IMAIL COMMS LIMITED

imail

Our Communications Tools provide businesses with a range of cloud, API and desktop-based services that will improve their communication channel strategies. By communicating across your clients’ preferred method (Hybrid Mail, SMS or secure email) your engagement is inevitably going to go up.

Features

• Easy to install
• Free print client download
• Simple on boarding model

Benefits

• Send traditional postal items for print and post from desktop
• Visibility of sent items
• Self service reporting
• Self serve portal to remove letters due to be printed

£20 to £100 a licence a month

• Free trial available

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 sales@imailcomms.com. Tell them what format you need. It will help if you say what assistive technology you use.

Framework

G-Cloud 13

Service ID

927097563246891

Contact

Cavan Shepherd
0333 090 5394
sales@imailcomms.com

Service scope

• Software add-on or extension: Yes, but can also be used as a standalone service
• What software services is the service an extension to: Our technology can be integrated with into other software systems to allow users to access our print and post service within their currently used platform/CRM system/finance system or customer contact database.
• Cloud deployment model: Public cloud
• Service constraints: Note that the two following applications require MS Windows to operate:; Windows based print driver; Windows based hotfolder application.
• System requirements:
  • Internet access is needed
  • Microsoft suite
  • Windows operating system

User support

• Email or online ticketing support: Email or online ticketing
• Support response times: Time to respond 1-4 hours depended on priority Monday - Friday 9am - 5pm.
• 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 offer support across telephone and email channels.; ; Support is free of charge and provided by our experienced team based at HQ.; ; We provide a support team who provide technical support when needed.
• Support available to third parties: Yes

Onboarding and offboarding

• Getting started: We help users go live with our service in many different ways from online training, user manuals and onsite training.; ; During the onboarding process we will identify the best method of training and deliver.
• Service documentation: Yes
• Documentation formats: PDF
• End-of-contract data extraction: At the end of any contract data can be exported otherwise purged inline with GDPR.
• End-of-contract process: If a customer decides to stop using our services there are zero off boarding costs.

Using the service

• Web browser interface: Yes
• Supported browsers:
  • Internet Explorer 11
  • Microsoft Edge
  • Firefox
  • Chrome
  • Safari
  • Opera
• Application to install: Yes
• Compatible operating systems:
  • Android
  • IOS
  • Linux or Unix
  • MacOS
  • Windows
  • Windows Phone
• Designed for use on mobile devices: No
• Service interface: Yes
• User support accessibility: None or don’t know
• Description of service interface: We have 3 service interfaces :; ; Web based GUI allowing upload of data and management of print release process; Print client ; API user interface; SFTP
• Accessibility standards: None or don’t know
• Description of accessibility: Users can upload PDFs via a web interface; Users can utilise online templates and perform onine mailmerges; Users can run reports; Users can release mail to print; Users can print from Microsoft suite applciations; Users can bulk upload via SFTP; Users can bulk upload via hotfolder application (PDF or CSV & PDF to mailmerge); Users cannot print from web applications; Users cannot print from a Mac using a print driver; Users cannot print from a mobile device
• Accessibility testing: None
• API: Yes
• What users can and can't do using the API: Users can full integrate with our applications to:; 1. Check address validity; 2. Upload documents in batch or individually; 3. Receive feedback on the upload process; 4. Setup users; 5. Request MI
• API documentation: Yes
• API documentation formats:
  • Open API (also known as Swagger)
  • Other
• API sandbox or test environment: Yes
• Customisation available: Yes
• Description of customisation: No graphical customisation is avaiable.; Enable users to be set to pending, prevent users from sending postal items, prevent users from releasing postal items.; ; Admin users can customise user's permission.

Scaling

• Independence of resources: Automatic and responsive scaling in Azure environment.

Analytics

• Service usage metrics: Yes
• Metrics types: Standard reports (daily, weekly or monthly) can be enabled from our secure portal.; ; These reports confirm user name submitted by, volumes, colour or mono, standard or premium service.; ; Bespoke reports upon request.
• Reporting types:
  • API access
  • Real-time dashboards
  • Regular reports
  • Reports on request

Resellers

• Supplier type: Not a reseller

Staff security

• Staff security clearance: Conforms to BS7858:2019
• 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: Complies with a recognised standard (for example CSA CCM version 3.0)
• Penetration testing frequency: At least every 6 months
• Penetration testing approach: ‘IT Health Check’ performed by a CHECK service provider
• Protecting data at rest:
  • Encryption of all physical media
  • Scale, obfuscating techniques, or data storage sharding
• 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: If a client wishes to export their data from our system we have a secure portal which is accessed via user name and password. ; ; Clients can then request reports from the dashboard which is emailed to the client (password protected if required)
• Data export formats: CSV
• Data import formats:
  • CSV
  • Other
• Other data import formats:
  • PDF
  • Word templates

