SUBMIT SOFTWARE SOLUTIONS LIMITED

Submit.com

Submit.com is a cloud-based software solution that streamlines the collection, management and evaluation of any online submissions. Ideal for Government, Grant, Scholarship and Awards Management.

Create and personalize applications, manage all of the back-end administration, Review, and take care of Reporting, Process, and Impact, all from one location

Features

• API & Integrations
• Granular Permissions
• Multi-Step Forms
• Secure Form Submissions
• Smart Forms
• Scoring & Tagging
• Video Interview Software
• Workflow Management

Benefits

• Collect more information with multiphase submissions
• Organize Information Efficiently.
• Manage Grants Effectively.
• Generate Comprehensive Reports.
• Save Time and Enhance Results.
• Ensure GDPR Compliance.

£5,995 a licence a year

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

Framework

G-Cloud 14

Service ID

747443801367611

Contact

Shane Collins
+353 21 2040054
Sales@submit.com

Service scope

• Software add-on or extension: No
• Cloud deployment model: Public cloud
• Service constraints: NA
• System requirements: NA

User support

• Email or online ticketing support: Email or online ticketing
• Support response times: Our support team are available Monday to Friday from 8am - 6pm.
• 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: 9 to 5 (UK time), Monday to Friday
• Web chat support: Web chat
• Web chat support availability: 9 to 5 (UK time), 7 days a week
• Web chat support accessibility standard: None or don’t know
• How the web chat support is accessible: Our company’s webchat is designed to be highly accessible, offering multiple avenues for users to connect with our support team. Here are the ways you can access our webchat service:; ; Website Access: Visit our official website and navigate to the Resource Hub section. Here, you’ll find a Help Button—clicking this will initiate the webchat. You’ll be greeted by an automated BOT that will prompt you to provide a brief description of your issue or query.; Domain Access: The same Help Button is also conveniently available across your own domain, ensuring that assistance is always just a click away, no matter where you are on our site.; Email Access: For those who prefer email communication, you can reach our webchat by sending a message to support@submit.com. This method will also connect you to our support team who are ready to assist you with your inquiries.
• Web chat accessibility testing: NA
• Onsite support: No
• Support levels: Our support team is at your service from 9am to 6pm, Monday through Friday. We are committed to addressing any questions or concerns you may have, promptly and efficiently, via email or over the phone. As an integral part of our onboarding process, clients are entitled to four one-hour online training sessions. These sessions are not only interactive but also recorded, allowing you to revisit the material at your convenience. Additionally, our website features a comprehensive resource hub where you can find helpful articles and pre-recorded videos to further your understanding. Should you require more personalized guidance, we offer additional onboarding training sessions for an extra cost
• Support available to third parties: No

Onboarding and offboarding

• Getting started: At Submit.com, we ensure a seamless start for our clients by offering personalized support every step of the way. Our dedicated support team specializes in tailoring our clients' domains to reflect their unique brand identity, incorporating custom forms, and aligning the domain aesthetics with their company’s logo and colour scheme.; Once their domain is created and aligned with the client's needs, we initiate our comprehensive onboarding process. This includes an exclusive package of four one-hour online training sessions, conducted by our support team members, designed to familiarise users with all the features and functionalities of our service. ; Our support team remains at our client's disposal via webchat, ready to assist with any setup queries they may encounter. For additional guidance, our resource hub on the website is a treasure trove of information, featuring an array of helpful articles and pre-recorded video tutorials to further enhance your experience with our service.
• Service documentation: No
• End-of-contract data extraction: At the conclusion of their contract, users of Submit.com can extract their data in a CSV format. This ensures that they can retain their information and use it as needed beyond the duration of the contract. Submit.com upholds a strict policy of non-interference with customer data; it neither edits nor deletes any data on the customer platform unless explicitly directed by the customer. To support customers in managing their data effectively and in line with their retention policies, Submit.com provides a suite of tools within the Privacy Dashboard. These tools are designed to give customers full control over their data, facilitating its management in a way that aligns with their specific needs and requirements
• End-of-contract process: Upon contract termination, the process ensures secure data handling, including transfer or deletion as per user preference.

