further extend and customise their committee meeting system by integrating supported audiovisual equipment, systems, and meeting feature plugin applications. Most supported meeting feature applications can be custom-branded to reflect a council’s corporate identity, ensuring seamless integration and an enhanced user experience, tailored to each council's specific needs.

Scaling

Independence of resources
Civico safeguards a seamless user experience through advanced data segmentation and containerisation techniques. By isolating user operations in separate containers, we mitigate any adverse effects from fluctuating demands. Our scalable architecture dynamically allocates resources, ensuring stable performance regardless of concurrent user loads. Regular stress testing verifies system resilience during peak usage, while proactive monitoring identifies and resolves potential bottlenecks. This strategic approach, aligned with industry best practices, ensures dedicated service levels for each client without compromise, emphasising high availability and reliability in cloud services.

Analytics

Service usage metrics
Yes
Metrics types
Civico provides extensive service usage metrics, offering valuable insights into meeting management and webcasting. Metrics include attendee data, engagement levels, voting outcomes, and system performance, including uptime. Users can monitor live webcast viewership, document access frequency, and feature utilisation in real-time, through intuitive dashboards. Exportable for reporting, these metrics aid in strategic planning and demonstrating ROI. This data-driven approach helps improve service delivery, aligning with client needs and drives continuous improvement.
Reporting types
  • API access
  • Real-time dashboards
  • Regular reports
  • Reports on request

Resellers

Supplier type
Not a reseller

Staff security

Staff security clearance
Conforms to BS7858:2019
Government security clearance
Up to Developed Vetting (DV)

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
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
  • Physical access control, complying with another standard
  • Encryption of all physical media
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
During off-boarding, Civico ensures users can securely and efficiently export their data. Our SaaS platform features a user-friendly export function accessible from the user dashboard. Clients can select desired data sets, for example meeting records, webcasts or metadata, and download them in standard formats like CSV, JSON, or XML. We offer comprehensive verbal and chat support throughout the export process, ensuring a seamless transition while prioritising data security and privacy in adherence to industry standards.
Data export formats
  • CSV
  • ODF
  • Other
Other data export formats
  • JSON
  • XML
Data import formats
  • CSV
  • Other
Other data import formats
  • JSON
  • XML

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
At Civico, we ensure an exceptional 99.9% uptime for our cloud-hosted systems, providing uninterrupted service to our clients around the clock. Our reliability stems from a robust infrastructure, featuring data centres engineered for high redundancy and resilience. In the rare event of system-wide outages, clients are promptly notified within one to three hours of issue identification.

Our live support team responds within a swift 15 minutes, prioritising rapid resolution for urgent queries and disruptions, including on-site support when necessary.

We promise unlimited webcasts, enabling continuous access for viewers worldwide, 24/7, except during scheduled maintenance. Stringent encryption protocols safeguard data, both at rest and in transit, in accordance with GDPR guidelines. Data is set to auto-delete after a 6-year retention period, and manual deletions as operationally needed.

With our defence-in-depth security strategy and guaranteed uptime, clients can trust in continuous and secure access to their data.
Approach to resilience
Civico's cloud-hosted infrastructure is engineered for resilience, ensuring uninterrupted service. Our redundant setup spans multiple physical locations. This means if one of our clusters of cloud hosting servers experiences an issue or failure, another mirrored server seamlessly takes over without disrupting service. Automatic failover systems maintain operations with minimal disruption, supported by robust network connections. Data is securely stored and protected, while our conferencing backbone benefits from built-in redundancy for uninterrupted service. This design underpins our 99% uptime guarantee, ensuring secure and persistent access to council clients' data and services. With proactive measures and strategic design, Civico delivers a cloud-hosted environment that prioritises both security and perpetual accessibility, reflecting our commitment to service excellence.
Outage reporting
Civico ensures transparency in service availability by providing a real-time system service status monitor dashboard, accessible to clients via our website. This dashboard provides up-to-date information on the health and status of our cloud-hosted services, allowing clients to monitor performance directly.

In the event of an outage, Civico conducts a thorough Root Cause Analysis (RCA) to investigate and address any disruptions. Our infrastructure features an advanced internal health monitoring system that triggers automated ticketing and alert notifications to our technical team, expediting issue resolution.

Our protocol includes promptly informing an assigned service manager for each client in case of an outage. This ensures immediate awareness of issues and enables proactive response and recovery measures. This structured approach exemplifies Civico's commitment to robust communication channels and exemplifies our dedication to service excellence.

