ULTIMA BUSINESS SOLUTIONS LTD.

Ultima Mimecast Critical Protection

Protections include:
AI-powered BEC protection
Social graphing and dynamic bannering
On-click URL analysis
AI-powered QR code protection
Browser Isolation (Cloud Integrated)
Advanced attachment sandboxing and detection
Malware scanning
Spam filtering
Outbound and internal email scanning

Features

• Email Virus/Spam, URL & QR code, Attachment & Impersonation Protection.
• Internal Email Protect, Data Leak Prevention Tools with Threat Remediation.
• Branding, Social-Graphing, & Natural Language Processing for Business Email Compromise

Benefits

• Detection and protection against cyber security threats in all email.
• Advanced threats delivered using URLs, QR codes, Attachments, and Impersonation.
• Advanced protection from Business Email Compromise and Payloadless Attacks

• 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 publicsectorbids@ultima.com. Tell them what format you need. It will help if you say what assistive technology you use.

Framework

G-Cloud 15

Service ID

608956271986822

Contact

Ultima Bid Office
+44333 0158000
publicsectorbids@ultima.com

About your service

• Service categories:

  Applications

  Collaborative

  • Email
• Multi cloud support: Yes

Service scope

• Software add-on or extension: No
• Cloud deployment model: Private cloud
• Service constraints: The system is designed without any inherent constraints. Should any issues arise, this will be made public on the Mimecast service website, and your Mimecast Account Manager will keep you updated.
• System requirements: Existing email messaging platform.

User support

• Email or online ticketing support: Yes
• Support response times: Priority 1 Tickets - 15 Minutes Priority 2 Tickets - 4 hours Priority 3 Tickets - 1 Day Priority 4 Tickets - 2 Days
• User can manage status and priority of support tickets: Yes
• Online ticketing support accessibility: WCAG 2.2 AA
• Phone support: Yes
• Phone support availability: 24 hours, 7 days a week
• Web chat support: Yes
• Web chat support availability: 24 hours, 7 days a week
• Web chat support accessibility standard: WCAG 2.2 AA
• Web chat accessibility testing: Accessibility for assistive technology is continually being reviewed and researched, such as reviewing appropriate fonts or contrasts, as well as speech to text functionalities.
• Onsite support: Yes, at extra cost
• Support levels: Basic Support - Included with subscription provides an online Support Portal, the Mimecast Customer Community, Knowledgebase and Administration Console access.; ; Advanced Support - Includes the same online Support Portal, the Mimecast Customer Community, Knowledgebase and Administration Console access as the Basic Support package. Also includes 24 X 7 Telephone support. ; ; Premium Support - Includes the same online Support Portal, the Mimecast Customer Community, Knowledgebase and Administration Console access as the Basic Support package. Also includes 24 X 7 Telephone support, prioritized routing to tenured support engineers, and a Technical Account Manager (TAM) assigned to your account. ; ; Onsite Support would be handled by our Professional Services team, and would require a bespoke quote at the time that the services are requested.
• Support available to third parties: Yes
• AI chatbot: Yes

Onboarding and offboarding

• Getting started: Mimecast provides a range of Implementation Packages. Mimecast’s Implementation Services focus on delivering the maximum value for you, in the shortest time possible, so that you can take full advantage of the products that you have purchased, regardless of your size.
• Service documentation: Yes
• Documentation formats:
  • HTML
  • PDF
  • Other
• Other documentation formats:
  • Video-based
  • Proprietary Forums
• End-of-contract data extraction: Only 30 days of Data is stored with this package, but this is designed for the purpose of email delivery tracking, and not as a service or compliance archive. Messages within the 30 days can be individually exported by administrators, but bulk-export of the data is not supported.
• End-of-contract process: The service is decommissioned and any stored data and configurations are permanently deleted.
• Documentation accessibility standard: WCAG 2.2 AA

Using the service

• Web browser interface: Yes
• Supported browsers:
  • Microsoft Edge
  • Firefox
  • Chrome
  • Safari
  • Opera
  • Other
• Application to install: Yes
• Compatible operating systems:
  • Android
  • IOS
  • MacOS
  • Windows
• Designed for use on mobile devices: Yes
• Differences between the mobile and desktop service: None
• Service interface: Yes
• User support accessibility: WCAG 2.2 AA
• Description of service interface: Mimecast provides a web browser-based Administration Console, and end-user applications are provided in Outlook Addin, web browser, iOS App, Android App, and Mac OSX App format.
• Accessibility standards: WCAG 2.2 AA
• Accessibility testing: Mimecast conducts accessibility audits on its products against WCAG which include VoiceOver assistive technology. Mimecast encourages users to participate in beta testing and user research.
• API: Yes
• What users can and can't do using the API: Mimecast API 2.0 uses OAuth 2.0 to authenticate with the Mimecast API Gateway using a dedicated Application (created and configured by the customer). Pre-built and managed integrations are available with numerous Technilogy Alliance Partners, and customers can code their own applications using the available API calls, with guides and sample code provided. This is available to all Mimecast customers at no extra cost.
• API documentation: Yes
• API documentation formats:
  • Open API (also known as Swagger)
  • HTML
• API sandbox or test environment: No
• Customisation available: Yes
• Description of customisation: Customisation of the service comes in the form of granular security policy control, Role Based Access Control for platofrm access, and Application Profiles for granualr customisation of end-user application features, functions. and overall access.

