Affinitext (UK) Limited

Exemplar Contract Management Solution (supported by your Industry Partners)

Exemplar contract portfolio management, with your industry partners being responsible for providing and maintaining fully up-do-date contracts in Affinitext's 21st century online intelligent document format ('IDF'), The solution ensures contract understanding & auditable compliance & includes powerful searching, knowledge sharing, task finding & management, statutory compliance, collaboration and innovation modules.

Features

• Intelligent Document Format ('IDF')
• Pop-up definitions of all the defined terms in document
• Pin-point clause-to-clause navigation
• Contracts always fully up-to-date on screen
• Secure hosted libraries with portfolios of projects
• Transformational ability to identify and contractual / statutory obligations
• Interactive, auditable contractual compliance at the relevant clause
• Capture and share knowledge (personal knowledge = corporate knowledge)
• 5* Transparency
• Best practice collaboration (ISO 44000) and innovation (ISO 56000)

Benefits

• Transformational improvement in portfolio contract management / compliance
• Reduce Risk / Maximise Opportunity / Empower teams
• Drive Efficiency / Save Cost
• Ensure auditable compliance
• Capture and share knowledge (Personal Knowledge = Corporate Knowledge)
• Engage proactively and seamlessly with stakeholders
• 5* Transparency
• Extremely Powerful extraction and management of 000's of contractual promises
• Demonstrating global leadership in portfolio contract management
• Walking the talk in collaboration and innovation

£350 a unit a year

• 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 graham.thomson@affinitext.com. Tell them what format you need. It will help if you say what assistive technology you use.

Framework

G-Cloud 14

Service ID

823113964234082

Contact

Graham Thomson
+44 (0) 2036674866
graham.thomson@affinitext.com

Service scope

• Software add-on or extension: No
• Cloud deployment model: Private cloud
• Service constraints: Nil
• System requirements: Using vendor (e.g. Microsoft) supported browser versions

User support

• Email or online ticketing support: Email or online ticketing
• Support response times: 15 minutes
• 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: Web chat
• Web chat support availability: 24 hours, 7 days a week
• Web chat support accessibility standard: WCAG 2.1 A
• Web chat accessibility testing: - Description of accessibility: The webpages are nearly always text pages only, and meet most of the principles of WCAG 2.1A. For non-text pages, we do not provide braille, speech, symbols or simpler language .; ; - Accessibility testing: Our developers and QA teams are responsible for appropriate interface testing to ensure that we satisfy most of the principles of WCAG 2.1A which are relevant to the published text pages.
• Onsite support: Onsite support
• Support levels: Service Desk, Chat, Email, Phone and On-site support.; Support available 24/7.; Standard support response time is 15 mins.; Incident escalation process is available.
• Support available to third parties: Yes

Onboarding and offboarding

• Getting started: An on-boarding process is provided to ensure customers are able to get up and running promptly
• Service documentation: Yes
• Documentation formats:
  • HTML
  • PDF
• End-of-contract data extraction: A data download can be provided, which gives the customer copies of all documents provided to Affinitext, in the format in which they were provided, and all Tasks and Notes can be exported as .csv or .xls files
• End-of-contract process: At the end of the contract, user access is terminated. The only cost at end of contract is the cost of a data download dump, if the customer desires this.

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: The service scales to size on mobile devices
• Service interface: No
• User support accessibility: None or don’t know
• API: No
• Customisation available: No

Scaling

• Independence of resources: Sufficient capacity is built into the service for a multitude of users to be accessing the service without impacting performance for other users. The system design allows rapid expansion of capacity as required.

Analytics

• Service usage metrics: Yes
• Metrics types: Reports include various collations and filtered reports of logins, substantive hits, searches, defined terms and clause link hits, etc.
• Reporting types: Reports on request

Resellers

• Supplier type: Not a reseller

Staff security

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

Asset protection

• Knowledge of data storage and processing locations: Yes
• Data storage and processing locations:
  • United Kingdom
  • Other locations
• 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
• Data sanitisation process: Yes
• Data sanitisation type: Explicit overwriting of storage before reallocation
• 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: Depending on the data being exported, users can export data via downloading the original documents provided to Affinitext, or by exporting the HTML version into PDF or MS Word. Tasks, Notes, Searches and Analysis Tracks can be exported to .csv or .xls
• Data export formats:
  • CSV
  • Other
• Other data export formats:
  • XLS
  • PDF
• Data import formats:
  • CSV
  • ODF