Using the service

• Web browser interface: Yes
• Supported browsers:
  • Internet Explorer 11
  • Microsoft Edge
  • Firefox
  • Chrome
  • Safari
  • Opera
• Application to install: No
• Designed for use on mobile devices: Yes
• Differences between the mobile and desktop service: For Applicants: Our service is fully accessible on mobile devices, allowing you to submit your application with ease, anytime and anywhere.; ; For Administrators: Please note that our back-end system is designed for desktop use to ensure full functionality and a comprehensive user experience.
• Service interface: Yes
• User support accessibility: None or don’t know
• Description of service interface: Submit.com is committed to ensuring that our software is accessible to all users, including those relying on assistive technologies. In our ongoing efforts to enhance user experience and compliance with accessibility standards, we have implemented several key features and conducted rigorous interface testing.; Our primary application form technology, the Apply Page, has been enriched with various ARIA states and properties. These additions improve the semantic structure of our web content and applications, making them more accessible to users with disabilities. Additionally, we have integrated comprehensive keyboard shortcuts to support keyboard-only navigation.
• Accessibility standards: WCAG 2.1 AA or EN 301 549
• Accessibility testing: To ensure the effectiveness of these enhancements, we have conducted extensive testing using the Google Chrome Extension Screen Reader. This tool simulates the user experience of visually impaired users, ensuring that our modifications effectively support their needs.; Through these measures, Submit.com ensures that our application forms are not only compliant with accessibility standards but also provide a seamless and inclusive user experience for all.
• API: Yes
• What users can and can't do using the API: The Submit.com API is designed predominantly for the exportation of data, facilitating a one-way flow of information. This includes extracting detailed payment and form summary reports, along with data related to users, forms, questions, applications, answers, and tags. Its capabilities allow for the comprehensive analysis, reporting, and integration with external systems, enhancing operational insights and efficiency.
• API documentation: Yes
• API documentation formats: PDF
• API sandbox or test environment: No
• Customisation available: No

Scaling

• Independence of resources: To maintain service reliability, Submit.com uses scalable resources, ensuring one user's demand doesn't impact others, supported by advanced load balancing and resource allocation technologies.

Analytics

• Service usage metrics: No

Resellers

• Supplier type: Not a reseller

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: European Economic Area (EEA)
• User control over data storage and processing locations: Yes
• 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: Physical access control, complying with CSA CCM v3.0
• Data sanitisation process: Yes
• Data sanitisation type: Explicit overwriting of storage before reallocation
• Equipment disposal approach: In-house destruction process

Data importing and exporting

• Data export approach: Users of Submit.com can extract their data in a CSV format. This ensures that they can retain their information and use it as needed beyond the duration of the contract. Submit.com upholds a strict policy of non-interference with customer data; it neither edits nor deletes any data on the customer platform unless explicitly directed by the customer.
• 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)
  • IPsec or TLS VPN gateway
• Data protection within supplier network:
  • TLS (version 1.2 or above)
  • IPsec or TLS VPN gateway

Availability and resilience

• Guaranteed availability: SOC 2 Type 1 audit due May 2024, Soc 2 Type 2 Audit due Dec 2024
• Approach to resilience: SOC 2 Type 1 audit due May 2024, Soc 2 Type 2 Audit due Dec 2024
• Outage reporting: NA

Identity and authentication

• User authentication needed: Yes
• User authentication:
  • 2-factor authentication
  • Username or password
• Access restrictions in management interfaces and support channels: At Submit Software Solutions Ltd, we are committed to protecting the security and confidentiality of our customers' data. Embodying the principle of least privilege, we have instituted rigorous access control measures. These measures are designed to guarantee that access to our online forms portal and the embedded customer data is exclusively granted to authorised individuals, ensuring each access point is essential and justifiable.
• Access restriction testing frequency: At least every 6 months
• Management access authentication: 2-factor authentication

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: Between 6 months and 12 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: AWS
• ISO/IEC 27001 accreditation date: 22/11/2023
• What the ISO/IEC 27001 doesn’t cover: NA
• ISO 28000:2007 certification: No
• CSA STAR certification: Yes
• CSA STAR accreditation date: 22/11/2023
• CSA STAR certification level: Level 3: CSA STAR Certification
• What the CSA STAR doesn’t cover: NA
• PCI certification: No
• Cyber essentials: Yes
• Cyber essentials plus: No
• Other security certifications: No

