ParentPay Limited

Schoolcomms

Schoolcomms is an all-in-one solution for income collection, meal management and parent engagement, via an app. Communications can be sent by email/SMS /in-app messaging. From collecting online payments for trips, events, booking clubs & meals, publishing behaviour & achievement reports and attendance reporting in a configurable, paperless, online system.

Features

• Secure online & PayPoint payments for schools, Trusts & caterers
• Parent and School communications via Email, SMS, Letter, App
• Parent & student meal pre-booking and/or classroom selection
• Allergen & nutritional analysis and cashless catering integration
• Parental engagement with absence, attendance & attainment reporting
• Module to manage Clubs, Breakfast, extracurricular activities
• User role-based permission settings for all users
• Donations including Gift Aid and merchandise shop
• Accounts & reconciliation reports with bespoke financial coding
• Finance and business reporting for schools, LAs & Caterers

Benefits

• Time management & efficiency with a cashless, paperless office
• Manage & remove debt with full financial and business reporting
• Save money on printing and text message costs
• Financial reporting supports improved audits
• Engaging parents with healthy meals with parental & student booking
• Manage trips, collect parent online consent, trip reporting & refunds
• Allergy & dietary control with nutritional analysis
• Fully customisable service interface & app for school's branding
• Free Parent App for increased parental engagement
• Fully integrated single sign on application

£240 a unit a year

• Education pricing 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 nicola.howard@parentpay.com. Tell them what format you need. It will help if you say what assistive technology you use.

Framework

G-Cloud 14

Service ID

740303796415286

Contact

Nicola Howard
07881915899
nicola.howard@parentpay.com

Service scope

• Software add-on or extension: No
• Cloud deployment model: Hybrid cloud
• Service constraints: Planned maintenance windows are applied out of hours.
• System requirements:
  • Modern supported Web Browser, security patches applied.
  • Browser Javascript Support
  • Browser Cookies Support
  • TLS1.2 Transport Encryption Support

User support

• Email or online ticketing support: Email or online ticketing
• Support response times: As per SLA. ; Standard Classifications are:; P1 - Serious. Resolved within 6 working hours (24x7); P2 - Non-Serious. Resolved within 16 working hours ( 2 days ). Office Hours Only.; Tickets can be logged 24x7 via email or online web support form. Telephone lines are available from 08:30 to 16:30 Mon - Fri. All systems are monitored 24x7 by our own team of infrastructure engineer
• User can manage status and priority of support tickets: No
• Phone support: Yes
• Phone support availability: 9 to 5 (UK time), Monday to Friday
• Web chat support: No
• Onsite support: No
• Support levels: Comprehensive details of support are available in the ParentPay Ltd standard Terms & Conditions submitted as part of this service description. As a SAAS solution there is little requirement from schools for onsite support. On site training is available if required by our specialist training managers. Cost available on request.
• Support available to third parties: Yes

Onboarding and offboarding

• Getting started: Web based and telephone training, project and a support documentation library is available to all users of the system
• Service documentation: Yes
• Documentation formats:
  • HTML
  • PDF
• End-of-contract data extraction: Upon completion or termination of the contract, the service will for up to thirty (30) days following such termination permit customer to export its data, in accordance with the capabilities of the service. Following such period, data stored or processed on behalf of the customer shall be removed or anonymised in accordance with the organisations Data Protection Policy, Privacy Notice, and Data Retention and Disposal Policy
• End-of-contract process: Annual licence fee is included. No additional end of contract cost.

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: Windows
• Designed for use on mobile devices: Yes
• Differences between the mobile and desktop service: Native mobile applications are available for iOS and Android
• Service interface: Yes
• User support accessibility: WCAG 2.1 AA or EN 301 549
• Description of service interface: The service is accessed through a standard secure web browser interface, or native mobile applications. All interfaces have been designed with effective user experience and accessibility in mind.
• Accessibility standards: WCAG 2.1 AA or EN 301 549
• Accessibility testing: No specific testing is conducted, however all interfaces have been designed with accessibility in mind, based on WCAG 2.1 AA.
• API: Yes
• What users can and can't do using the API: Service APIs are used for cashless and catering partners only.
• API documentation: Yes
• API documentation formats:
  • PDF
  • Other
• API sandbox or test environment: Yes
• Customisation available: Yes
• Description of customisation: The service can be branded with customer logos and colour schemes.

Scaling

• Independence of resources: The core platform is privately managed and does not share capacity with any other tenants. Customer data is logically separated through robust application logic which is regularly tested. Significant redundancy is built into the infrastructure and server capacity to ensure the service is always available.

Analytics

• Service usage metrics: Yes
• Metrics types: Service metrics are provided as required by the client. Standard metrics are platform uptime, support tickets, escalations, activation rates and health reports.
• Reporting types:
  • 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: ‘IT Health Check’ performed by a CHECK service provider
• Protecting data at rest:
  • Physical access control, complying with CSA CCM v3.0
  • Physical access control, complying with another standard
  • Encryption of all physical media
• Data sanitisation process: Yes
• Data sanitisation type:
  • Explicit overwriting of storage before reallocation
  • Deleted data can’t be directly accessed
• Equipment disposal approach: Complying with a recognised standard, for example CSA CCM v.30, CAS (Sanitisation) or ISO/IEC 27001

Data importing and exporting

• Data export approach: Data in the form of reports, can be exported to Excel and CSV file formats
• 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)
  • IPsec or TLS VPN gateway

Availability and resilience

• Guaranteed availability: SLA available on request
• Approach to resilience: Significant redundancy and resilience is built into the infrastructure and server capacity to ensure the service is always available. Enterprise monitoring solutions are deployed and the service is maintained on a 24x7 basis by a full IT team. Capacity management processes and procedures are established.
• Outage reporting: Service notifications are provided within the application or maintenance holding pages. Email based notifications may be provided where appropriate.

