GLASSCUBES LIMITED

Glasscubes Workgroup - Official

Glasscubes improves collaboration, project coordination and information request process. Powerful document management and file sharing - online forms and automated workflow - task and project management - collaboration and communication. Widely adopted throughout UK public sector. Easy deployment, user-friendly, with no training required. Enterprise level control and reporting. ISO27001 accredited

Features

• Secure file storage, centrally store, share and easily search files.
• Document management, control user access, document versions, content approval.
• Task management, centrally co-ordinate tasks, manage workload, deliver results.
• Manage projects, status and progress reporting, task dependencies with Gantt.
• Extranet portals, collaborate with customers, partners and external team members.
• Social intranet, threaded discussions, 'Like' content, email notifications.
• Mobility, access your content on the go from any device.
• Simple user management, access control and activity audit.
• Dedicated support, configuration and migration assistance. Option to white label.
• Better value for money than solutions from Huddle or Kahootz.

Benefits

• Simplify team collaboration.
• Easier way to share files, manage tasks and communicate together.
• Quick to set up, easy to use and obtain adoption.
• Securely access content from anywhere on any device 24/7.
• Quickly find content with a powerful 'Search' and reduce email.
• Avoid document versioning chaos, ensure everyone references the same content.
• Keep everyone on the same page and projects on track.
• Engage team members, share news, encourage feedback and participation.
• Collaborate faster, smarter and with less effort.
• Improves knowledge transfer, facilitates decision making and drives innovation.

• 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 craig.h@glasscubes.com. Tell them what format you need. It will help if you say what assistive technology you use.

Framework

G-Cloud 15

Service ID

749316073337266

Contact

Craig Hyslop
02031742310
craig.h@glasscubes.com

About your service

• Service categories:

  Applications

  Collaborative

  • Enterprise community
  • Team collaboration
• Multi cloud support: No

Service scope

• Software add-on or extension: No
• Cloud deployment model: Public cloud
• Service constraints: No service constraints
• System requirements:
  • Accessible via a web browser and standard internet connection
  • Accessible via mobile Android and ios apps

User support

• Email or online ticketing support: Yes
• Support response times: User and technical support is available during UK business hours (Monday to Friday 09.00-17.30), with a 24 hour online ticketing portal available outside of these hours. Each support enquiry is; logged and responded to within the service levels below.; ; Urgent - 60 Minutes; High - 60 Minutes; Normal 3 Hours; Low 3 Hours
• 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: Yes
• Web chat support availability: 9 to 5 (UK time), Monday to Friday
• Web chat support accessibility standard: WCAG 2.2 AAA
• Web chat accessibility testing: No web chat testing carried out
• Onsite support: No
• Support levels: We offer users an on boarding tutorial, a searchable knowledge base of 'how to' guides, online chat and telephone support. User and technical support is available during UK business hours (Monday to Friday 09.00-17.30), with a 24 hour online ticketing portal available outside of these hours. Each support enquiry is logged and responded to as quickly as possible and in line with the service levels as follows: Urgent (90 minutes) - critical functions of your site/application are unavailable. There is significant business impact. You cannot reasonably circumvent or workaround; High ( 90 minutes) - critical functions of your site/application are noticeably impaired. There is significant business impact. You cannot reasonably circumvent or workaround; Normal (3 hours) - non-critical functions of your site/application are experiencing errors or abnormalities exist. You can work around or circumvent the problem. You may also have a time sensitive development question; Low (3 hours) - you have a general development or usage question, or would like to log a feature request. All support is included as part of the subscription to Glasscubes.
• Support available to third parties: Yes
• AI chatbot: No

Onboarding and offboarding

• Getting started: We pride ourselves on how easy and intuitive Glasscubes is to use. We have a refreshing approach towards support – it’s simple; call us. New users particularly like the facility to just call and ask for help. For those who prefer to communicate electronically, our online support chat can be accessed directly from your account.; In addition to our customer support, new users are provided with an in-application, on boarding tutorial and have access to a comprehensive library of help topics. Simplicity is at the heart of everything we do.; If further assistance is required to on board the service, then online training can be arranged by your dedicated account manager.
• Service documentation: Yes
• Documentation formats: HTML
• End-of-contract data extraction: Folders, files and whiteboards can be exported prior to closing an account. We include an export tool within the platform so that content can be extracted on demand.; Data export formats; Folders and Files
• End-of-contract process: The platform allows administrators to download all of the account's folders, files and whiteboards on demand.; End-of-contract process; We require 30 days written notice to terminate an agreement. Folders, files and whiteboards can be exported prior to closing an account. When an account is closed, all data that it contains will be deleted permanently and cannot be recovered.; Our Customer Services Team is on hand to support both the on boarding and off boarding process. There is no charge associated with data extraction
• Documentation accessibility standard: WCAG 2.2 AA

