Workplace Fabric Limited

Workplace Technology

Freespace provide a range of workplace technologies including desk and room bookings app, occupancy sensors, environmental sensors, digital signage and smart cleaning tools. These solutions are directly provided, fully integrated and directly supported by Freespace under a SAAS agreement.

Features

• ISO 27001 plus Full GDPR & Infosec Compliance
• 24x7 Technical Support
• Fully Open API plus 30 Plus Workplace Technology Integrations
• Fully interoperable Technology Platform
• Real Time 'Live' Dashborads and Reporting

Benefits

• Use Case.1 - Enables Hybrid Working
• Use Case.2 - Real Estate Optimisation and Reduction
• Use Case.3 - Creating Safe & Hygienic Workplaces
• Use Case.4 - Employee Engagement & Experience
• Use Case.5 - Design Ideation and Workplace Efficiency
• Use Case.6 - Contributing to Net Zero (in Workplaces)

£10 to £20.00 a user a year

Service documents

• Pricing document

  PDF

• Service definition document

  PDF

• Terms and conditions

  PDF

• Modern Slavery statement

  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 aaron.davis@afreespace.com. Tell them what format you need. It will help if you say what assistive technology you use.

Framework

G-Cloud 13

Service ID

643317703987022

Contact

Aaron Davis
01494772648
aaron.davis@afreespace.com

Service scope

• Software add-on or extension: Yes, but can also be used as a standalone service
• What software services is the service an extension to: Freespace has fully Open APIS - Integrations include - Room and Desk booking platforms, Smart lockers, Access control systems, HRMS Systems, Google/Outlook Calendar integrations, Room Panels and Control Devices.
• Cloud deployment model: Private cloud
• Service constraints: Not Applicable
• System requirements:
  • Freespace App - IOS, Android or Browser Access
  • Freespace Sensors - Browser Access via SSO integration

User support

• Email or online ticketing support: Email or online ticketing
• Support response times: We provide 24x7 follow the sun technical support.; Response and rectification times are tiered according to incident severity.; Urgent - Response 2hr and Rectification <4Hrs; High - Response 4hr and Rectification <8Hrs; Med - Response 12hr and Rectification <1 Week; Low - Response 12hr and Rectification <2 Week
• 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: Onsite support
• Support levels: For Freespace hardware such as sensors and media servers and digital signage onsite technical support is provided by our trained installation and support team. On site support is provided through an issue escalation from our 1st Line 24x7 tiered technical support helpdesk accessible by email and/or telephone.
• Support available to third parties: Yes

Onboarding and offboarding

• Getting started: Freespace deploys the Freespace App within x3 weeks and Freespace sensors and signage within x7 weeks. Software is configured remotely off-site. Hardware is deployed on site by our own trained installers. Training for the App 'administrator' and the Analytics user is provided by our customer service team, typically remotely through a series of structured training sessions and workshops. App users benefit from easy to use 'how to guides' which are typically video demos bespoke to clients requirements and local configuration. These canb be downloaded from the client intranet or third party platforms like Vimeo.
• Service documentation: Yes
• Documentation formats: PDF
• End-of-contract data extraction: At the end of a contract all client data is handed back in accordance with our end of contract proceedures. This is also part of our ISO 27001 compliant data and information security mangement system. Data is provided in a variety of different formats depending on client requirements. Following the handover proceedure no client data is retained by Freespace.
• End-of-contract process: Data handover in a variety of formats is excel/csv or pdf included within the contract price. Any data manipulation and configuration beyond a standard data transfer would be chargeable in accordance with a transparent day rate for one of our data consultants to configure according to client requirments.

Using the service

• Web browser interface: Yes
• Supported browsers:
  • Internet Explorer 11
  • Microsoft Edge
  • Firefox
  • Chrome
  • Safari
  • Opera
• Application to install: Yes
• Compatible operating systems:
  • Android
  • IOS
• Designed for use on mobile devices: Yes
• Differences between the mobile and desktop service: The Freespace App is space bookings tool that is accessible on mobile devices, tablets, laptop and desktop PC's. The App uses scaling technology so automatically adjusts to different screen sizes. The App can be accessed as IOS or Android App or through any conventional wed browser. Freespace Analytics are a dedicated online portal accessed through web browser and securely authenticated via SSO.
• Service interface: No
• User support accessibility: None or don’t know
• API: Yes
• What users can and can't do using the API: Freespace has fully open API's for our platform which relates both to the Freespace App and Sensors. API's interfaces between our platform and third party system improve the use cases and functionality of our technology for the end-user and for the enterprises and organisations we work with.
• API documentation: Yes
• API documentation formats: Open API (also known as Swagger)
• API sandbox or test environment: Yes
• Customisation available: Yes
• Description of customisation: The Freespace App can be client branded according to requirements and each client can set up their own configurations for automatic allocation of spaces and other features through the back office tools. Freespace also build customer analytics and dashboards and reports in accordance with specific client requirements. These are offered bespoked to clients together with access to our standard dashboard and reporting tools.

