MY DIGITAL ACCOUNTS LIMITED

My Digital

My Digital is a cloud-based payroll and pay&bill software for the temporary recruitment market.

Features

  • Cloud-based payroll
  • CRM functionality
  • Onboarding
  • Finance and Accounting
  • Open APIs
  • Contractor and Client Portal
  • Expenses
  • Compliance checks
  • BI Reporting and Analytics
  • Pay&Bill, Invoicing, Timesheets Management

Benefits

  • Eradicate manual processes with advanced payroll automation
  • Automatic Bank and Cash Matching
  • Integrate you existing systems (ie.CRM) with My Digital
  • Run IR35 check for contractors within the software
  • Embedded instant payments, forget about dealing with bank files
  • Remote access with a mobile app (iOS and Android)
  • Know exactly how your business performs with advanced BI analytics
  • Boost your sales with generated payslip illustrations
  • Your clients and contractors are up-to-date with dedicated portals
  • Instant customer support with conversational communication platform---

Pricing

£0.50 to £2.00 a transaction a week

  • Education pricing available
  • Free trial available

Service documents

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

Framework

G-Cloud 13

Service ID

8 6 5 3 1 0 1 7 8 3 7 7 2 6 0

Contact

MY DIGITAL ACCOUNTS LIMITED Clarke Bowles
Telephone: 0161 9256162
Email: Clarke.Bowles@mydigitalaccounts.com

Service scope

Software add-on or extension
No
Cloud deployment model
Private cloud
Service constraints
The service is limited only during monthly version updates. These happen on weekends outside of working hours, so any impact on customers and their business is reduced to an absolute minimum.
System requirements
  • Reliable internet connection
  • Internet browser like Google Chrome, Mozilla Firefox, Safari, Microsoft Edge

User support

Email or online ticketing support
Email or online ticketing
Support response times
We aim to provide a response in under 5minutes.
User can manage status and priority of support tickets
Yes
Online ticketing support accessibility
WCAG 2.1 AA or EN 301 549
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), Monday to Friday
Web chat support accessibility standard
WCAG 2.1 A
Web chat accessibility testing
Our web chat is a 3rd arty solution called Intercom.
Intercom is compliant with WCAG standards.
More details: https://www.intercom.com/help/en/articles/2530813-is-the-intercom-messenger-accessible
Onsite support
Yes, at extra cost
Support levels
We provide an on-site support at an extra cost. It is billed on a day rate basis, depending on the customer requirements. The rate starts at 350GBP per day per technical consultant.
Support available to third parties
No

Onboarding and offboarding

Getting started
There is onsite training, parallel runs, and dedicated support for the first full-scale operation. User documentation and online resources are also available through an online platform.
Service documentation
Yes
Documentation formats
Other
Other documentation formats
Online knowledgebase hosted on Intercom
End-of-contract data extraction
Users put in a request at the end of their contract to get their data extracted as per T&Cs.
End-of-contract process
Data is sent to clients through a secure file share. User access is disabled by the operations team. Final payments are reconciled by accounts.

Using the service

Web browser interface
Yes
Supported browsers
  • Microsoft Edge
  • Firefox
  • Chrome
  • Safari
  • Opera
Application to install
Yes
Compatible operating systems
  • Android
  • IOS
Designed for use on mobile devices
Yes
Differences between the mobile and desktop service
The functionality is the same, the only differences are related to user interface format.
Service interface
Yes
User support accessibility
WCAG 2.1 AA or EN 301 549
Description of service interface
The service has an intuitive User Interface meeting the usability standards of modern SaaS solutions. This comprises of efficient navigation and optimised flow of any processes done using the service.
The access to the service can be granted and managed at multiple levels from admin to regular users.
Accessibility standards
WCAG 2.1 AA or EN 301 549
Accessibility testing
Here at My Digital, we aim to make our software widely accessible to all age groups and groups with various disabilities. We consult the user experience provided by our service with various communities representing specific accessibility needs. With help of our UX team (User Experience) we work towards overcoming these challenges early on during the design process.
API
Yes
What users can and can't do using the API
Customers can integrate their existing software solutions like a 3rd party CRM platform with My Digital platform and create a seamless flow of data. Additionally payroll and pay&bill services can be integrated through an API providing a seamless transfer of data between business that work together or partner in business (ie. umbrella company and recruitment agency)
API documentation
Yes
API documentation formats
Open API (also known as Swagger)
API sandbox or test environment
Yes
Customisation available
Yes
Description of customisation
The admin users can customise the access levels to the modules.
The service can be whitelabeled and branded with customers assets. Additionally any service generated communication facing the end-users of our customers can be branded and customised depending on the requirements.

Scaling

Independence of resources
We are a cloud-based software provider. This means that the capability and bandwidth of our services always scale accordingly to the current demand.

