BEEBOT AI LTD

Intelligent Automation AI enabled Platform for Local Authority and Public Sector Services

Our Intelligent Automation platform provides solutions for Local Government Children's & Adults Services including: Family/Best Start Hubs, Youth & Care Leavers, Demand Management at Front Door, Directories (FIS&SEND LO), Booking Systems all consolidated into a "digital front door" that streamlines council services with intelligent automation and AI features.

Features

• Personalised User Experience tailored via AI powered Intent Recognition
• AI Features including Conversational AI Dynamic Forms with Agent Support
• Intelligent Automation , Live Agent / Chat
• Modern Progressive Web Application deployable on mobile devices
• Intuitive Self Serve Administration and Partner Management including Professionals Portal
• AI Analytics including Power BI integration
• Content management System and Data Driven Pages
• Event, Room, Appointments and Equipment Booking Engine
• Demand Management and Intelligent Triage system
• Automated Digital Pathways and Proactive Push Notifications (InApp/SMS/Email)

Benefits

• Reduce cost and avoidable demand through self service support
• Automate support queries and reduce admin tasks across multiple areas
• Provide personalised and tailored support to citizens and communities
• Consolidate content, information and advice from multiple approved sources
• Utilise digital to drive engagement and participation with local services
• Provide IAG directly to citizens using proactive digital pathways
• Simplify and automate transactional and manual activities and tasks
• Improve analytical insight and business intelligence to support strategic decisions
• Enhance digital inclusivity and broaden outreach to geographically dispersed communities
• Consolidated eco-system to improve outcomes for citizens and families

• Education pricing 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 zoran.ristic@beebotai.com. Tell them what format you need. It will help if you say what assistive technology you use.

Framework

G-Cloud 15

Service ID

894597255693384

Contact

Zoran Ristic
0161 823 1000
zoran.ristic@beebotai.com

About your service

• Service categories:

  Application Development and Deployment

  Application platforms

  • Model driven application platforms
  • Robotic process automation
• Multi cloud support: No

Service scope

• Software add-on or extension: No
• Cloud deployment model: Public cloud
• Service constraints: Platform is provided on a SAAS basis, and may be subject to short planned maintenance windows that normally take place out of hours.
• System requirements: Use of currently supported, up to date, browsers

User support

• Email or online ticketing support: Yes
• Support response times: Support questions can be raised 24x7x365. Response times are based upon impact severity based prioritisation. Target responses for P1, (loss of service etc), are within 2-hours
• User can manage status and priority of support tickets: No
• Phone support: Yes
• Phone support availability: 9 to 5 (UK time), 7 days a week
• Web chat support: No
• Onsite support: Yes, at extra cost
• Support levels: We provide two levels of support. ; 1. Standard telephone/portal support included in the service subscription cost. ; 2. We offer a "Hypercare" service whereby our support team provide Platform Management services on behalf of a customers in-house team. This is at additional cost, which will vary dependent upon the level of support, as per the pricing information
• Support available to third parties: Yes

Onboarding and offboarding

• Getting started: A combination of online training and user documentation and an option of a period of "hypercare" where we manage the solution whilst the customer staff learn, "on the job".
• Service documentation: Yes
• Documentation formats:
  • HTML
  • PDF
• End-of-contract data extraction: Data is exported securely using password protected SFTP typically in CSV /JSON format or other appropriate format. Other options may be available upon request.
• End-of-contract process: Relevant Client data is returned to the customer either free or at reasonable fee depending on the scale of the data. Exit services can be agreed, but at a cost based upon a time and materials basis.
• 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: There are no real differences as we utilise Progressive Web Application technology.
• Service interface: Yes
• User support accessibility: WCAG 2.2 AA
• Description of service interface: Customer staff have access to a self-service interface to monitor/manage the solution. Council citizens access the platform via a PWA browser interface.
• Accessibility standards: WCAG 2.2 AA
• Accessibility testing: We complete regular inhouse assessments and third party accessibility tools.
• API: Yes
• What users can and can't do using the API: Customer level API configuration is available at cost based upon customer requirements and is set-up as part of implementation of an integrations module.
• API documentation: Yes
• API documentation formats:
  • Open API (also known as Swagger)
  • HTML
• API sandbox or test environment: Yes
• Customisation available: Yes
• Description of customisation: Selection of highly configurable platform modules with templated configuration options that allows users via RBAC user approval process to control via the admin portal.; ; Upload of customer specific content etc - managed through self-admin portal interface.

Scaling

• Independence of resources: Our platform is monitored for capacity load as well as inclusion of some auto-scaling features.

