DATASYM (U.K.) LIMITED

Datasym Cloud Software Solutions

Datasym solutions allows the management of large scale catering, hospitality and retail environments across multi site without the need for manual collation. Solutions include catering management software, electronic meal ordering, meal ordering via own mobile devices, Point Of Sale, self service kiosks, dashboard and click and collect app.

Features

• Scalable from single sites to enterprise solutions
• Robust and reliable end to end solution
• Filtering of meal options by allergen and dietary requirements
• Single cloud based Microsoft SQL Server database
• Comprehensive reporting including scheduling of report to inboxes
• Configurable users for multiple levels for security
• Menu analysis and costing breakdowns
• Complete Stock Control

Benefits

• Dramatically reduces wastage
• Improves end to end efficiency
• Encourages healthy eating by offering loyalty points for healthy choices
• Encourages clients to purchase food inhouse rather than offsite
• Ensures clients are not able to order unsuitable meal choices
• Increases footfall and offers promotions for increased spend
• Better customer experience and engagement
• Provides detailed information for more informed decisions

£7,800 a unit

Service documents

• Pricing document

  PDF

• Skills Framework for the Information Age rate card

  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 jenna.lamonby@datasym.co.uk. Tell them what format you need. It will help if you say what assistive technology you use.

Framework

G-Cloud 13

Service ID

762663733703036

Contact

Jenna Lamonby
0844 870 9206
jenna.lamonby@datasym.co.uk

Service scope

• Software add-on or extension: No
• Cloud deployment model:
  • Public cloud
  • Private cloud
  • Hybrid cloud
• Service constraints: If installed on one of Datasym’s shared servers then security elements upon that server cannot be defined by the client. Security provisions such as white listing specific IP addresses would not be possible due to the server being shared, Should this be a requirement then a dedicated cloud server needs to be utilised.
• System requirements:
  • Datasym Cloud Solution
  • Tablet(s) for Menumate progressive web application
  • POS or Kiosk hardware for retail / hospitality solution
  • Reliable internet access to allow use of Datasym Cloud Solution
  • Remote access functionality

User support

• Email or online ticketing support: Email or online ticketing
• Support response times: All emails and tickets are responded to with initial finding within 24 hours of receipt, we aim to fully resolve enquiries as quickly as possible.
• 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: Yes, at extra cost
• Support levels: We provide full support via phone and email routes, this service is included in the prices quoted.
• Support available to third parties: Yes

Onboarding and offboarding

• Getting started: Full onsite training will be provided after the installation and configuration of the site, this will include system maintenance and reporting training and how to gain support when required. All configuration of the system is completed remotely with only access to a technical IT contact at the authority being required.
• Service documentation: Yes
• Documentation formats: PDF
• End-of-contract data extraction: Datasym can provide protected version the database and we can script the data.
• End-of-contract process: End of contract is quoted on a case by case basis on a time and material basis dependant on the exact requirements of the client, generally this would just be an extraction of data from £1000.

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: Datasym Cloud Solutions are designed to work across multiple platforms to include automatic scaling. Given that mobile devices have a greatly reduced overall resolution, head office routines will display differently with different navigation required to reach all content. It is recommended that desktop options are used to fully utilise the back office operation.
• Service interface: No
• User support accessibility: None or don’t know
• API: No
• Customisation available: Yes
• Description of customisation: The Datasym solution has the ability to customise aspects throughout. ; • The UI only displays elements that the user has security access to meaning that it is not more complicated than necessary for each user; • Ability to add quick access shortcuts to the sections that the user uses most frequently; • Reporting is based around customisable filters allowing the final report to be tailored; • Dashboards use customisable filters; • Back office has considerable low level configurations to allow the Datasym solution to be tailored to your department or business. These configurations include elements such as:; o VAT Groups; o Security reason codes; o Tiered levels of groupings; o Costing methods; o Full POS configuration; o Kiosk UI; o Allergens; o Diets; o For large scale catering solutions; Dish categories, Menu types, Containers; o Web based back office is multi lingual with English, Spanish and Polish language support already available

Scaling

• Independence of resources: Servers used by Datasym for hosting can be tailored to meet client requirements. These can be physical servers to match client specs and allow custom security elements to be implemented or for lower cost solutions your Datasym cloud system can be hosted on a shared server which has been specified to support multiple concurrent systems. The final option is for us to host your Datasym cloud system on a virtual server. This is the most scalable solution allowing resources to be added or removed as your requirements change.