Scaling

• Independence of resources: Freespace technology is securely hosted in the Coud using a third party hosting provider - currently Amazon Web Services. The cloud environment is SOC.3 complaint and featured dual mirroed data centres located in Dublin, Ireland and Frankfurt in Germany. The cloud environment 'automatically' scales in terms of capacity to maintain performance in accordance with changing client numbers and data and storage demands. Each client data is logically partitioned in the data centre environment and only accessible by API and not through user name/passwords.

Analytics

• Service usage metrics: Yes
• Metrics types: Freespace support our bookings App and Sensor devices through an SSO secure online portal. The portal provides comprehensive metrics in relation to demand/bookings and check-ins for the app and space utilisation for the sensors. These metrics are both available as live views and over a user defined period as 'time series' views
• Reporting types:
  • API access
  • Real-time dashboards
  • Regular reports
  • Reports on request

Resellers

• Supplier type: Not a reseller

Staff security

• Staff security clearance: Staff screening not performed
• Government security clearance: None

Asset protection

• Knowledge of data storage and processing locations: Yes
• Data storage and processing locations: European Economic Area (EEA)
• User control over data storage and processing locations: No
• Datacentre security standards: Managed by a third party
• Penetration testing frequency: At least every 6 months
• Penetration testing approach: Another external penetration testing organisation
• Protecting data at rest: Encryption of all physical media
• Data sanitisation process: Yes
• Data sanitisation type: 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: Freespace provides a secure online portal where clients can view and extract data in relation to A. Demand/Bookings and Check ins for the Freespace Ap and B. space and utilisation data for Freespace sensors. Data is viewable in live and in time series formats. All data can be exported in CSV format.
• Data export formats: CSV
• Data import formats: CSV

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)
  • Other
• Other protection within supplier network: All designated access to the Freespace portal is authenticated using 'SSO' integration and authentication. All data is encrpted in transit in accordance with TLS1.2 protocols.

Availability and resilience

• Guaranteed availability: Freespace guarantee service availability including service uptime at 99.7% for both the Freespace App and sensors. Service availability is included as a contractual obligation linked to both contractual remedies and termination within service agreements.
• Approach to resilience: Freespace uses a third party cloud hosting environmental currently provided by Amazon Web Services. The Cloud environment includes dual mirrored data centres located within the EU with off-site data storage for a period of 7-days. The data centres are fuly SOC.3 compliant and benefit from a full range of physical and electronic buisness contiuity features.
• Outage reporting: All maintenance takes place on a live data centre environment. There are no planned outages. There is a documented process for notifying clients by email in the unlikley event of any unplanned outage of the cloud environment. In addition, Freespace monitor our sensor devices live and notify clients in the unlikely event if there are any device performance issues/failures (typically via email).

Identity and authentication

• User authentication needed: Yes
• User authentication:
  • Public key authentication (including by TLS client certificate)
  • Identity federation with existing provider (for example Google Apps)
  • Username or password
• Access restrictions in management interfaces and support channels: All access to the Freespace administration, analytics reporting platform is restriucted to nominated client representatives with SSO authentication including username and password.
• Access restriction testing frequency: At least every 6 months
• Management access authentication:
  • Public key authentication (including by TLS client certificate)
  • Identity federation with existing provider (for example Google Apps)
  • Username or password

Audit information for users

• Access to user activity audit information: Users contact the support team to get audit information
• How long user audit data is stored for: 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: Between 1 month and 6 months

Standards and certifications

• ISO/IEC 27001 certification: Yes
• Who accredited the ISO/IEC 27001: N/A
• ISO/IEC 27001 accreditation date: Freespace's mangement system is not accredited but conforms to the requirements of ISO 27001
• What the ISO/IEC 27001 doesn’t cover: Freespace's ISO27001 management system is being formerly accredited during 2022.
• ISO 28000:2007 certification: No
• CSA STAR certification: No
• PCI certification: No
• Cyber essentials: No
• Cyber essentials plus: No
• Other security certifications: No