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)
  • Limited access network (for example PSN)
  • Dedicated link (for example VPN)
  • Username or password
  • Other
Other user authentication
SSO
Access restrictions in management interfaces and support channels
Access to management interfaces and support channels at Civico is tightly controlled. Firstly, access is restricted using two-factor authentication, limited IP addresses ranges, and certificates. Role-based access ensures users only access functions and data relevant to their role.

Our hybrid system has a hierarchical user access structure.

• Super user (Civico Technical Dev Engineer/Staff)
• Admin (Administrator, Account Manager, AV Support Engineer)
• Operator (Live Meeting Manager/Officer/Chair)
• Member (Remote MS-Teams Elected Member/Officer Participant)
• Guest (Remote Public Speaker)

This access control framework ensures that each user is granted appropriate privileges based on their role within the organisation.
Access restriction testing frequency
At least every 6 months
Management access authentication
  • 2-factor authentication
  • Public key authentication (including by TLS client certificate)
  • Identity federation with existing provider (for example Google Apps)
  • Limited access network (for example PSN)
  • Dedicated link (for example VPN)
  • Username or password
  • Other
Description of management access authentication
SSO

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
User-defined

Standards and certifications

ISO/IEC 27001 certification
Yes
Who accredited the ISO/IEC 27001
Citation
ISO/IEC 27001 accreditation date
05/01/2024
What the ISO/IEC 27001 doesn’t cover
N/A
ISO 28000:2007 certification
No
CSA STAR certification
No
PCI certification
No
Cyber essentials
Yes
Cyber essentials plus
Yes
Other security certifications
Yes
Any other security certifications
  • CHAS Elite
  • Constructionline

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
Cyber Essencials Plus
Microsoft Teams Certification Integration
Information security policies and processes
Civico adheres to ISO 27001 standards, forming the foundation of our robust security protocols. Our cloud services are built around a Secure Development Policy, integrating best practices from OWASP to fortify security throughout the software lifecycle. Our staff abide by this IT Security Policy, ensuring uniform protection measures. System access is strictly regulated, following a 'least privilege' principle where only authorised personnel possess administrative rights, mitigating internal risks. Furthermore, our Cloud applications implement role-based access controls alongside detailed audit trails, offering transparent oversight and safeguarding the integrity of our clients' data.

Operational security

Configuration and change management standard
Supplier-defined controls
Configuration and change management approach
Civico's configuration and change management processes adhere to stringent industry standards, ensuring secure and controlled modifications to our systems. Our approach includes:

• Small, iterative updates rather than extensive rollouts; enhancing stability and security.
• Peer reviews and code testing changes prior to deployment.
• A pre-production review process, aligning changes with system requirements and objectives.
• Utilising ITIL practices for tracking and managing changes, assuring thorough evaluation and accountability.
• Automatic security assessments on new code, safeguarding against vulnerabilities.
• CI/CD methodologies for efficient and reliable application updates, minimising disruption and risk.
Vulnerability management type
Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
Vulnerability management approach
Civico's vulnerability management process aligns with CSA CCM v3.0 and SSAE-16/ISAE 3402 standards:

• Continuous Monitoring: Systems undergo continuous scanning for vulnerabilities using leading security tools. WHAT TOOLS?
• Risk Assessment: Detected vulnerabilities are assessed for risk level and potential impact.
• Prioritised Remediation: Critical vulnerabilities receive immediate attention, followed by systematic resolution of less critical ones.
• Patch Management: Regular application of updates and patches maintains security posture.
• Compliance Checks: Routine audits ensure adherence to the highest compliance standards.
• Staff Training: Ongoing education on the latest security threats and best practices keeps our team informed.
Protective monitoring type
Supplier-defined controls
Protective monitoring approach
Civico's protective monitoring processes ensure swift threat detection and response:

• Real-Time Surveillance: Continuous monitoring detects abnormal activities across all systems.
• Alert System: Automated alerts notify of security threats or breaches.
• Incident Analysis: Thorough examination assesses threat severity.
• Immediate Response: Rapid actions mitigate and contain identified threats.
• Recovery Procedures: Steps restore affected systems to full functionality.
• Audit Trails: Detailed logging facilitates forensic analysis and compliance.

This vigilant monitoring ensures Civico's cloud services remain secure and trusted, meeting industry best practices and compliance standards.
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
Civico follows a robust incident management protocol compliant with ISO/IEC 27035:2011. Our process includes:

• Immediate incident identification and recording via automated alerts or user reports.
• Rapid classification and initial response to assess potential impact.
• Deployment of our dedicated incident response team for in-depth analysis.
• Implementation of containment strategies to limit scope and prevent escalation.
• Tailored resolution and recovery actions for specific incident types.
• Post-incident review to understand root causes and enhance future response.
• Transparent communication with stakeholders throughout the process.
• Regular staff training to ensure familiarity with best incident response practices.