Analytics

• Service usage metrics: No

Resellers

• Supplier type: Not a reseller

Staff security

• Staff security clearance: Staff screening not performed
• Government security clearance: None

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: Other
• Other data at rest protection approach: SQL server encryption at rest.
• Data sanitisation process: No
• Equipment disposal approach: A third-party destruction service

Data importing and exporting

• Data export approach: Via Crystal reports using Microsoft Excel or PDF or CSV
• Data export formats:
  • CSV
  • Other
• Other data export formats:
  • PDF
  • Excel
• 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)

Availability and resilience

• Guaranteed availability: Access to the service during core hours will have an uptime of 95%. Our standard core hours are Monday - Friday 9am to 5pm (excluding bank holidays).
• Approach to resilience: Resilience is based upon the data host configuration that is contracted and Datasym would recommend your require RTO & RPO are reviewed at point of contract to match your requirements. Datasym can provide hosting facilities to match your requirements on a case by case basis.
• Outage reporting: Any scheduled maintenance will be arranged with notice to our clients and will include details on the planned maintenance these will take place outside our core hours of Monday – Friday 9am to 5pm. Unplanned outages will be notified by the Datasym Support helpdesk.

Identity and authentication

• User authentication needed: Yes
• User authentication:
  • 2-factor authentication
  • Username or password
• Access restrictions in management interfaces and support channels: Restricted credentials to access management interfaces. Support helpdesk only available to clients by valid support contract.
• Access restriction testing frequency: At least once a year
• Management access authentication: 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: Users have access to real-time audit information
• How long supplier audit data is stored for: User-defined
• How long system logs are stored for: User-defined

Standards and certifications

• ISO/IEC 27001 certification: No
• ISO 28000:2007 certification: No
• CSA STAR certification: No
• PCI certification: No
• Cyber essentials: Yes
• Cyber essentials plus: No
• Other security certifications: No

Security governance

• Named board-level person responsible for service security: Yes
• Security governance certified: No
• Security governance approach: Annual reviews that are signed off at board levels. We are Cyber Essentials certified.
• Information security policies and processes: Cyber Essentials

Operational security

• Configuration and change management standard: Supplier-defined controls
• Configuration and change management approach: Datasym's change management process ensures that any changes are reviewed, planned and that there is a strict version control to any changes with backward compatibility. Web apps are version specific and the software auto detects the required version. Not every site / client will get the latest upgrade.
• Vulnerability management type: Supplier-defined controls
• Vulnerability management approach: Datasym ensures an annual penetration test across all of our hosted servers and this ensures any vulnerabilities based on latest threats are exposed and able to be patched. If vulnerabilities are highlighted, any required actions will implemented at the earliest opportunity. Datasym keeps all of our hardware across the estate up to date with latest patches. This includes infrastructure hardware e.g. VPN firewalls and hardware used within our offices. Datasym has extensive client and distributor relationships where we gain information about potential threats in relation to hardware. Our Cyber essentials accreditation also ensures that we maintain control over potential threats.
• Protective monitoring type: Supplier-defined controls
• Protective monitoring approach: Datasym has qualified DBAs that monitor hosting infrastructure and database integrity. We have extensive third party monitoring tools installed covering hosted servers and infrastructure with alerts set up to automatically flag should any unusual activity occur. Should any issues require any down time for clients, we will broadcast in to ensure all clients are aware of the down time. Databases are covered by third party tools that backup databases, as well as logfiles allowing databases on servers with full backup facilities with the contract to not only restore last backup but to restore to specific dates and times.
• Incident management type: Supplier-defined controls
• Incident management approach: Datasym support helpdesk manages the end user service requests including incidents and requests for change which are logged via email or telephone. Account Managers are made aware of any issues for visability.