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: Yes
• Differences between the mobile and desktop service: Glasscubes offers native mobile applications for iOS and Android phones. The mobile applications provide all of the core capabilities of the Glasscubes service presented in a mobile friendly interface. There will be some features that are included within the Desktop version that not available when accessing the service using the mobile applications.
• Service interface: No
• User support accessibility: WCAG 2.2 AAA
• API: Yes
• What users can and can't do using the API: Our API can be used to access and change any information that the user creates or stores on Glasscubes; for posts, files, tasks, search and other items. Users must already have a Glasscubes account to use the API. We provide access to our API by registering your application and giving you a client_id and a client_secret authentication pair. These can then be used to call the Auth endpoint to get a access-token for registered Glasscubes users. You are then able to call all of the endpoints on the users behalf, using the token belongs to that user. Users can make changes through the API by calling the API via HTTPS. There are no limitations to how users can set up or make changes through the API.
• API documentation: Yes
• API documentation formats: Open API (also known as Swagger)
• API sandbox or test environment: Yes
• Customisation available: Yes
• Description of customisation: Glasscubes is a versatile collaboration platform that can be easily customised to support a variety of different use cases. Account administrators can easily switch functionality on or off to simplify the user experience and tailor the service to address particular requirements.; We understand the importance of promoting your brand and realise that it should be reflected in everything you do. It’s easy to customise your account, workspaces and communications to promote yourself, rather than us. In addition to this, your account can be totally white labelled, creating added value by promoting Glasscubes as an extension of your organisation's own technology.

Scaling

• Independence of resources: Glasscubes has monitoring tools managing the load on our servers. Glasscubes runs within an architecture that can easily be scaled, which means servers can cater for any high demand in traffic or usage.

Analytics

• Service usage metrics: Yes
• Metrics types: All user activity is audited and recorded. The information is presented in a searchable report that can be produced on demand directly from your account.
• Reporting types: Regular reports
• Resource tagging: No
• FOCUS resource tagging: No

Resellers

• Supplier type: Not a reseller

Staff security

• Staff security clearance: Other security clearance
• Government security clearance: Security Clearance (SC)

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: Managed by a third party
• 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-18 / ISAE 3402
  • Encryption of all physical media
• Data sanitisation process: Yes
• Equipment disposal approach: In-house destruction process
• Data sanitisation type: Deleted data can’t be directly accessed / Cryptographic Erasure

Data importing and exporting

• Data export approach: Those with relevant contributor permissions can download their folders, files and whiteboards on demand.
• Data export formats:
  • CSV
  • Other
• Other data export formats:
  • Zip Folder
  • Files
• Data import formats:
  • CSV
  • Other
• Other data import formats: Bulk File Upload

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)

Availability and resilience

• Guaranteed availability: Guaranteed availability; We aim for a 99.98% service availability up time and measure/report against this over a rolling quarterly period. Service Availability reports can be provided upon request.
• Approach to resilience: Glasscubes leverage ZFS to provide hourly file system snapshots of our servers, which we keep for 24 hours. Should a file be accidentally lost or a software installation go wrong we can restore files or rollback the server state to the last snapshot, which may be just minutes old. Further, we have 30 days’ worth of backups held off site at a secondary UK data centre location.
• Outage reporting: In the event of an outage, customers would be notified via email alerts.