Security governance

• Named board-level person responsible for service security: No
• Security governance certified: Yes
• Security governance standards: CSA CCM version 3.0
• Information security policies and processes: We are committed to protecting the security and confidentiality of our customers' data. We have implemented strict information security measures to ensure that our online forms portal is secure and compliant with relevant laws and regulations. We take all necessary measures to protect our customers' data from unauthorized access, use, disclosure, or destruction.; We are committed to complying with all relevant laws and regulations, including data protection laws such as the General Data Protection Regulation (GDPR). We ensure that our information security practices are compliant with these laws, and that our customers' data is processed in accordance with their requirements.; We provide regular training to our staff on data protection and information security best practices. This includes training on how to handle data securely, how to identify and prevent cybersecurity threats, and how to respond to security incidents.; We carefully select and monitor our third-party vendors to ensure that they meet our high standards for information security. We require our vendors to adhere to strict security and confidentiality requirements, and we regularly review their security practices to ensure that they are effective.

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: Submit.com defines “configuration management” as the establishment, implementation, maintenance, recording, and monitoring of secure configurations in the organization’s information landscape. This landscape includes, but is not limited to, all network devices, operating systems, applications, and internally developed software and systems (e.g., firewalls, servers, databases). If any specific systems are complex or large enough to require their own configuration management program, they are developed independently by authorized personnel and abide by the practices stated in this policy.
• Vulnerability management type: Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
• Vulnerability management approach: Submit.com’s vulnerability management program ensures the confidentiality, integrity, and availability (CIA) of the organization’s information systems landscape. Chief components of the program include the following: ; ● Configuration standards: Submit.com establishes a secure information security baseline by provisioning, hardening, securing, and locking down all critical system resources.; ● Network architecture: Submit.com develops secure network architecture and secure segmentation to prevent vulnerabilities.; ● Network scanning and monitoring: Submit.com follows internal and external vulnerability scanning procedures and conducts network layer and application layer penetration tests to manage vulnerabilities.
• Protective monitoring type: Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
• Protective monitoring approach: Submit.com monitors system components for appropriate performance and utilisation by taking the following measures:; ● Process monitoring: Submit.com monitors all critical processes and provides alerting and notification measures when processes fail.; ● Network interface monitoring: Submit.com monitors the overall health and status of the network interface.; ● CPU utilization: Submit.com identifies current, real-time capacity of the central processing unit (CPU) and sends alerts and notifications if capacity is over limits.; ● Disk utilization: Submit.com identifies current, real-time disk space and sends alerts and notifications if disk space is low.
• 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: We have a process in place for reporting incidents to the appropriate personnel. Our Incident Response Team Submit.com will establish an incident response team consisting of the following roles: a. Incident coordinator: Responsible for managing the incident response process, coordinating with external parties (e.g., law enforcement), and communicating with stakeholders. b. Technical lead: Responsible for technical analysis of the incident and directing the response team's technical efforts. c. Communications lead: Responsible for communicating with stakeholders and the public about the incident. d. Legal lead: Responsible for providing legal guidance to the response team.

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

  Fighting climate change

  Submit.com is at the forefront of the battle against climate change with its innovative paperless service. By enabling companies to transition to a digital workflow, Submit.com is significantly reducing the need for paper, which in turn decreases deforestation and the carbon emissions associated with paper production and waste. This shift not only conserves trees, vital for absorbing CO2, but also curtails the methane released from decomposing paper in landfills. Moreover, the move to paperless operations streamlines processes, saving time and resources while also cutting down on the environmental impact of physical document transportation. In essence, Submit.com’s service is a win-win for businesses and the environment, fostering a culture of sustainability and responsibility that contributes to the global effort of achieving a greener future. Through this initiative, Submit.com is demonstrating leadership in corporate environmental responsibility, paving the way for a more sustainable and efficient corporate world

Pricing

• Price: £5,995 a licence a year
• Discount for educational organisations: Yes
• Free trial available: Yes
• Description of free trial: 14 days

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