CHARGIFI LIMITED

Kadence - Space Management & People Coordination

Kadence is a full suite of easy-to-use hybrid working software (Desk booking, Room booking, Visitor management, Employee safety, People Coordination) designed to improve the coordination of people, space, and time to help your teams work smarter.

Features

• Desk Booking
• Room Booking
• Space Booking
• Visitor Management
• People Coordination
• Employee Safety

Benefits

• Find and reserve the perfect desk in seconds.
• Easy meeting room management built for your spaces.
• Powerful personal schedules that sync together.
• Welcome visitors to your hybrid workplace, safely and easily.
• Health screening, touchless check-ins, and capacity management.
• Create the best hybrid working experience for your people.
• Do more with space to facilitate your people’s best work.

£3 a user a month

• Free trial available

Service documents

• Pricing document

  PDF

• Service definition document

  PDF

• Terms and conditions

  PDF

• Modern Slavery statement

  ODT

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 ar@kadence.co. Tell them what format you need. It will help if you say what assistive technology you use.

Framework

G-Cloud 13

Service ID

874516111405819

Contact

David Frazier
02038842705
ar@kadence.co

Service scope

• Software add-on or extension: No
• Cloud deployment model: Public cloud
• Service constraints: None
• System requirements: None

User support

• Email or online ticketing support: Email or online ticketing
• Support response times: Severity level 1: Response within 4 hours; Severity level 2: Response within 12 hours; Severity level 3: Response within 24 hours; Severity level 4: Response within 72 hours
• 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: 24 hours, 7 days a week
• Web chat support: No
• Onsite support: No
• Support levels: The following levels of support are offered: Basic, Standard, and Full Service.; ; Basic: Free; Standard: £1075; Full: £1915; ; The Full Service Package includes a dedicated Technical Account Manager.
• Support available to third parties: Yes

Onboarding and offboarding

• Getting started: We provide in-person online training, full online user documentation and help desk including written and video instruction.
• Service documentation: Yes
• Documentation formats: HTML
• End-of-contract data extraction: Upon request we can provide data as a csv export at the end of contract.
• End-of-contract process: At end of contract data export is available upon request. There is currently no charge for this service.

Using the service

• Web browser interface: Yes
• Supported browsers:
  • Microsoft Edge
  • Firefox
  • Chrome
  • Safari
• Application to install: Yes
• Compatible operating systems:
  • Android
  • IOS
• Designed for use on mobile devices: Yes
• Differences between the mobile and desktop service: The admin and reporting portal is best viewed on a desktop device due to the screen size needed to accurately interpret reports.
• Service interface: No
• User support accessibility: WCAG 2.1 A
• API: No
• Customisation available: No

Scaling

• Independence of resources: We are constantly monitoring our system and responding rapidly to any interruptions or issues. This allows us to commit to a system availability of 99.9% via our standard SLA. Our application is hosted in AWS and we leverage their elastic infrastructure to deal with peaks and troughs in demand. AWS EC2 Auto Scaling Groups are used provision and decommission EC2 resources in line with monitoring thresholds to handle dynamic usage patterns.

Analytics

• Service usage metrics: Yes
• Metrics types: Our system provides metrics on the following:; Bookings Report (configurable by date, location, team); User List; Building occupancy; Daily Occupancy; Floor Occupancy; Neighbourhood Occupancy; Desk Occupancy
• Reporting types: Real-time dashboards

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: European Economic Area (EEA)
• 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-16 / ISAE 3402
  • Encryption of all physical media
• Data sanitisation process: No
• 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: If a user wishes to export their data they need to contact a member of our CX team.; ; Data cannot be exported on a per user basis; only for a whole instance.
• 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: Our SLA is available here: https://kadence.co/wp-content/uploads/2022/02/Kadence_SLA.pdf; ; Our guaranteed uptime is 99.9% and users receive service credit on a sliding scale as defined in our SLA if we do not meet our guaranteed availability.
• Approach to resilience: Our service is constantly monitored and that monitoring information is publicly available at https://status.kadence.co/; ; Our application runs on AWS and is designed with resilience in mind. Our data and workloads are replicated through multiple availability zones. In addition AWS EC2 Auto Scaling Groups are used provision and decommission EC2 resources in line with monitoring thresholds to handle dynamic usage patterns.
• Outage reporting: Our service reports outages through a public dashboard. This is available at https://status.kadence.co/