Identity and authentication

• User authentication needed: Yes
• User authentication:
  • Multi-Factor Authentication (MFA)
  • Username or password
• Access restrictions in management interfaces and support channels: All requests of this nature are made in writing via email and authenticated by a valid email address matching the registered users details on the account.
• Access restriction testing frequency: At least once a year
• Management access authentication:
  • Multi-Factor Authentication (MFA)
  • 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 have access to real-time audit information
• How long user audit data is stored for: User-defined
• Access to supplier activity audit information: No audit information available
• How long system logs are stored for: User-defined

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: Glasscubes operates within the ISO27001 Certification framework, which include the following policies: ISMS Policy, ICT Security Policy, Mobile Phone & Devices Policy, Acceptable Use Policy, Access Control Policy, Asset Management Policy, Information Backup and Restore Policy, Internet and Email Acceptable Use Policy, Operational Management, Records Management Policy, Secure Email Policy, Security Incident Management Policy and Supplier Security Policy. The ISO management system is implemented using a number of defined procedures which include: Planning & Review, Information Control, Problems & Improvements, Training & Development, Supplier & Contractor Control,; Operational Control. Regular auditing our the ISO management system procedures are then carried out to test the process against the system. Quarterly reporting and management reviews are in place to ensure that we are not only adhering to but are continually developing our policies and procedures to satisfy the ISO27001 standard.
• Software Security Code of Practice: Yes

Operational security

• Configuration and change management standard: Supplier-defined controls
• Configuration and change management approach: The change control process forms part of our ISO Control Procedures. A process is in place to control changes to all critical company information resources (such as hardware, software, system documentation and operating procedures). The change control process follows the following phases: Logged Change Requests; Identification, prioritisation and initiation of change; Proper authorisation of change; Requirements analysis; Inter-dependency and compliance analysis; Impact Assessment; Change approach; Change testing; User acceptance testing; Implementation and release planning; Documentation; Change monitoring; Defined responsibilities and authorities of all users and IT personnel.
• Vulnerability management type: Supplier-defined controls
• Vulnerability management approach: Glasscubes employs specialist tools that provide regular vulnerability scans over the network. Having access to regular real time information enables us to make proactive, informed decisions about how we can mitigate our risk, which allows us to react quickly to identifiable issues should they occur.
• Protective monitoring type: Supplier-defined controls
• Protective monitoring approach: Glasscubes employs a variety of methods that are associated with protective monitoring. We identify potential compromises by employing; a number of prevention controls and detection controls. Any compromises discovered will be responded to in line with the ISO Information Security Incident Management policy. Incident response starts as soon as we get notified by a staff member, a client or an external source. The notification is given no later than 72 hours after having become aware of it. If notification is not made within 72 hours we must provide a “reasoned justification” for the delay in line with GDPR.
• Incident management type: Supplier-defined controls
• Incident management approach: Incident management is aligned with the service desk, which is the single point of contact for all users communicating unplanned issues. When the service is disrupted, it is essential to restore the service to normal operation as quickly as possible. Service desk personnel identified as level 1 support, will follow the following activities and process: Incident identification; Incident logging; Incident categorization; Incident prioritization; Initial diagnosis; Escalation, as necessary, to level 2 support; Incident resolution; Incident closure; Communication with the user community throughout the life of the incident.
• Post-quantum cryptography secure: Yes

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: Yes
• Free trial available: Yes
• Description of free trial: Glasscubes offers a full-featured, 14-day free trial.
• Link to free trial: https://signup.glasscubes.com/go?0

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: UKAS
• ISO/IEC 27001 accreditation date: Tuesday 30 September 2025
• What the ISO/IEC 27001 doesn’t cover: ISO/IEC 27001 certification applies only to the systems, services, and processes within the defined ISMS scope. It does not cover systems or integrations outside this scope, service functionality or performance, compliance with all regulatory frameworks (such as UK GDPR), or provide absolute protection against cyber threats.
• ISO 28000:2022 certification: No
• ISO 9001 certification: No
• Quality management systems (QMS): No
• CSA STAR certification: No
• PCI certification: Yes
• Who accredited the PCI DSS certification: Security Metrics
• PCI DSS accreditation date: Thursday 23 January 2025
• What the PCI DSS doesn’t cover: PCI DSS applies only to the payment processing elements of our SaaS service and does not provide comprehensive coverage for non-payment data, information security governance, data protection compliance, or general cyber security controls. These areas are addressed through ISO/IEC 27001-aligned security management, Cyber Essentials baseline controls, and compliance with UK GDPR.
• Cyber essentials: Yes
• Please provide your Cyber Essentials Certificate Number: Bd14929e-cb8d-4674-b05c-12c3d2178ace
• Cyber essentials plus: No
• Cyber Essentials Alternative: None of the criteria
• 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
    • Employment contracts that reflect actual hours worked; steps taken to ensure employees understand their contracts and have the ability to review and adjust them if actual hours regularly exceed contracted hours

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