ECOONLINE UK LIMITED

ePermits

ePermits is a digital permit to work system replaces paper-based permits with a smart, centralised system that links risk assessments, training, and contractor checks—helping you manage high-risk work safely, prevent clashes, and ensure full compliance from request to closeout. It moves safety from reactive oversight to proactive prevention.

Features

• Permit management digitises permit to work creation, approval, suspension, closure
• RAMS management enables contractors to upload task specific assessment documents
• Clash checking identifies time, location and service conflicts
• Contractor compliance management captures training insurance and work records
• Building administration structures sites, zones, rooms, assets for permit control
• Worker compliance checks qualifications, training, inductions against permit requirements rules
• Guided permit workflows embed safety rules, approvals and automated checks
• On site induction management flags gaps before work begins
• Personal protective equipment management ensures task specific requirements across sites
• Dashboards provide visibility into permits, RAMS and metrics

Benefits

• Automates permit processes reducing human error across the whole process
• Reduces compliance checking time during permit approval stages
• Ensures contractor compliance verification before arrival on site
• Manages permit closure effectively enabling contractor audits reporting and reviews
• Provides complete audit trail, supporting investigations and regulatory requirements
• Sends real time notifications throughout permit lifecycle stages
• Delivers user specific reporting aligned with defined access controls
• Improves communication and coordination during permit shift handovers
• Identifies conflicting activities reducing clashing risks
• Simplifies contractor induction improving readiness before site arrival

• 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 sales.en@ecoonline.com. Tell them what format you need. It will help if you say what assistive technology you use.

Framework

G-Cloud 15

Service ID

723316379779676

Contact

Business Development Team
020 8133 4551
sales.en@ecoonline.com

About your service

• Service categories:

  Applications

  Production and operations

  • Other operations

  Service industry and public sector operations

  • Healthcare
  • Education
  • Public Order and Safety
  • Police
  • Defence
  • Social Security Administration
  • Adult Social Care
  • Children's Social Care
  • Other
• Multi cloud support: No

Service scope

• Software add-on or extension: No
• Cloud deployment model: Public cloud
• Service constraints: Up to date internet browser and internet connection required.
• System requirements:
  • Web browser (no special plug-ins required)
  • Network access

User support

• Email or online ticketing support: Yes
• Support response times: Category 1 - Within 2 business hours of the reported issue (case creation), with regular contact maintained with the customer(s) until resolution.; Category 2 - Within 4 business hours of the reported issue (case creation), regular contact with the customer(s) will be maintained until resolution.; Category 3 - Within 12 business hours of the reported issue (case creation).; Category 4 - Within 24 business hours of the reported issue (case creation).
• User can manage status and priority of support tickets: No
• Phone support: Yes
• Phone support availability: 24 hours, 7 days a week
• Web chat support: No
• Onsite support: Yes, at extra cost
• Support levels: EcoOnline uses a structured set of processes, roles, and activities to understand and manage its services, ensure they deliver the outcomes customers expect, and control associated costs and risks. To support this, EcoOnline aligns with ITIL and other best-practice frameworks for IT service management, ensuring services are closely aligned with business needs and actively support customer outcomes.; ; EcoOnline applies lightweight, effective best practices within its business units. Core ITIL principles are applied, particularly within Service Operations, covering areas such as service and change management, incident and problem management, asset and supplier management, service levels, availability, capacity, continuity, service design, and information security.; ; Common service activities include continuous monitoring of services, management of internal and hosted infrastructure, application management, and clear communication with customers, users, and internal teams.; ; Key delivery functions include:; • Service Desk: Single point of contact for clients, managing incidents, service requests, and access.; • Technical Management: Internal Cloud Operations team managing AWS infrastructure, architecture, and cloud security.; • Application Management: Product Managers overseeing applications throughout their lifecycle.; • IT Operations Management: Day-to-day operation of the AWS environment.; • Application Development: Delivery of third- and fourth-line support, enhancements, and new functionality, working closely with Technical Management on releases.
• Support available to third parties: Yes

Onboarding and offboarding

• Getting started: The EcoOnline professional services team will provide a full setup of the EcoOnline system which comprises of onsite visits to understand the businesses requirements and objectives, User Acceptance Tests (UATs) and product delivery/roll-out. Built-in online help and documentation is provided coupled with classroom based train the trainer sessions.
• Service documentation: Yes
• Documentation formats: Other
• Other documentation formats:
  • Word documentation
  • Training videos
  • In-app walkthrough
• End-of-contract data extraction: Permit data can be exported at anytime by authorised users. At contract end clients can export the data themselves.
• End-of-contract process: Upon contract termination EcoOnline will assist the client to extract their data. The system will be available for an agreed period of time. EcoOnline's default retention data policy is 60 days after which data will be removed and deleted. Should more time be required additional costs may apply, dependent upon the level of support required.
• Documentation accessibility standard: None or don’t know
• How the documentation is accessible: ......