Identity and authentication

• User authentication needed: Yes
• User authentication:
  • 2-factor authentication
  • Username or password
  • Other
• Other user authentication: Users require username, password and additional 'Memorable Data'.; Parent access is protected by PIN code.
• Access restrictions in management interfaces and support channels: Platform management interfaces are only accessible via secure VPN and all access is protected by Multi-Factor-Authentication (MFA).
• Access restriction testing frequency: At least every 6 months
• Management access authentication:
  • 2-factor authentication
  • 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: At least 12 months

Standards and certifications

• ISO/IEC 27001 certification: Yes
• Who accredited the ISO/IEC 27001: Amtivo Group Limited, trading as British Assessment Bureau
• ISO/IEC 27001 accreditation date: 11/04/2023
• What the ISO/IEC 27001 doesn’t cover: Schools, councils, other customers, and end users' own local computer systems and networks - and their associated physical locations, are outside of the ISMS scope.
• ISO 28000:2007 certification: No
• CSA STAR certification: No
• PCI certification: Yes
• Who accredited the PCI DSS certification: One Compliance Cyber Limited
• PCI DSS accreditation date: 08/03/2024
• What the PCI DSS doesn’t cover: The PCI-DSS certification is constrained to systems and services connected to payment card processing and payment page redirections.
• Cyber essentials: No
• Cyber essentials plus: Yes
• Other security certifications: No

Security governance

• Named board-level person responsible for service security: Yes
• Security governance certified: Yes
• Security governance standards:
  • CSA CCM version 3.0
  • ISO/IEC 27001
  • Other
• Other security governance standards: PCI-DSS (Level 1); Cyber Essentials Plus
• Information security policies and processes: Schoolcomms operate under an ISO 27001 certified Information Security Management System (ISMS) - this has been certified by a UKAS accredited certification body. A dedicated security team of qualified specialists maintain, monitor and enforce technical and organisational security controls. We are audited by independent specialist third parties at least four times per year. Schoolcomms operate a comprehensive catalogue of security policies, processes and procedures; Including but not limited to: Security Policy. ISMS Manual. Acceptable Use Policy. Access Control and Onboarding-Offboarding. Business Continuity Strategy. Business Continuity Plans. BYOD Policy. Capacity Management Policy. Change Control Process. Clear Desk Policy. Cryptography, Certificates and Key Management Policy. Data Protection Policy. Data Retention and Disposal Policy. Development Process Standards and Practices. Firewall & Router Configuration Strategy. Incident Response Procedures. Information Classification and Handling. IT Decommission Process. Password Policy. Patch and Vulnerability Management Strategy. Physical Security Policy. Security within Project Management. Remote Working and Mobile Device Policy. Security Considerations for Key Decision Makers. Social Media Policy. Supplier and Third Party Management Policy. System Build Standards. IT Documented Operating Procedures.

Operational security

• Configuration and change management standard: Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
• Configuration and change management approach: Full change control process is applied to the product and hosting infrastructure. This applies to all assets. Changes require CAB review and approval. Security considerations are specifically identified as a strict requirement.
• Vulnerability management type: Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
• Vulnerability management approach: Internal and external components are assessed by industry leading vulnerability scanners on a weekly basis. Additional cyber risk assessment tools monitor OSINT data feeds on an ongoing basis. Any and all findings are subject to risk assessment and suitable remediation through change control processes. Critical and Security updates to be installed within one month of release. All other available vendor updates to be installed within 3 months of release. We actively participate in a threat sharing community and monitor special interest security groups continuously.
• Protective monitoring type: Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
• Protective monitoring approach: We operate network and host based intrusion detection systems. All infrastructure components and logging is supported by a SIEM platform, including User-Behaviour-Analytics (UBA) capabilities. Endpoint and back-office systems run DLP controls to help detect and prevent data loss events. External breach indicators are also independently monitored on an ongoing basis. Canary tokens and honeypot technology is also applied. We operate, train and regularly test a comprehensive Incident Response Programme - including forensics evidence collection capabilities. Security Incidents are responded to immediately following identification, by a dedicated security team.
• Incident management type: Conforms to a recognised standard, for example, CSA CCM v3.0 or ISO/IEC 27035:2011 or SSAE-16 / ISAE 3402
• Incident management approach: Our detailed Incident Response Programme has developed a full array of specific response processes for particular events. We operate, train and regularly test the full process - including forensic evidence collection processes. Security Incidents are responded to immediately following identification, by a dedicated security team. All employees are required to report any confirmed or suspected security incidents. The security team can be contacted by customers, users or employees at any time via email or telephone. Detailed incident reports are provided as necessary - including an executive summary, event timeline, investigative and containment steps, root cause analysis, remediation and lessons learned.

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

• Social Value:

  Social Value

  • Fighting climate change
  • Tackling economic inequality
  • Equal opportunity
  • Wellbeing

  Fighting climate change

  Environmentally friendly solution, low carbon emissions, recycled decommissioned equipment. Offers are assessed on an individual basis and dependent on client's priorities and strategic objectives.

  Tackling economic inequality

  Offers are assessed on an individual basis and dependent on client's priorities and strategic objectives.

  Equal opportunity

  We are an equal opportunities employer. We support our clients in promoting digital skills. Offers are assessed on an individual basis and dependent on client's priorities and strategic objectives.

  Wellbeing

  Offers are assessed on an individual basis and dependent on client's priorities and strategic objectives.

Pricing

• Price: £240 a unit a year
• Discount for educational organisations: Yes
• 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 nicola.howard@parentpay.com. Tell them what format you need. It will help if you say what assistive technology you use.