Security governance

• Named board-level person responsible for service security: Yes
• Security governance certified: Yes
• Security governance standards: ISO/IEC 27001
• Information security policies and processes: Freespace has a full ISO27001 compliant security mangement system overseen by our Chief Technology Officer who is a member of the Freespace leadership team. The system consists of 30 policies and proceedures which are designed to ensure Freespace ensures all reasonable steps are taken to keep client data secure using electronic and physical measures. In addition Freespace fully complies with the infosec requirements of some of the worlds most trusted and respected multi-national companies in finance, insurance banking and professional services.

Operational security

• Configuration and change management standard: Supplier-defined controls
• Configuration and change management approach: Freespace has a change management policy as part of our ISO 27001 compliant management system. This process outlines the proceedures, scope and steps to be taken to implement change covering software, hardware, network equipment, firewalls including configuration changes. A copy of this policy can be provided if so required. Change related issues are fully assessed by a designated change manager for (size, severity, urgency, quick impact analysis and change priority) and then automatically assigned an 'id code' and tracked throughout the process.
• Vulnerability management type: Supplier-defined controls
• Vulnerability management approach: Freespace's network is automatocally scanned for vulnerabilities using AWS own vulnerability scanning tools including 'Guard Duty'. Any potential threats are identified. Patches and resolutions identified and deployed as soon as they are tested. A back-up copy of the hosted environment is taken before patches are released to allow restoration to a previous version in the unlikely event of an issue created by a released patch. Further information on the vulnerability scanning solution can be provided if so required.
• Protective monitoring type: Supplier-defined controls
• Protective monitoring approach: Freespace uses AWS own security monitoring systems to proactively scan for an potential vulnerabilities. The traffic to cloud instances is monitored by AWS Guard Duty. GuardDuty analyzes continuous streams of meta-data generated from client account and network activity found in AWS CloudTrail Events, Amazon VPC Flow Logs, and DNS Logs. It also uses integrated threat intelligence such as known malicious IP addresses, anomaly detection, and machine learning to identify threats more accurately. Any potential identified vulnerabilities are addressed as and when reported. Security patches are prepared tested and released as soon as they are ready.
• Incident management type: Supplier-defined controls
• Incident management approach: Freespace's incident mangment proceedure is complaint with PCI Data Security Standard 1.2. This include x15 incident categories. x3 Levels of incident severity. Plus a x6 stage reponse to all reported incidents and a three stage incident escalation process. The process also includes a regualrly updated list client contacts to be notified in the event of an incident / notification is both by telephone contact and email in the event of an incident being triggered.

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

Social Value

• Fighting climate change:

  Fighting climate change

  As the world’s leading workplace technology solutions company Freespace is committed to demonstrating we are socially, ethically and environmentally responsible organization. ; ; In all aspects of our business we aim to go beyond legal compliance and evidence that we are partner and supplier of choice to our clients and an employer of choice for our people both within the UK and across all of the geographical territories that we operate. ; ; Environment; • We work with our clients to reduce the size of their corporate estates and to lower their energy consumption and carbon emissions. ; ; • We source sustainably and responsibly ensuring our supply chain partners make the best use of opportunities to use low environmental impact and recycled materials at the point of sourcing, manufacture and supply. ; ; • We strive to minimize the negative environmental impacts of our own business on the local environment both in the way that we work and in the products and services we supply.
• Covid-19 recovery:

  Covid-19 recovery

  Freespace has well developed plans to manage the uncertainty of Covid and its impacts. This includes technology solutions that help organizations keep their workplaces, clean, safe and Covid free and measures to ensure our Freespace business is resilient to the potential impacts of the pandemic both to our business and for our clients.; ; Technology Solutions for Clients; Freespace has technology solutions which have been both designed and deployed for the living with Covid era. ; ; Many of these solutions were designed to help organizations deal with the negative impacts of the pandemic both for their people and their workplaces.; ; Technology solutions include:; • Social Distancing Space Planning solution allowing the office to be flexibly configured in line with Social Distancing Guidelines. Easily amended as these change in line with severity of the pandemic.; ; • The Freespace App which allows staff to reserve a cleaned/sanitized and socially distanced space ahead of their planned attendance to the office; • Health Attestation questionnaires which ensure staff assess and self-certify they are symptom free ahead of making the journey into the office. ; • QR Code Spot Tags. Desk unique identifiers which are colour coded allowing staff quickly to find and check-in to their socially distanced, sanitized workstation.; • Freespace Cleanreader, smart cleaning solution for FM teams. Creates workflow of used spaces and then cleaning compliance audit trail of these spaces as they are sanitized. Employer has accurate records of cleaning activity, Employee has assurance through the App that the reserved space has been cleaned/sanitized ahead of Check-In.; • Freespace Pure Air Module Air Quality Sensors, measuring the levels of CO2, Particulates and VOCs in the workplace. Air quality is a symptom of potential high Covid transmission risk.; • Freespace QSense. Washroom monitors allowing staff to assess busyness of facilities and Covid risk prior to entering.
• Tackling economic inequality:

  Tackling economic inequality

  The following guiding principles apply in the way we manage and operate our business and form the basis of our organizational policies and procedures for tackling economic inequality (both across our business and supplychain).; • We work with trusted, local partners who supply products and services directly benefitting the local economies in the territories in which we operate. ; • We adhere to government guidelines and standards in relation to timely and prompt payment of our suppliers and partners. ; • We strive to ensure that all our own partners and suppliers have organizational values, people and environmental policies that are consistent with our own.; • We adhere to all local labour laws in locations we operate including modern slavery, anti-trafficking, minimum wage, healh and safety and all relevant local union agreements. ; • We recognize that our people have a duty of care to the local communities in which they live and work and actively support community ‘good causes and projects’ through sta¬ff volunteering.
• Equal opportunity:

  Equal opportunity

  The following guiding principles apply in the way we manage and operate our business and form the basis of our organizational policies and procedures in relatiopn to people and diversity. ; ; People & Diversity ; • We celebrate difference and diversity within our teams and value the benefits this brings to our business.; • We provide all our people with opportunities to train, learn and acquire new knowledge and skills. ; • We seek to provide apprenticeships, training and employment opportunities for young, excluded and disadvantaged groups. ; • We build strong teams, encourage and value feedback and place an emphasis on rewarding effort and the retention of our people.
• Wellbeing:

  Wellbeing

  Freespace has a a wealth of technology solutons designed to help our clients improve the health and wellbeing of their staff in the workplace. These include:; ; • Our Social Distancing Space Planning solution allowing the office to be flexibly configured in line with local State rules and Social Distancing Guidelines. Easily amended as these change in line with severity of the pandemic.; ; • The Freespace App which allows staff to reserve a cleaned/sanitized and socially distanced space ahead of their planned attendance to the office.; ; • Freespace Cleanreader, our smart cleaning solution for FM teams. Creates workflow of used spaces and then cleaning compliance audit trail of these spaces as they ae sanitized. Employer has accurate records of cleaning activity, Employee has assurance through the App that the reserved space has been cleaned/sanitized ahead of Check-In.; ; • Freespace Pure Air Module Air Quality Sensors, measuring the levels of CO2, Particulates and VOCs in the workplace. Pure air quality (particularly CO2) is a symptom of potential high Covid transmission risk.; ; • Freespace QSense. Washroom monitors that allow staff to assess level of availability/busyness of facilities and Covid risk prior to entering a washroom.; ; These products and solutions are also deployed in Freespace workplaces both here in the the UK and overseas.; ; In addition Freespace takes all reasonable steps to ensure the wellbeing and good mental/physical health of our employees. Initiaitives include:; ; Access to 24/7 occupational healh services including counselling, education and advice.; ; Provision of healthy workplaces - hybrid and fleixble working, healthy snacks and refreshments. 'Free' Exercise and yoga sessions for staff several days per week.; ; Clear anti-bullying and harrassment policies including 'speak-up' .; ; Open-door policies to senior leadership. ; ; Regular sessions on mental/physical health - backed up by flexible employment policies - hybrid working. sabaticals, part time, compassionate leave.

Pricing

• Price: £10 to £20.00 a user a year
• Discount for educational organisations: No
• Free trial available: No

Service documents

• Pricing document

  PDF

• Service definition document

  PDF

• Terms and conditions

  PDF

• Modern Slavery statement

  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 aaron.davis@afreespace.com. Tell them what format you need. It will help if you say what assistive technology you use.