Scaling

• Independence of resources: We have a dynamically scalable grid-based account system working across geographically dispersed data centres running in an active/active configuration, to ensure service usage by one customer does not affect other customers on that grid, and that there are no maintenance windows and 100% uptime.

Analytics

• Service usage metrics: Yes
• Metrics types: Detailed metrics regarding every aspect of the handling of emails by the service.
• Reporting types:
  • API access
  • Real-time dashboards
  • Regular reports
  • Reports on request
• Resource tagging: Yes
• FOCUS resource tagging: Yes

Resellers

• Supplier type: Reseller providing extra features and support
• Organisation whose services are being resold: Mimecast

Staff security

• Staff security clearance: Conforms to BS7858:2019
• Government security clearance: None

Asset protection

• Knowledge of data storage and processing locations: Yes
• Data storage and processing locations:
  • United Kingdom
  • European Economic Area (EEA)
  • 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 SSAE-18 / ISAE 3402
  • Encryption of all physical media
  • Other
• Other data at rest protection approach: Data at rest is stored in triplicate, across two geographically-dispersed data centres in your region of choice, using AES-256 encryption.
• Data sanitisation process: Yes
• Equipment disposal approach: A third-party destruction service
• Data sanitisation type:
  • Explicit overwriting of storage before reallocation / Secure Erase
  • Physical Destruction / Hardware containing data is completely destroyed

Data importing and exporting

• Data export approach: N/A
• Data export formats: Other
• Other data export formats: N/A
• Data import formats: Other
• Other data import formats: N/A

Data-in-transit protection

• Data protection between buyer and supplier networks:
  • TLS (version 1.2 or above)
  • IPsec or TLS VPN gateway
  • Legacy SSL and TLS (under version 1.2)
  • Other
• Other protection between networks: HTTPS
• Data protection within supplier network:
  • TLS (version 1.2 or above)
  • IPsec or TLS VPN gateway
  • Legacy SSL and TLS (under version 1.2)
  • Other
• Other protection within supplier network: HTTPS

Availability and resilience

• Guaranteed availability: 100% uptime SLA provided to all customers.
• Approach to resilience: Datacentres are resilient and information is available on request
• Outage reporting: This is available on publicly available web resources as well as automated notification.

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
• Access restrictions in management interfaces and support channels: Mimecast is 100% Role-Based Access Controlled, so anyone accessing the service has their administrative and user-level capabilities restricted by their role.
• 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: SSO

Audit information for users

• Access to user activity audit information: Users have access to real-time audit information
• How long user audit data is stored for: At least 12 months
• Access to supplier activity audit information: Users have access to real-time audit information
• How long supplier audit data is stored for: Less than 1 month
• 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:
  • ISO/IEC 27001
  • Other
• Other security governance standards: ISO/IEC 27701:2019, ISO 22301:2019, ISO/IEC 42001:2023, ISO 14001:2015, Cyber Essentials, Cyber Essentials Plus, SOC 2 Type 2, HIPAA, HITECH, TISAX.
• Information security policies and processes: Mimecast maintains an internal audit team that continuously evaluates all aspects of the Information Security Management System with external validation through a recognised 3rd party at least once a year.
• 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: Mimecast change management process requires that change requests are:; -Authorised; -Formally Documented; -Tested prior to migration (when applicable); -Reviewed and approved by management (when applicable)
• Vulnerability management type: Complies with a recognised standard, for example CSA CCM v4.0 or SSAE-18 / ISAE 3402
• Vulnerability management approach: Mimecast has a robust vulnerability management program that is aligned with industry best practices. Our approach includes finding, evaluating, prioritizing, and eliminating threats. Vulnerabilities are prioritized as they relate to Mimecast’s infrastructure and the associated risk.; ; Mimecast strives to achieve the below targets for vulnerabilities that Mimecast has decided to remediate:; Critical and High – 30 days; Medium – 90 days; Low – 180 days
• Protective monitoring type: Complies with a recognised standard, for example CSA CCM v4.0 or SSAE-18 / ISAE 3402
• Protective monitoring approach: Mimecast utilises a defence-in-depth model for protection against malicious code, which includes:; 1. Anti-malware software on clients and servers receiving regular updates; 2. Host-based Intrusion Detection system tracking registry and critical file system changes; 3. Malicious content filtration on Web proxies; 4. Intrusion Prevention Systems; 5. Security Information and Event Management system that normalizes and correlates disparate log events; 6. Vulnerability management system; 7. Removable media control; ; Critical discovered vulnerabilities are discussed within one working day of the vulnerability being discovered.; ; Support operates 24/7/365.
• 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: Mimecast has a formal incident reporting process and has established an Incident Response Team called the Emergency Management Team. All Mimecast staff who deal with client systems are trained on what constitutes an information security event and how to report it. Mimecast implements the SANS Institute Six-Step Incident Response Methodology that covers: ; 1. Preparation; ; 2. Identification; ; 3. Containment; ; 4. Eradication; ; 5. Recovery; and ; 6. Follow-up and Lessons Learned.
• Post-quantum cryptography secure: No

