iVvy

Venue and Event Management Software (Sales & Catering Solution)

iVvy's award-winning software is designed to help venues to boost revenue, sell more function space, and streamline event management processes using automation and cloud-based technology. We help venues to market, manage and report on their function space, catering, equipment and accommodation all with one login.

Features

• Venue Management (Sales & Catering) Cloud-based Software
• Event Management Software
• CRM - Contact Management
• Invoicing - Accept Payments instantly
• Booking Form, Enquiry Management and Function Diary
• Reporting Suite - Automated Reports, Report Builder
• Email Marketing - Marketing Automation
• Event Orders and Virtual run sheets
• Quoting & Contracts - Generate with ease
• Floor Planning - Drag and drop designer

Benefits

• Manage, Market and Report with one login for your venue
• Distribute your inventory and optimise your sales activity
• Increase venue booking conversion and lead generation by 30%
• Manage your space and sales pipeline with real-time availability
• Capture leads, manage conversions, report on business won and lost
• Produce custom-branded quotes, contracts and run sheets instantly
• 24/7 business operations with human support whenever you need it
• Manage user policies / audit trail capturing
• Pci level one certified, GDPR compliant, UK data centers
• Two-factor authentication and Password policies

£2,770 an instance

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

Framework

G-Cloud 14

Service ID

732446217886693

Contact

Caroline Dawson
7881228310
sales.uk@ivvy.com

Service scope

• Software add-on or extension: No
• Cloud deployment model: Public cloud
• Service constraints: N/A
• System requirements:
  • Software User Licences
  • Internet Access
  • Current browsers that support TLS1.2

User support

• Email or online ticketing support: Email or online ticketing
• Support response times: - 24/7/365 support with human agents providing support; - Committed service levels based on priority; - Response times as per service levels; - Current response times exceeding service levels with average response time for high priority tickets of <10 mins and <30 mins for low priority; - Dedicated account manager
• 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: Web chat
• Web chat support availability: 24 hours, 7 days a week
• Web chat support accessibility standard: None or don’t know
• How the web chat support is accessible: Accessible through the application or online directly
• Web chat accessibility testing: N/A
• Onsite support: Yes, at extra cost
• Support levels: - Dedicated account manager; - Committed service levels (within the licensing cost) for response: High Priority <3 hrs, Medium Priority <6 hrs, High Priority <24 hrs (note current performance is High Priority <10 mins and Medium/Low <30 mins); - 24/7/365 with human support agents; - Quarterly webinars to optimise your account and improve business performance ; - Same day support
• Support available to third parties: Yes

Onboarding and offboarding

• Getting started: Please know we’re committed to helping you make the most of your investment, with a comprehensive onboarding process - We have a dedicated UK based onboarding and implementation training team - Onsite Training is possible at an additional cost.; ; We will build a project implementation plan to work in collaboration with each clients team, to meet their needs.
• Service documentation: Yes
• Documentation formats: PDF
• End-of-contract data extraction: CSV file
• End-of-contract process: Price is dependant on package inclusions - Contract terms available from 1 year to 5 years

Using the service

• Web browser interface: Yes
• Supported browsers:
  • Internet Explorer 11
  • Microsoft Edge
  • Firefox
  • Chrome
  • Safari
• Application to install: No
• Designed for use on mobile devices: Yes
• Differences between the mobile and desktop service: In addition to the standard application, we have a virtual run sheet for use on tablets to allow users to check off activities/tasks in the running of events
• Service interface: Yes
• User support accessibility: WCAG 2.1 A
• Description of service interface: IVvy API information is contained here: https://developer.ivvy.com/ and for Service Management we use connection into the HubSpot service
• Accessibility standards: WCAG 2.1 AA or EN 301 549
• Accessibility testing: HubSpot service aims to achieve WCAG2.1AA standard, iVvy has not completed independent interface testing with users of assistive technology
• API: Yes
• What users can and can't do using the API: Open API and full details are contained here: https://developer.ivvy.com/
• API documentation: Yes
• API documentation formats: Open API (also known as Swagger)
• API sandbox or test environment: Yes
• Customisation available: No

Scaling

• Independence of resources: Fully redundant, high uptime servers / There are daily offsite backups every night - The platform we use for our backups has a 99.9% durability

Analytics

• Service usage metrics: Yes
• Metrics types: IVvy can provide service usage metrics by user, by component, by venue, by date and multiple other options. We also provide real-time dashboards, reports and other reports on request
• Reporting types:
  • API access
  • Real-time dashboards
  • Regular reports
  • Reports on request

Resellers

• Supplier type: Not a reseller

Staff security

• Staff security clearance: Other security clearance
• Government security clearance: Up to 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 3.0)
• Penetration testing frequency: At least once a year
• Penetration testing approach: Another external penetration testing organisation
• Protecting data at rest:
  • Physical access control, complying with SSAE-16 / ISAE 3402
  • Other
• Other data at rest protection approach: All data is encrypted at rest in AWS data centres using appropriate and modern tools
• Data sanitisation process: No
• 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: CSV or JSON format
• Data export formats:
  • CSV
  • Other
• Other data export formats: JSON
• Data import formats: CSV