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
Yes
Connected networks
  • Public Services Network (PSN)
  • Other
Other public sector networks
  • Clients Corporate Network
  • Civico Private LAN

Social Value

Social Value

Social Value

  • Fighting climate change
  • Covid-19 recovery
  • Tackling economic inequality
  • Equal opportunity
  • Wellbeing

Fighting climate change

We are committed to addressing our environmental responsibilities, with a keen focus on combating climate change. Our approach encompasses several key initiatives aimed at reducing our carbon footprint and promoting sustainability:
• Firstly, our cloud-based platforms and hybrid meeting systems play a pivotal role in furthering a paperless environment. By minimising the reliance on physical documents, we effectively curb deforestation and waste, aligning with our mission to preserve natural resources.
• Additionally, our commitment to facilitating remote access to meetings significantly reduces travel-related carbon emissions. By enabling virtual participation, we empower councils and constituents to actively contribute to a greener planet while enhancing accessibility and inclusivity in decision-making processes.
• Furthermore, our dedication to eco-friendly practices extends to our choice of data centres. By prioritising facilities powered by renewable energy sources, we ensure that our digital operations leave the lightest possible environmental footprint.
Through these concerted efforts, Civico strives to lead by example in the fight against climate change, demonstrating our steadfast commitment to environmental stewardship and sustainability.

Covid-19 recovery

In response to the COVID-19 pandemic, Civico's technology has emerged as a critical tool in ensuring the uninterrupted functioning of governmental operations. Our hybrid meeting solutions play a pivotal role in maintaining accessibility to public services, even during lockdowns or quarantine measures, thereby safeguarding democratic processes.
Through remote participation capabilities, we prioritise the health and safety of individuals while enabling essential council activities to continue without disruption. This adaptability not only aids in immediate pandemic recovery efforts but also equips councils with resilience for future challenges of a similar nature.
By facilitating seamless communication and decision-making, we empower governments to navigate the complexities of the pandemic with agility and efficiency. Our commitment to providing reliable technology solutions underscores our dedication to supporting COVID-19 recovery initiatives and strengthening governmental resilience for the long term.

Tackling economic inequality

We are dedicated to tackling economic inequality by democratising access to government proceedings. Our platform is meticulously designed to ensure that regardless of socio-economic background, everyone can participate in local governance. This access is paramount, empowering community members to voice concerns and engage in decision-making processes that can drive economic progress.
By removing barriers to participation, we promote a more inclusive society where every individual has the opportunity to shape policies that impact their livelihoods. This commitment to inclusivity not only fosters a sense of empowerment but also promotes equity and fairness in the distribution of resources and opportunities.
At Civico, we believe that by enabling meaningful participation in governance, we can pave the way for a more equitable and prosperous future for all members of society.

Equal opportunity

Civico is unwavering in promoting equal opportunity through our commitment to inclusivity in every aspect of our platforms. Our software is designed to ensure that individuals with disabilities have equitable access to council meetings and services. By adhering to the Web Content Accessibility Guidelines (WCAG), we guarantee that our technology can be seamlessly navigated and understood by all, including those who rely on assistive technologies.
Furthermore, our dedication to inclusivity extends to providing multilingual support, thereby breaking down language barriers and ensuring that diverse communities can fully engage in civic participation and access information without hindrance.
At Civico, we firmly believe that everyone, regardless of ability or language proficiency, should have the same opportunities to participate in governance and access essential services. Our unwavering commitment to equal opportunity drives us to continuously enhance our platforms to better serve all members of society.

Wellbeing

The wellbeing of communities is at the heart of what Civico does. Through our services, we strengthen the social fabric by promoting active civic engagement. We provide community members with a platform to express their views and contribute to discussions that directly impact their lives. This empowerment fosters greater community cohesion, enhances trust in local governance, and supports mental health by nurturing a sense of agency and belonging. By facilitating meaningful participation and dialogue, Civico's solutions actively contribute to the collective wellbeing of the societies we serve. We are committed to continuously promoting and nurturing environments where individuals feel valued, heard, and connected to their communities, ultimately fostering healthier and more resilient societies.

Pricing

Price
£10,000 a unit
Discount for educational organisations
No
Free trial available
No

Service documents

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 daniel@civico.io. Tell them what format you need. It will help if you say what assistive technology you use.