Analytics

Service usage metrics
Yes
Metrics types
Standard metrics like financials, compliance and processing volumes are available. Additionally, a range of customised reports can be created as real-time dashboards.
Reporting types
  • API access
  • Real-time dashboards
  • Regular reports
  • Reports on request

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
  • 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 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
  • Encryption of all physical media
Data sanitisation process
Yes
Data sanitisation type
Deleted data can’t be directly accessed
Equipment disposal approach
A third-party destruction service

Data importing and exporting

Data export approach
Users can export their data to a CSV file through the front-end export function in the system. Alternaively, their data can be presented in customised report format with an option to download the source data to a CSV file. In some cases, My Digital can offer assistance with exporting the data to a suitable database format.
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)

Availability and resilience

Guaranteed availability
Where MY DIGITAL has failed to provide a resolution for a Support Request in accordance with the resolution times as set out in T&Cs the Customer may be entitled to service credits as follows:
An amount equal to 50% of the Subscription Fees applicable to each client affected by the problem or issue which is payable is respect of the week of the Billing Period in which the problem or issue occurs
Approach to resilience
Physical security is covered by Amazon Web Services (AWS).
Network configuration follows AWS best practices including (but not limited to) IP-whitelisting of service access.
All services are availability zone redundant ensuring 99.9% availability of the application. More information is available on request.
Outage reporting
We make our users aware of any outages via Intercom interface within the app, if the app and interface are down, the users will receive an email alert.

Identity and authentication

User authentication needed
Yes
User authentication
  • 2-factor authentication
  • Username or password
Access restrictions in management interfaces and support channels
The application follows a standard role-based leveled approach, so only administrators have access to the relevant interfaces. More information is available on request.
Access restriction testing frequency
At least once a year
Management access authentication
  • 2-factor 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
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
User-defined

Standards and certifications

ISO/IEC 27001 certification
Yes
Who accredited the ISO/IEC 27001
URS
ISO/IEC 27001 accreditation date
23/3/2022
What the ISO/IEC 27001 doesn’t cover
Everything is covered
ISO 28000:2007 certification
No
CSA STAR certification
No
PCI certification
No
Cyber essentials
Yes
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
ISO/IEC 27001
Information security policies and processes
Policies and procedures adhere to ISO27001 standards. Training on policies and procedures is provided on the first day for all new employees and annually for all existing employees. Members of staff are directed to report any security incidents to the line manager, or the CTO if manager is not available.

Operational security

Configuration and change management standard
Supplier-defined controls
Configuration and change management approach
All component logins are managed by the cloud trail managed by Amazon Web services (AWS).
Security impact changes are assessed via the security hub frameworks (CIS, AWS) that the services are benchmarked against.
Vulnerability management type
Supplier-defined controls
Vulnerability management approach
All these aspects are covered by the processes included in our ISO27001 certification. More information is available on request.
Protective monitoring type
Supplier-defined controls
Protective monitoring approach
Our protective monitoring is covered by AWS GuardDuty, AWS Shield and AWS WAF.
Alerts are triggered on the sysadmin group following escalation policy and remediated as per our security policy covered by ISO27001. More information is available on request.
Incident management type
Supplier-defined controls
Incident management approach
The incident amangement approach is covered by our ISO27001 certification. We also have both Disaster Recovery policy and Business Continuity policy in place.

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

Tackling economic inequality

Tackling economic inequality

My Digital - Social Value Pledge for Tackling economic inequality by Increasing supply chain resilience and capacity

Jobs for life are history. Permanent employment is on the wane. The move to flexible employment is accelerating fast across diverse roles in construction, IT, healthcare, retail and logistics.
The benefits are clear. Employers have to respond with agility to changing market requirements building custom-made workforces rapidly when and where they are needed. As a result, workers become ‘specialists’ who deliver specific skills on demand and can gain greater rewards for their work.

This landscape of ‘solopreneurs’ has to be paid and taxed if it’s to function for the benefit of all its stakeholders. To do this, a layer of businesses has sprung up between the employer requiring the work and the specialist workers delivering.

The U.K. has 1.7 million flexible workers who are widely recognised as being the solution to driving our economy forward. This is why we have put them at the heart of everything we do. We are on a mission to build a universal cloud-based SaaS platform connecting all layers of the temporary workforce supply chain, forming a unified and transparent ecosystem ensuring full pay transparency whilst driving unparalleled efficiencies for all stakeholders in the flexible workforce supply chain.

Our vision
My Digital exists to serve the needs of the many and the few. We love the new workforce. We can clearly see this flexible workforce will demand more from those they exchange their skills and labour. Those who effectively employ them.
My Digital exists to build an end-to-end transparent platform for tomorrow’s labour market – a platform driving an unparalleled efficiencies needed to manage flexible workforce, because it is designed with the workers and employers at its heart.

Pricing

Price
£0.50 to £2.00 a transaction a week
Discount for educational organisations
Yes
Free trial available
Yes
Description of free trial
A party interested in trailing the software can be granted an access with all functionality for a limited time. Subject to buyer and supplier agreement.

Service documents

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