Data-in-transit protection

• Data protection between buyer and supplier networks: TLS (version 1.2 or above)
• Data protection within supplier network: IPsec or TLS VPN gateway

Availability and resilience

• Guaranteed availability: 98% guaranteed uptime outside of planned improvements / upgrades. Users are compensated via damages if guaranteed levels are not achieved.
• Approach to resilience: Available on request
• Outage reporting: 1. News alerts via user dashboard.; 2. Emails

Identity and authentication

• User authentication needed: Yes
• User authentication:
  • 2-factor authentication
  • Username or password
• Access restrictions in management interfaces and support channels: We restrict access with role based permission system.
• 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 contact the support team to get audit information
• How long user audit data is stored for: At least 12 months
• Access to supplier activity audit information: Users contact the support team to get audit information
• How long supplier audit data is stored for: At least 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: BSI
• ISO/IEC 27001 accreditation date: 31/05/2023
• What the ISO/IEC 27001 doesn’t cover: Nil
• ISO 28000:2007 certification: No
• CSA STAR certification: No
• PCI certification: No
• Cyber essentials: Yes
• Cyber essentials plus: Yes
• Other security certifications: Yes
• Any other security certifications:
  • Ministry of Defence accreditation to OFFICIAL SENSITIVE
  • Cyber Essentials
  • Cyber Essentials Plus

Security governance

• Named board-level person responsible for service security: Yes
• Security governance certified: Yes
• Security governance standards:
  • ISO/IEC 27001
  • Other
• Other security governance standards: Ministry of Defence accredited to "OFFICIAL SENSITIVE"; Cyber Essentials & Cyber Essentials Plus accreditations
• Information security policies and processes: We follow ISO 27001 security policies and processes, reporting via Country Heads, CDO and CTO to the ISMS Officer, ISMS Steering Committee and to the CEO.

Operational security

• Configuration and change management standard: Supplier-defined controls
• Configuration and change management approach: Change management is carried out in accordance with the A03 IT Procedures for change management as part of our ISO 27001 processes and procedures
• Vulnerability management type: Supplier-defined controls
• Vulnerability management approach: An identification and escalation process deals with the assessment of potential threats to the Service. Depending on severity, patches are rapidly deployed. For normal lower level threats, patches are included in the regular 6 weekly sprints. Information on potential threats come via a number of structured internal and external sources and reviews.
• Protective monitoring type: Supplier-defined controls
• Protective monitoring approach: We continually monitor the service for attack, misuse and malfunction. We respond via our ISO 27001 processes and procedures, which both deal with the attack or malfunction, and communicate as appropriate throughout the company and externally to users.
• Incident management type: Supplier-defined controls
• Incident management approach: We follow our ISO 27001 processes and procedures for Incident Management. Incidents are reported into a incident management system, and reports are monitored regularly by management. A root cause analysis is performed for all incidents and form part of the continual improvement process.

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
  • Tackling economic inequality
  • Equal opportunity
  • Wellbeing

  Fighting climate change

  Affinitext is committed to fighting climate change by integrating sustainable practices into our operations and product development. We prioritize energy-efficient technologies and strive to reduce our carbon footprint across all aspects of our business. By leveraging our innovative document intelligence platform, we enable our clients to operate more sustainably, reducing paper usage and promoting digital transformation.

  Covid-19 recovery

  In response to the COVID-19 pandemic, Affinitext aims to support the recovery process by enhancing remote collaboration capabilities through our advanced intelligent document solutions. Our technology facilitates efficient remote working environments, ensuring business continuity and resilience while supporting public health objectives.

  Tackling economic inequality

  Affinitext addresses economic inequality by democratising access to high-quality information management tools via our free libraries, etc. Our solutions are designed to be accessible for businesses of all sizes, enhancing productivity and competitiveness.

  Equal opportunity

  Affinitext is dedicated to fostering an inclusive environment that promotes equal opportunities for all. We are committed to diversity in our hiring practices and workplace culture. Our products are developed with accessibility in mind, ensuring that individuals of all abilities can benefit from our innovative technology solutions.

  Wellbeing

  At Affinitext, we recognise the importance of wellbeing for both our employees and clients. We promote a healthy work-life balance, provide mental health support, and design our products to reduce stress and increase satisfaction at work. By prioritising wellbeing, we contribute to more productive and positive environments.

Pricing

• Price: £350 a unit a year
• Discount for educational organisations: No
• Free trial available: Yes
• Description of free trial: Access is provided to a demonstration library or small customer library.; Training is provided.; Access is provided for 2 months.

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