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: No
• Service interface: Yes
• User support accessibility: None or don’t know
• Description of service interface: The solutions User Interface is clean and fresh in look and is highly functional and intuitive. Forms and tools are laid out in a uniform way to ensure wherever a user is within the platform, the tool configuration and layout will be familiar, even if it is the first time in a new area. ; ; Our User Interface design is structured towards enabling speed of entry whilst ensuring the required level of detail is captured. Therefore we utilise tools such as look up, autofill, drop down lists, data from feeds, API and other integration tools.
• Accessibility standards: None or don’t know
• Description of accessibility: EcoOnline recognises the importance of accessibility and is committed to continuous improvement. The platform is partially compliant with WCAG 2.1 AA standards and includes key accessibility features such as sufficient colour contrast, basic keyboard navigation, descriptive alternative text for most images, and scalable text without loss of functionality. These measures support users with visual and motor impairments. EcoOnline continues to address more advanced accessibility requirements and is actively working towards alignment with WCAG 2.2 AA. Planned improvements include enhanced focus indicators, better navigation for complex forms, accessible authentication methods, and stronger error prevention in line with newer accessibility guidelines.
• Accessibility testing: We will continue making reasonable efforts to meet WCAG 2.2 AA Standard requirements by H2 2026 and into 2027. This timeline allows us to carefully assess, develop, and implement the necessary accessibility enhancements across all our products. We are committed to working diligently, conducting comprehensive audits, and leveraging feedback from accessibility experts and users to ensure we meet and maintain these standards. We understand the importance of realistic and sustainable progress, and we will continue to communicate with our clients as we make advancements on this journey.
• API: Yes
• What users can and can't do using the API: EcoOnline provides RESTful APIs as integration options for specific areas of the application including:; - Site and building structure; - Company, person and identity ; - Permit request creation; - Permit status updates; - Permit reporting for data warehouse ingestion; ; Our solutions can ingest data via CSV files. ; - Building and floor; - Company, person and identity/ permissions; ; Our dedicated Integration Team bring their expertise and experience to analyse the integration problems presented to provide the most suitable and robust solutions and can support in working with clients on bespoke integrations where required, leveraging both our existing tools, as well as our specialist integration partners if necessary. ..
• API documentation: Yes
• API documentation formats: PDF
• API sandbox or test environment: No
• Customisation available: No

Scaling

• Independence of resources: The architecture of the environment is designed for rapid scalability and performance. Web, data, and storage tiers exist in highly available clustered environments and can be scaled up or down as required with no impact on network availability. ; ; EcoOnline CloudOps team continually monitors the system for storage space, memory usage, and CPU and proactively scale up servers or disk space to meet ongoing growth of the system, or introduction of new customers.

Analytics

• Service usage metrics: No

Resellers

• Supplier type: Not a reseller

Staff security

• Staff security clearance: Other security clearance
• Government security clearance: Baseline Personnel Security Standard (BPSS)

Asset protection

• Knowledge of data storage and processing locations: Yes
• Data storage and processing locations: United Kingdom
• User control over data storage and processing locations: No
• 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
  • Physical access control, complying with SSAE-18 / ISAE 3402
  • Physical access control, complying with another standard
  • Encryption of all physical media
• 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:
  • Deleted data can’t be directly accessed / Cryptographic Erasure
  • 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: Users can either export at the module level from the user interface.
• Data export formats: CSV
• Data import formats: CSV

Data-in-transit protection

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

Availability and resilience

• Guaranteed availability: We operate a 99.5% uptime SLA. ; ; We do not offer service credits.
• Approach to resilience: Detailed information available upon request. EcoOnline solutions are hosted only in world-class datacentres holding appropriate internationally-recognised accreditation and certification for their operations, security and resiliency with applications running from multiple data centres with most component in an active/active configuration.
• Outage reporting: Clients have access to a service monitor page that displays the current system status.