Identity and authentication

• User authentication needed: Yes
• User authentication:
  • 2-factor authentication
  • Username or password
• Access restrictions in management interfaces and support channels: Access is restricted in management interfaces through role based access which is protected by username/password and MFA via SSO.
• 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: No audit information available
• Access to supplier activity audit information: No audit information available
• How long system logs are stored for: Between 6 months and 12 months

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: Yes
• Any other security certifications: SOC 2 Type 1

Security governance

• Named board-level person responsible for service security: Yes
• Security governance certified: Yes
• Security governance standards: Other
• Other security governance standards: SOC 2 Type 1 attested. ; ; We are in the reporting period for SOC 2 type 2 and are on track to attain this attestation in Q3 2022 on completion of our 6 month reporting period.
• Information security policies and processes: We have a full set of information security policies which are actively monitored as part of our SOC 2 accreditation. These processes are fully reviewed annually and a combination of automated and manual audits are performed to ensure compliance with policies. Reporting is provided to the board every quarter on this.

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: At Kadence, we have robust development and deployment processes that ensure not only high quality code, but also high level of security for our product. ; Highlights of this process include:; Static analysis of our code to catch issues before committing to our codebase.; All code is peer reviewed and tested for functional and security impacts.; Automated unit and integration tests to catch issues before deployment.; Complete isolation of production, staging and development environments with principles of least privilege applied to each.
• Vulnerability management type: Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
• Vulnerability management approach: Kadence policy requires that:; All product systems must be scanned for vulnerabilities at least annually.; All vulnerability findings must be reported, tagged, and tracked to resolution in accordance with the SLAs defined herein. Records of; findings must be retained for at least 5 years.; ; Critical Severity: SLA 1 day; High Severity: SLA 3 days; Medium Severity: SLA 10 days; Low Severity: Best Efforts; ; The scanning and identification of Kadence’s system vulnerabilities is performed by:; Automated Drata security agent installed on all employees’ machines.; AWS Inspector for all Kadence cloud infrastructure.; ; Full Vulnerability Management Policy available on request
• Protective monitoring type: Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
• Protective monitoring approach: All of Kadence's infrastructure is monitored by tools provided by AWS; including but not limited to AWS Detective, CloudWatch, and Cloud Trail.; ; These controls are actively monitored to detect, identify, and respond to any compromises.; ; In response to a potential compromise our incident response plan is enacted to asses, respond to, and report on the incident.; ; When an information security incident is identified or detected, users must notify the Security Officer within 24 hours.
• 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: When an information security incident is identified or detected, users must notify the Security Officer within 24 hours. ; ; This will trigger our incident response plan.; ; Anyone can report incidents via a dedicated email address: info-security@kadence.co; ; Incident reports are provided to affected, or potentially affected customer via email from our customer success 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

• Fighting climate change:

  Fighting climate change

  Our product is designed to allow employees and employers to optimise their work life through hybrid working.; ; This has a double positive effect on climate change by eliminating commuting where it is not necessary and allowing employers to manage their spaces more efficiently. The environmental sustainability aspects of remote working and supporting a distributed workforce include reduced pollution and emissions from transport through decreased commuting to and from workplaces. Transport emissions, particularly private non-pooled car or ride sharing commutes, are a major contributor to climate change and reducing them is an easy way for an individual and a business to reduce their carbon footprint and Scope 3 emissions,; contributing to carbon neutrality and carbon emissions reductions strategies.; ; 62% of office space is not utilised efficiently, even under normal circumstances. The data collected and presented through Kadence's service will allow understanding of employee productivity and optimisation of the main workplace, by turning off unneeded services or influencing reconfiguration of offices for a more climate friendly use.
• Wellbeing:

  Wellbeing

  Societally, positive consequences will come from freeing time for employees enabled to effectively work from home, saving commute time. This facilitates work-life balance for employees while maintaining, and in many cases improving, productivity for businesses.

Pricing

• Price: £3 a user a month
• Discount for educational organisations: No
• Free trial available: Yes
• Description of free trial: Full access to product is included with a single trial floorplan and building.; 3rd party integrations, such as directory service sync, are not available as part of the trial.; The trial is available to unlimited users and is time limited to 2 weeks.
• Link to free trial: https://kadence.co/uk/free-trial/

Service documents

• Pricing document

  PDF

• Service definition document

  PDF

• Terms and conditions

  PDF

• Modern Slavery statement

  ODT

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 ar@kadence.co. Tell them what format you need. It will help if you say what assistive technology you use.