Secure development

• Approach to secure software development best practice: Conforms to a recognised standard, but self-assessed

Public sector networks

• Connection to public sector networks: No

Pricing

• Discount for educational organisations: Yes
• Free trial available: Yes
• Description of free trial: Mimecast provides a 30 day "Trial to Production" option, where customers are able to become a customer for around 30 days, with the option to purchase at the end of the trial and keep the account, along with all the work done during the trial to build out the account.
• Link to free trial: https://www.mimecast.com/company/contact/

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

• Less than £250,000: 0%
• Between £250,000 and £500,000: 0%
• Between £500,001 and £1,000,000: 0%
• Between £1,000,001 and £2,500,000: 0%
• Between £2,500,001 and £5,000,000: 0%
• Over £5,000,001: 0%

Non-mandatory Standards and certifications

• ISO/IEC 27001 certification: Yes
• Who accredited the ISO/IEC 27001: LRQA Limited
• ISO/IEC 27001 accreditation date: Friday 23 August 2024
• What the ISO/IEC 27001 doesn’t cover: We have not selected 8.26 'Application security requirement' and 8.30 'Outsourced development' as Ultima does not provide e-Commerce services online, nor outsource development.
• ISO 28000:2022 certification: No
• ISO 9001 certification: Yes
• Who accredited the ISO 9001 certification: Intertek Certification Limited
• ISO 9001 accreditation date: Wednesday 16 August 2023
• What the ISO 9001 doesn’t cover: We apply all of ISO 9001 as it relates only to the services offered in our cert scope: 'The provision of IT infrastructure solutions including; the provision and configuration of hardware, software, licencing, professional services, managed services, maintenance, help desks and technical support'.
• Quality management systems (QMS): Yes
• CSA STAR certification: No
• PCI certification: No
• Cyber essentials: Yes
• Please provide your Cyber Essentials Certificate Number: 617ad75e-5f6b-4677-a7ff-aee0c813eb29
• Cyber essentials plus: Yes
• Please provide your Cyber Essentials Plus Certificate Number: 9f9070b9-a812-4494-a613-48acb2f5b433
• 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

    • Providing opportunities for, and measuring and monitoring of, staff workforce conditions over time, including employee engagement, involvement in decision-making and satisfaction and adapting to any changes in the results, with clear processes for acting on issues identified
    • Plans to engage the contract workforce in deciding the most important workplace issues to address
    • Ensuring new workers are informed of their right to join a trade union
    • Monitoring of employee engagement rates (by protected characteristic) and, where necessary, the development of actions to ensure all voices are heard across the diversity of the workforce
    • Employment contracts that reflect actual hours worked; steps taken to ensure employees understand their contracts and have the ability to review and adjust them if actual hours regularly exceed contracted hours
    • Activities that support an environment where staff are educated about, and feel empowered to, address their physical wellbeing
    • Activities that support an environment where staff are educated about and feel empowered to report and address bullying and harassment
    • Activities to cascade good practice on fair working conditions throughout the supply chain
    • Offer a pay and leave entitlement to all eligible staff who become kinship carers, ideally equivalent to statutory adoption pay and leave
    • Payment of more than the National Minimum Wage or National Living Wage (as appropriate) to the contract workforce
    • Monitoring and reporting of gender and ethnicity pay gaps and plans to address them where necessary
    • Entitlement to sick pay for the contract workforce, with provision in place for any staff who do not meet the earnings threshold for statutory sick pay, payment of sick pay from day one of absence and payment of staff on the contract workforce who are off sick a replacement income of 100% of their usual earnings for as long as possible
    • Understanding of in-work progression issues affecting the market, industry or sector relevant to the contract, and in the supplier’s own organisation and those of its key sub-contractors
    • Measures to support in-work progression to help people in the contract workforce, to move into higher paid work by developing new skills relevant to the contract
    • Support for the contract workforce by providing career advice, and providing opportunities for staff working on the contract with in-work progression career development into known skills shortages or high growth areas
    • Support for educational attainment relevant to the contract, including training schemes that address skills gaps and result in recognised qualifications
    • Volunteering opportunities for staff
    • Understanding of the modern slavery risks and issues affecting the market, industry, sector or country (of origin or of source) relevant to the contract, and the workforce in the supplier’s own organisation and those of its key subcontractors
    • Measures to identify, mitigate and manage modern slavery risks relating to the contract and how these will be implemented
    • Outline policies and practices to be applied to or put in place for the contract to mitigate and manage modern slavery risks, including: Pre-employment checks, recruitment practices. Workplace conditions, safeguarding plans and processes in place and regular monitoring with relevant groups considered, which may include sampling
    • How these flow down the supply chain and are monitored Illustrative examples include reporting, site visits, audits, etc.
    • How to ensure business decisions re: price/cost, short lead times, payment timescales do not create modern slavery risks in the supply chain
    • How the supplier will work with NGOs, trade unions or other businesses to address modern slavery risk