Identity and authentication

• User authentication needed: Yes
• User authentication:
  • Multi-Factor Authentication (MFA)
  • Identity federation with existing provider (for example Google Apps)
  • Dedicated link (for example VPN)
  • Username or password
• Access restrictions in management interfaces and support channels: Only named personnel have access to the management interface and given authority to communicate with the support channel.
• Access restriction testing frequency: At least once a year
• Management access authentication:
  • Multi-Factor Authentication (MFA)
  • Identity federation with existing provider (for example Google Apps)
  • Dedicated link (for example VPN)
  • Username or password

Audit information for users

• Access to user activity audit information: You control when users can access audit information
• How long user audit data is stored for: At least 12 months
• Access to supplier activity audit information: Users contact the support team to get audit information
• How long supplier audit data is stored for: At least 12 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: ISO/IEC 27001
• Information security policies and processes: We hold ISO/IEC 27001:2013 certification which was gained from a UKAS accredited certification body. It is the specification for an Information Security Management System (ISMS).; The Company will:; - Comply with all applicable laws, regulations and contractual obligations;; - Implement continual improvement initiatives, including risk assessment and treatment strategies, while making the best use of its management resources to meet and improve information security system’s requirements;; - Adopt an information security management system (ISMS) comprising of a security manual and procedures that provides direction and guidance on information security matters relating to employees, customers, suppliers and interested parties who come into contact with the Company’s work;; - Work closely with their Customers, Business Partners and Suppliers in seeking to establish Information Security Standards;; - Adopt a forward-looking view on future business decisions, including the continual review of risk evaluation criteria, which may have an impact on Information Security;; - Train all members of staff in their needs and responsibilities for Information Security Management;; - Constantly strive to meet, and when possible exceed, its customers and staff expectations.; - Communicate its Information Security objectives and its performance in achieving these objectives, throughout the Company and to interested parties.
• 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: The organisation has policies and procedures in place pertaining to Annex A.12.1.2 Change management of ISO/IEC 27001:2013 and these are audited by our UKAS accredited certification body annually
• Vulnerability management type: Complies with a recognised standard, for example CSA CCM v4.0 or SSAE-18 / ISAE 3402
• Vulnerability management approach: The organisation has policies and procedures in place pertaining to Annex A.12.6.1 Management of technical vulnerabilities of ISO/IEC 27001:2013 and these are audited by our UKAS accredited certification body annually.
• Protective monitoring type: Complies with a recognised standard, for example CSA CCM v4.0 or SSAE-18 / ISAE 3402
• Protective monitoring approach: The organisation has policies and procedures in place pertaining to Annex A.12.1.3 Capacity management of ISO/IEC 27001:2013 and these are audited by our UKAS accredited certification body annually.
• 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: The organisation has policies and procedures in place pertaining to Annex A.16 Information security incident management of ISO/IEC 27001:2013 and these are audited by our UKAS accredited certification body annually.
• 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: No
• Free trial available: Yes
• Description of free trial: A sandbox of the solution can be provided, giving temporary, time-limited access to capabilities relevant to client requirements.

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: Alcumus ISOQAR
• ISO/IEC 27001 accreditation date: Tuesday 21 October 2025
• What the ISO/IEC 27001 doesn’t cover: N/A
• ISO 28000:2022 certification: No
• ISO 9001 certification: Yes
• Who accredited the ISO 9001 certification: Alcumus ISOQAR
• ISO 9001 accreditation date: Friday 23 May 2025
• What the ISO 9001 doesn’t cover: N/A
• Quality management systems (QMS): Yes
• CSA STAR certification: No
• PCI certification: No
• Cyber essentials: Yes
• Please provide your Cyber Essentials Certificate Number: C0e11ec8-20a9-4e86-a879-23e35f734341
• Cyber essentials plus: No
• Cyber Essentials Alternative: In relation to the services you do not have a current and valid Cyber Essentials Plus certificate which has been awarded by one of the government approved Cyber Essentials accreditation bodies but you are working towards gaining it, and will be in a position to confirm that you have been awarded a current and valid Cyber Essentials Plus certificate by one of the government approved accreditation bodies within 12 months of the date of award.
• 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 report and address bullying and harassment
    • 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
    • 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

  • 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: 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

    • Working conditions which promote an inclusive working environment and promote retention and progression
    • 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: 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 sales.en@ecoonline.com. Tell them what format you need. It will help if you say what assistive technology you use.