Analytics

• Service usage metrics: Yes
• Metrics types: Includes, Service utilisation, User Demographics
• Reporting types:
  • API access
  • Real-time dashboards
  • Regular reports
• Resource tagging: Yes
• 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: ‘IT Health Check’ performed by a CREST-approved service provider
• Protecting data at rest:
  • Physical access control, complying with CSA CCM v4.0
  • Encryption of all physical media
• Data sanitisation process: Yes
• Equipment disposal approach: Complying with a recognised standard, for example CSA CCM v4.0, CAS (Sanitisation) or ISO/IEC 27001
• Data sanitisation type:
  • Deleted data can’t be directly accessed / Cryptographic Erasure
  • Data Erasure

Data importing and exporting

• Data export approach: Though utilisation of a secure SFTP server normally in CSV format, although other formats may be agreed.
• Data export formats:
  • CSV
  • ODF
  • Other
• Other data export formats: JSON
• Data import formats:
  • CSV
  • ODF
  • Other
• Other data import formats:
  • JSON
  • XML

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: PLATFORM UPTIME:- Beebot uses Commercially Reasonable Efforts to ensure that the Platform is available 24 hours a day, 7 days a week, with a target for minimum Platform Uptime of 99.5% per calendar month.; ; PLATFORM DOWNTIME:- Platform Downtime means any period during which the Platform is unavailable or fails to distribute content, excluding,; (i) where such unavailability or failure results from causes beyond Beebot’s reasonable control; and ; (ii) any Scheduled Maintenance time. ; ; SCHEDULED MAINTENANCE:- Beebot may conduct up to 8 hours of Scheduled Maintenance in each calendar month (the Maintenance Limit). All Scheduled Maintenance shall be conducted (i) between the hours of12:00a.m. and 6:00a.m. (UK time) or (ii) at any time after supplying the Client with 3 days’ advance notice (the Maintenance Windows).
• Approach to resilience: Beebot utilises UK Microsoft Azure Data Centre's and benefit from the resilience and monitoring of the MS infrastructure. Additional measures are used, details of which are available on request.
• Outage reporting: Clients are currently alerted of any outages via email.

Identity and authentication

• User authentication needed: Yes
• User authentication:
  • Multi-Factor Authentication (MFA)
  • Public key authentication (including by TLS client certificate)
  • Username or password
• Access restrictions in management interfaces and support channels: Our Access Control policy defines rules for access to various systems, equipment, facilities, and information, based on business and security requirements for access. This includes for management interfaces and support channels measures that include, 1. Least privilege access, 2.Segregation of duties, 3. No shared credentials, and 4. Use of MFA as a minimum.
• Access restriction testing frequency: At least once a year
• Management access authentication:
  • Multi-Factor Authentication (MFA)
  • Public key authentication (including by TLS client certificate)
  • 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: Between 6 months and 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

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: We operate an ISO27001 compliant Information Security Management System, (ISMS), that meets all of the policy and procedure requirements of our business and our products and service. This is supported by senior management and cascaded down through the organisation with information security obligations enforced through staff contracts of employment and standard supplier terms and conditions.
• Software Security Code of Practice: Yes

Operational security

• Configuration and change management standard: Supplier-defined controls
• Configuration and change management approach: Our Change Management policy establishes management direction and high-level objectives for change management and control. The policy ensures the implementation of change management and control strategies to mitigate associated risks, such as; information being corrupted and/or destroyed, computer performance being disrupted and/or degraded, productivity losses being incurred, exposure to reputation risk. The policy covers the data networks, local servers and personal computers (stand-alone or network-enabled) located at offices and other locations, where these systems are under the owner-ship of the organisation. This includes any personal computers, laptops, mobile devices and servers authorised to access the organisation’s data networks.
• Vulnerability management type: Complies with a recognised standard, for example CSA CCM v4.0 or SSAE-18 / ISAE 3402
• Vulnerability management approach: Our security management process includes regular risk assessments and compliance audits to ensure adherence to industry standards and regulatory requirements. To support these efforts, we invest in continuous employee training and awareness programs, fostering a proactive security culture. Security Monitoring:- Implementation of robust security monitoring and log management capabilities to detect and respond to security incidents in real-time. Threat intelligence is provided as part of our Cyber Insurance Policy. Vulnerability Management:- Through an established process for regularly identifying, assessing, and remediating vulnerabilities in the organisation's IT infrastructure and applications. Patch management is outsourced through our use of MS Azure services.
• Protective monitoring type: Complies with a recognised standard, for example CSA CCM v4.0 or SSAE-18 / ISAE 3402
• Protective monitoring approach: Our approach is underpinned by robust security policies and procedures, which are regularly reviewed and updated to reflect the latest cyber threats and technological advancements. We employ advanced monitoring tools and techniques to detect and respond to security incidents in real time, minimising potential impacts.
• Incident management type: Complies with a recognised standard, for example, CSA CCM v4.0 or ISO/IEC 27035:2011 or SSAE-18 / ISAE 3402
• Incident management approach: This is defined by our Incident Management Policy that applies to all employees, contractors, clients, and third-party suppliers of Beebot AI. It encompasses all aspects of incident management, including risk mitigation, incident identification, response, resolution, and post-incident analysis, affecting our information systems, services, data, network, and physical security. RESPONSIBILITIES:- Incident Management Team: Oversees the incident management process, including risk mitigation strategies and coordination of response efforts. Employees:- Required to report any suspected incidents immediately and cooperate with the Incident Management Team. Support Departments (HR, Legal, PR):- Provide necessary support, especially in sensitive cases involving data breaches or legal implications.
• Post-quantum cryptography secure: No