Data-in-transit protection

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

Availability and resilience

• Guaranteed availability: Service is accessible 365 / 247; ; Service desk is available 9-5 UK working days only; ; Whilst Imail Comms will always use our reasonable endeavours to deliver your imail Mailing Items to the delivery service option shown above, we cannot guarantee this ; ; If you choose to use mail merge to create and convey to UK Mail, bulk mailings (10,000 items or more) of imail Mailing Items you must convey the imail Mailing Items and have them accepted by 12.00pm, at the latest, and provide 48 hours’ notice, to allow Imail Comms sufficient time to physically print your imail Mailing Items, envelope them and process them in time to meet the delivery service option you have specified ; ; Mail merged imail Mailing Items will continue to be accepted after 12.00pm until the Cut Off Time but Imail Comms may not be able to meet the service delivery option you have specified if you choose to convey such items after 12.00pm
• Approach to resilience: This information is available upon request.
• Outage reporting: Internal API and email alerts to key teams, this is then shared where necessary to our clients.

Identity and authentication

• User authentication needed: Yes
• User authentication: Username or password
• Access restrictions in management interfaces and support channels: Username. Password, MFA.; ; Access is granted and reviewed regularly on a needs only basis.
• Access restriction testing frequency: At least every 6 months
• 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: Between 6 months and 12 months
• Access to supplier activity audit information: Users have access to real-time audit information
• How long supplier audit data is stored for: Between 6 months and 12 months
• How long system logs are stored for: Between 6 months and 12 months

Standards and certifications

• ISO/IEC 27001 certification: Yes
• Who accredited the ISO/IEC 27001: United Registrar of Systems
• ISO/IEC 27001 accreditation date: 08/11/2021
• What the ISO/IEC 27001 doesn’t cover: N/A
• ISO 28000:2007 certification: No
• CSA STAR certification: No
• PCI certification: No
• Cyber essentials: No
• Cyber essentials plus: No
• 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: Imail follows ISO 27001 information security policy, alongside ISO 9001 and ISO 14001 policies.; ; We ensure our policies are followed by sharing code of conduct and ISO manuals with our teams via our internal hub/intranet. ; ; Our reporting structure within the information security area include our CEO, Client Services Director, Service Delivery Director and Sales Director.

Operational security

• Configuration and change management standard: Supplier-defined controls
• Configuration and change management approach: This covered by our Change Managemnt Polciy ISP13.; ; The goal of Change Management is to minimise impact on service availability by ensuring all changes are assessed, approved, implemented and reviewed in a controlled manner. ; ; The scope of Change Management includes the Processes, systems and functions to deliver the agreed changes into the Live environment, which is any environment that carries live services.
• Vulnerability management type: Undisclosed
• Vulnerability management approach: Vulnerability Management is outsourced. Applications are installed across our infrastructure, tracking and recording any vulnerabilities.; ; Any threats are graded, with high priority issues being dealth with immediately.; ; Patching is automatic.; ; The automated system allows us to monitor all system componenets including staff laptops and devices.
• Protective monitoring type: Undisclosed
• Protective monitoring approach: Automated system controls identify and report on any attacks or compromises. Thjis leads to immeadiate investgation by in-house personnel.; ; Initial response would be to asses the threat level and report through the agreed structure within the business.; ; Response time will be basedd on the level of threat.
• Incident management type: Supplier-defined controls
• Incident management approach: Whether you have pre-defined processes for common events:; ; Service desk and associated team members follow our well defgined incident management policy.; ; how users report incidents; ; Users will report via an online tickedting system, followed up by a phone call if a P1.; ; how you provide incident reports; Incident reports will be written and provided in a PDF. A subsequent call will be held if requested.

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

  imail supports the need to deliver environmental benefits, we reduce the number of multi function print devices needed across the office environment.
• Covid-19 recovery:

  Covid-19 recovery

  imail comms supports COVID - 19 recovery due to our agile technology allowing for ease of access. ; ; Users can download our free imail print client direct to their laptops or desktops computers to support the need of sending letters which need to be printed and posted as a traditional mail item. ; ; We have supported and continue to support many organisations who have enabled their workforce to work from home/remote locations. ; ; Instant reporting direct to individuals or administration managers offers businesses peace of mind their postal items have been sent, printed, fulfilled and posted to the addressed recipient.; ; Our service supports workplace conditions to help with recovery, social distance requirements, remote working and sustainable travel solutions.

Pricing

• Price: £20 to £100 a licence a month
• Discount for educational organisations: No
• Free trial available: Yes
• Description of free trial: Customers can plug into our API and send documents into the system for view via our secure portal. Items will appear here as an exact copy of how we would print it if they where to be released.
• Link to free trial: Www.imailcomms.com

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 sales@imailcomms.com. Tell them what format you need. It will help if you say what assistive technology you use.