Secure development

• Approach to secure software development best practice: Supplier-defined process

Public sector networks

• Connection to public sector networks: No

Social Value

• Fighting climate change:

  Fighting climate change

  Datasym have an environmental policy in place and we work hard to ensure all our employees recycle where possible within the business. We have recycle bins around the offices which are collected weekly, we have battery recycling points in our offices, we donate and recycle old hardware and we donate milk top bottles to local charities. The business encourages the cycle to work scheme, we have electric car charger points for employees with electric cars. Our finance team now work paperless and we encourage our suppliers to recycle and we recycle boxes from deliveries. ; The business uses recycled or biodegradable paper towels in the toilets and our management team have the only control of the thermostat in the offices to ensure the building is kept at a reasonable temperature.
• Covid-19 recovery:

  Covid-19 recovery

  Our business has done a thorough risk assessment of the offices to ensure staff are able to return to the office safely. We have implemented desk screen between employees for safety, as well as hand sanitiser, anti bacterial wipes and sprays throughout the office as well as masks for all employees use. ; ; The management offer all employees an open door policy in which they are able to come as speak to us for both personal and work related issues including concerns around covid. We have kept all staff informed of any changes to government legislation around Covid and have asked them at appraisal if they felt safe and supported by the business in which 100% agreed they did.; ; We offer mental health support via our private health care scheme should staff wish to use it. We have supported local football teams with sponsorship to encourage local children to get back into sport playing outside to help with mental and general good health.; ; We also provided a FOC POS solution for the Nightingale Hospital in Birmingham to be able to serve and provide food for staff whilst working.
• Tackling economic inequality:

  Tackling economic inequality

  We as a business use a lot of local and UK based suppliers. We ensure that our recruitment agencies used are local and are able to provide us with local candidates and employees. We offer apprenticeships to local candidates from colleges and universities and we have had a couple of work experience candidates join the business to gain knowledge and understanding of how business is run. We use local businesses for social events and team building and we do like to promote staff into roles and allow staff to move across departments to build skills sets. We look at alternative suppliers should stock issues be an issue and are always keen to find the best fit solution for the client. We have a dedicated security who manages the cyber security of the business and we have achieved Cyber Essentials certification and also DSPT / HSCN the NHS decidated secure network. We are always looking for ways to ensure our solution is secure and we can provide integrated payment solution which are encrypted to the highest level of PCI compliance P2PE. The products and software we provide are robust and have the flexibility to be scalable and work across multi site.
• Equal opportunity:

  Equal opportunity

  We complete regular risk assessment of our offices and work with our employees to adapt work stations for their needs. We ensure that our staffs workstations are ergonomically suitable for them. As a part of induction of any new staff we ask if staff have any disabilities that we need to be aware of and what we can do to help them. After any period of sickness a return to work is completed by staff member to ensure they are able to attend work and any adaptations that need to be made. We have probation and annual appraisals where all staff can raise any concerns and also the management team have an open door policy for any staff member wishing to speak to them both work and no work related. We offer online and internally training for all staff and we offer PDP sessions for all staff should they wish to take this up. We have a modern slavery policy which is made available to all staff and is reviewed annually. Our heads of departments and management are very hands on with the teams and any issues are raised to us and we go through the correct HR channels to resolve anything that arises. We have a mental health champion in the business and we offer support to all our employees both inside and outside of work. We have review of salaries and check market rates for salaries regularly.
• Wellbeing:

  Wellbeing

  All staff are involved in one to one meetings with team leaders and we offer private health care which includes mental health and wellbeing to staff should they wish to use it. We encourage staff with team building activities including go karting, after work drinks / meals and escape room activities. ; ; We do a lot of charity work with local and national charities, including homelessness packages, donations, charity running events and donating gift boxes to third world countries. ; ; All staff have opportunity to speak to any member of management team as we have a open door policy for staff to come and speak to us about anything both personal and work based and we do have internal whats app / text message groups for communication.

Pricing

• Price: £7,800 a unit
• Discount for educational organisations: No
• Free trial available: No

Service documents

• Pricing document

  PDF

• Skills Framework for the Information Age rate card

  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 jenna.lamonby@datasym.co.uk. Tell them what format you need. It will help if you say what assistive technology you use.