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: No

Discount percentage by annual call-off contract value (excluding VAT)

• Less than £250,000: 5%
• Between £250,000 and £500,000: 10%
• Between £500,001 and £1,000,000: 15%
• Between £1,000,001 and £2,500,000: 20%
• Between £2,500,001 and £5,000,000: 25%
• Over £5,000,001: 30%

Non-mandatory Standards and certifications

• ISO/IEC 27001 certification: Yes
• Who accredited the ISO/IEC 27001: CQS (Certified Quality Systems) Ltd
• ISO/IEC 27001 accreditation date: Tuesday 14 January 2025
• What the ISO/IEC 27001 doesn’t cover: ISO 27001:2022 - Covers our business Information Security Management System with no known exceptions.
• ISO 28000:2022 certification: No
• ISO 9001 certification: No
• Quality management systems (QMS): No
• CSA STAR certification: Yes
• CSA STAR accreditation date: Monday 19 June 2023
• CSA STAR certification level: Level 1: CSA STAR Self-Assessment
• What the CSA STAR doesn’t cover: Covers our business Information Security Management System with no known exceptions.
• PCI certification: No
• Cyber essentials: No
• Cyber Essentials Alternative: In relation to the services you do not have a current and valid Cyber Essentials certificate which has been awarded by one of the government approved Cyber Essentials accreditation bodies but you are working towards gaining it, and will be in a position to confirm that you have been awarded a current and valid Cyber Essentials certificate by one of the government approved accreditation bodies within 12 months of the date of award.
• Cyber essentials plus: Yes
• Please provide your Cyber Essentials Plus Certificate Number: 35ff9f36-ef65-4da8-b4d3-d9ceb9c76e8a
• Other security certifications: Yes
• Any other security certifications: NHS DSPT Standards Met - Certified

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

    • Providing opportunities for, and measuring and monitoring of, staff workforce conditions over time, including employee engagement, involvement in decision-making and satisfaction and adapting to any changes in the results, with clear processes for acting on issues identified
    • Plans to engage the contract workforce in deciding the most important workplace issues to address
    • Payment of more than the National Minimum Wage or National Living Wage (as appropriate) to the contract workforce
    • Support for educational attainment relevant to the contract, including training schemes that address skills gaps and result in recognised qualifications
    • Volunteering opportunities for staff

  • 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 2: Skills for growth: Supporting growth sectors and addressing skills gaps.

    • Activities to support relevant sector related skills growth and sustainability in the contract workforce. Illustrative examples: careers talks, curriculum support, literacy support, safety talks and volunteering
    • Delivery of apprenticeships, supported internships and T Level industry placement opportunities (Level 2, 3 and 4+) in relation to the contract

  • 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 3: Resilient, innovative and flexible supply chains: Support economic growth through enabling resilient businesses, opportunities for small businesses and voluntary, community and social enterprises

    • Understanding of local demographics, needs and opportunities for the co-design of the goods, services and works to be delivered under the contract
    • Methods for engaging with different parts of the community (including the education system and charities representing the community) and how communities come together to inform decisions, strategy and projects to leave a positive legacy for future generations
    • Measures to involve local stakeholders and/or users in design (e.g. in the design of services, systems, products or buildings)

  • Mission: Break down barriers to opportunity: By reforming our childcare and education systems, to make sure there is no class ceiling on the ambitions of young people in Britain

    Policy Outcome 6: Employment and training: For those who face barriers to employment

    • Understanding of employment and skills issues, and of the skills and employment shortages of high growth sectors relating to the contract

  • Mission: Break down barriers to opportunity: By reforming our childcare and education systems, to make sure there is no class ceiling on the ambitions of young people in Britain

    Policy Outcome 7: Creating a pipeline of opportunities: For the contract workforce, reducing barriers to entry for under-represented groups.

    • Understanding of the issues affecting the development of new skills by target cohort
    • Advertising, promotional and outreach activities designed to raise awareness of the offer to reach the target cohort
    • Content of the outreach activity is designed to suit the target cohort
    • Advertising, promotional and outreach activities designed to raise awareness of the offer to reach the target cohort

  • Mission: Build an NHS fit for the future: That is there when people need it; with fewer lives lost to the biggest killers; in a fairer Britain, where everyone lives well for longer.

    Policy Outcome 8: Increasing productivity through physical and mental wellbeing: In the supply chain and communities in the relevant area.

    • Understanding of issues relating to health and wellbeing, including physical and mental health, in the contract workforce
    • Understanding barriers to access to health and social care services or employment opportunities e.g. digital inclusion
    • Actions to invest in the physical and mental health and wellbeing of the contract workforce

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 zoran.ristic@beebotai.com. Tell them what format you need. It will help if you say what assistive technology you use.