Data-in-transit protection

• Data protection between buyer and supplier networks:
  • TLS (version 1.2 or above)
  • Other
• Other protection between networks: - Access to servers via shell connections must not be possible except to authorised systems and personnel.; - All data transferred inside & outside of the iVvy Platform should be only over a minimum of TLS 1.2; - All traffic should be routed and monitored through commercial grade redundant firewalls.; - Network segregation must be enforced using private network switches.; - There will be no disclosure of private IP addresses and routing information of internal networks to third parties.
• Data protection within supplier network:
  • TLS (version 1.2 or above)
  • Other
• Other protection within supplier network: - Network changes must be recorded, staged and peer reviewed prior to release; - Network segregation must be enforced using private network switches.; - No wireless connectivity will be available in any networks that house protected information.; There will be no disclosure of private IP addresses and routing information of internal networks to third parties.; - No portable computing devices with direct connectivity to the internet will be used to access the servers located in the CDE.; - The firewall rules will be audited on a monthly basis

Availability and resilience

• Guaranteed availability: IVvy Master Services Agreement can be found here - https://www.ivvy.com/venues-terms/?_gl=1*1serj2q*_ga*MTQ4MTE5OTY0NS4xNjk1ODI4NTQx*_ga_LW0N4KJJ3S*MTcxMzg4MzMzNy4yNy4xLjE3MTM4ODQzODQuNDUuMC4w
• Approach to resilience: -
• Outage reporting: -

Identity and authentication

• User authentication needed: Yes
• User authentication:
  • 2-factor authentication
  • Public key authentication (including by TLS client certificate)
  • Username or password
• Access restrictions in management interfaces and support channels: IVvy uses (but not restricted to) the following: Multi-factor authentication (MFA), password controls (min length, characters, previous use restrictions, forced changes, etc), location restrictions, maximum login attempts, session timeouts, session identity vs IP address and TLS1.2 secure browser connections
• Access restriction testing frequency: At least every 6 months
• Management access authentication:
  • 2-factor authentication
  • Public key authentication (including by TLS client certificate)
  • 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 6 months and 12 months
• Access to supplier activity audit information: You control when users can access audit information
• How long supplier audit data is stored for: Between 6 months and 12 months
• How long system logs are stored for: Between 6 months and 12 months

Standards and certifications

• ISO/IEC 27001 certification: No
• ISO 28000:2007 certification: No
• CSA STAR certification: No
• PCI certification: Yes
• Who accredited the PCI DSS certification: PCI Consulting Australia
• PCI DSS accreditation date: 28/03/2024
• What the PCI DSS doesn’t cover: IVvy holds PCI-DSS Level 1 Accreditation
• 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: IVvy's Security Whitepaper can be found here: https://www.ivvy.com/wp-content/assets/sites/9/iVvy-Security-Whitepaper.pdf

Operational security

• Configuration and change management standard: Supplier-defined controls
• Configuration and change management approach: Developers use revision control systems to maintain current and historical versions of their source code. Once an engineer has completed code, it is submitted to a test server where the quality assurance team test the code.; ; The engineering team is required to partake in a peer-review process on a scheduled basis focused on quality engineering/integrity, which is used to identify possible quality issues that may result in future security compromises.; The reviews focus on:; • Adherence to coding standards; • Adherence to style guidelines; • Quality control; • Multi-layered security testing
• Vulnerability management type: Supplier-defined controls
• Vulnerability management approach: IVvy takes a proactive approach to threat identification and management at all levels and layers. Patch application times are defined by the criticality and Common Vulnerability Scoring System (CVSS) high score (>= 7) are patched within 2 days of patch being available. Lower scores are patched within a 2 week development sprint cycle, and monthly security audit cycle. We conduct monthly audits and have automated tools/notifications for potential threats
• Protective monitoring type: Supplier-defined controls
• Protective monitoring approach: IVvy uses a number of tools within the AWS environment to detect and protect against security related events including:; - Malware or Viruses; - Modification to configuration files; - Granted and attempted access to iVvy Infrastructure; - Changes to clock times; - Every http/s request to iVvy infrastructure; - The error/output logs from applications in use, including PHP, MYSQL, Nginx, AWS load balancer; - Exceptions and faults on infrastructure; Port-scan attacks; Evidence of unauthorised access to privileged accounts; Anomalous occurrences not related to specific applications on the host ; ; iVvy security policies dictate response processes and timeframes based on severity
• Incident management type: Supplier-defined controls
• Incident management approach: IVvy has detailed processes for the management of incidents using ITIL based processes for support. In addition to management of incidents identified and raised internally (eg. by monitoring tools), users raise incidents through raising a ticket via chat, call, in-application or email to the 24/7/365 support team. Where appropriate reports are provided to internal and external (eg. Information Commissioners Office) at prescribed times. Reports are also available against Service Levels.

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: No

Social Value

• Social Value:

  Social Value

  • Fighting climate change
  • Covid-19 recovery
  • Wellbeing

  Fighting climate change

  iVvy digitises the process for the organisation and running and events, reducing power requirements, consumables, and paper consumption. Paper consumption is reduced by up to 25% through digitisation of the process as outlined in this customer case study here: https://www.ivvy.com/customers/comwell-hotels

  Covid-19 recovery

  Following Covid-19 one of the major challenges for the meetings, incentives, conference and events industry is the attraction, retention and efficiency of staff. iVvy provides substantial efficiency and productivity gains, allowing venues to open and remain open with subsequent social benefits through employment and community engagement outcomes

  Wellbeing

  Reopened venues lead to greater social interactions, allowing the community to gather and boost general health and wellbeing

Pricing

• Price: £2,770 an instance
• Discount for educational organisations: No
• Free trial available: No

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