  • 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
    • 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
    • Plans for engaging a diverse range of businesses in engagement activities prior to appointing subcontractors (including activities prior to award of the main contract and during the contract term)
    • Activities that demonstrate a collaborative way to work with a diverse range of businesses as part of the supply chain
    • Ensuring accessibility to contracting and subcontracting opportunities for disabled business owners and employees
    • Structuring of the supply chain selection process to ensure fairness (e.g. anti-corruption) and encourages participation by a diverse range of businesses, including with regard to new businesses, entrepreneurs, start-ups, SMEs, VCSEs and mutual
    • Understanding of local demographics, needs and opportunities for the co-design of the goods, services and works to be delivered under the contract
    • Methods for engaging with different parts of the community (including the education system and charities representing the community) and how communities come together to inform decisions, strategy and projects to leave a positive legacy for future generations
    • Measures to involve local stakeholders and/or users in design (e.g. in the design of services, systems, products or buildings)
    • Plans for positive actions with community groups.
    • Measures for making facilities used in the delivery of the contract available for community groups, education or training
    • Measures to engage users and communities and build relationships to increase community integration build trust and influence how the contract is delivered
    • Plans to respond flexibly and adapt approaches to community engagement and initiatives
    • Support for community-led initiatives relevant to the contract. Illustrative examples: improving transport links; reducing loneliness; helping with English language proficiency; and facilitating social mixing among people with different backgrounds
    • 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
    • Collection of the views and expertise of disabled people and their representative organisations on successfully supporting disabled employees or applicants
    • Inclusive and accessible recruitment practices, and retention-focused activities, including those provided in the Guide for line managers on recruiting, managing and developing people with a disability or health condition
    • Introducing transparency to pay and reward processes
    • Offering a range of quality opportunities with routes of progression if appropriate, e.g. T Level industry placements, students supported into higher level apprenticeships.
    • Working conditions which promote an inclusive working environment and promote retention and progression
    • Other measures to provide equality of opportunity for disabled people and those with health conditions into employment, including becoming a Disability Confident employer and inclusion of supported businesses in the contract supply chain
    • Understanding of the issues affecting inequality in employment, skills and pay in the market, industry or sector relevant to the contract, and in the supplier’s own organisation and those of its key sub-contractors. Measures to tackle inequality in employment, skills and pay in the contract workforce
    • Inclusive and accessible development practices, including guidance for line managers on recruiting, managing and developing people with a disability or health condition

  • Mission: Break down barriers to opportunity: By reforming our childcare and education systems, to make sure there is no class ceiling on the ambitions of young people in Britain

    Policy Outcome 7: Creating a pipeline of opportunities: For the contract workforce, reducing barriers to entry for under-represented groups.

    • Understanding of the issues affecting the development of new skills by target cohort
    • Understanding of the underlying factors affecting improvements to reduce barriers to entry and training schemes for the target cohort(s) related to the contract workforce
    • Understanding of issues relating to entering the contract workforce
    • 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
    • Understanding barriers to access to health and social care services or employment opportunities e.g. digital inclusion
    • Inclusive and accessible recruitment practices, development practices and retention policies that support-focused activities including those provided in the Guide for line managers on recruiting, managing and developing which support people with a disability or health condition
    • Actions to invest in the physical and mental health and wellbeing of the contract workforce

Service documents

• Pricing document

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