Placecube Ltd

Knowledge Hub Digital Collaboration Groups

Free or low-cost collaboration spaces helping you effectively communicate, collaborate and connect with stakeholders, partners and colleagues. Exchange knowledge and experience in secure communities of practice, project groups and workspaces. Groups can be open, restricted (access controlled), privileged (requiring additional authentication) or private (hidden) with a range of collaboration tools.


  • Activity stream and email notifications: catch up on contributions.
  • Identity: add your own logo to raise brand awareness.
  • Discussion forum: ask questions, have conversations, problem solve, share experiences.
  • Library: upload, share, comment on and organise your content.
  • Real-time document collaboration and wiki pages: work on documents together.
  • Ideas: generate and vote on ideas, challenges and suggestions.
  • Member directory: find and connect with peers and send messages.
  • Events: promote, organise and manage forthcoming events.
  • Polls: ask your members key questions and share results.
  • Administration tools: manage and monitor your group; communicate with members.


  • Improved efficiency: less email traffic, pooled knowledge and resources.
  • Time and money saved: less duplication of effort.
  • Acquire new skills: knowledge management, facilitation, digital collaboration.
  • Inspire innovation through new ways of working and connected intelligence.
  • Trusted, secure (https), UK-hosted, mobile responsive.
  • No set up fees, no maintenance, hosting or upgrade costs.
  • Quick set up time: can be established within minutes.
  • Unlimited data storage and users.
  • Expert technical, online and community and knowledge management support.
  • Community-led development path and platform-wide upgrades.


£0 to £800 per unit per year

Service documents


G-Cloud 11

Service ID

1 8 0 5 2 9 5 6 2 4 6 5 6 4 4


Placecube Ltd

Jenny Dias

020 8895 6756

Service scope

Software add-on or extension
Cloud deployment model
Public cloud
Service constraints
Scheduled maintenance takes place outside of the standard service hours of Monday-Friday 08:30-17:30. Planned maintenance downtime is always advertised in advance, and outside of these windows the service is normally available for use 24x7.
System requirements
No specific system requirements, but up-to-date web browsers preferable.

User support

Email or online ticketing support
Email or online ticketing
Support response times
Full email helpdesk facilities are available Monday to Friday 08.30-17.30 (excluding bank holidays). Most emails to our support helpdesk are answered on the same working day and many are answered within 2 hours.
User can manage status and priority of support tickets
Phone support
Phone support availability
9 to 5 (UK time), Monday to Friday
Web chat support
Onsite support
Yes, at extra cost
Support levels
As stated above, full UK-based helpdesk services are provided Monday to Friday 08:30-17:30 free of charge. Our helpdesk is staffed by a team of experienced community managers, who are not only able to advise on functional use of the Knowledge Hub, but can also provide advice and guidance on how to run a successful online group. See information below covering onboarding for more information.
Support available to third parties

Onboarding and offboarding

Getting started
There is a broad range of free help resources available to all members of the Knowledge Hub via the help pages. Anyone new to managing an online group is provided with comprehensive information free of charge about how to administer their group together with helpful tips and advice on growing and managing online communities. All group administrators are invited to join the Online Facilitators Community that offers extensive advice not only from Knowledge Hub’s experienced team of community managers but also from facilitators across the wider Knowledge Hub community. Walkthrough webinars are also available for group administrators to familiarise themselves with group features. On-site, one-day training courses covering online community management are available at additional cost. (See Knowledge Hub Digital Community & Knowledge Management Training)
Service documentation
Documentation formats
  • HTML
  • PDF
  • Other
Other documentation formats
End-of-contract data extraction
Any files uploaded to folders within a group library can be easily downloaded in a zip file. A group member list can be downloaded via the group management reports. Other group data can either be manually copied, or could be provided as an encrypted zip file (see next question for additional detail).
End-of-contract process
When the service is no longer required, subject to legislation, including General Data Protection Regulations, a backup of all appropriate data and file content can be provided on request in encrypted zip format. Any extraction or migration of data would usually carry an additional charge depending on amount of data and format required. Once it is decided that a Knowledge Hub group should be deleted, it will be removed from the site along with its content within an agreed period.

Using the service

Web browser interface
Supported browsers
  • Internet Explorer 11
  • Microsoft Edge
  • Firefox
  • Chrome
  • Safari 9+
  • Opera
Application to install
Designed for use on mobile devices
Differences between the mobile and desktop service
The mobile service is a responsive version of the main site. Web pages are displayed in an appropriate format for the device screen width. The service can be accessed on Android, iOS and Windows Phone.
Service interface
Description of service interface
Accessible via easy-to-use interface available over the internet through web browser.
Accessibility standards
WCAG 2.1 AA or EN 301 549
Accessibility testing
Third party testing, customer testing, internal testing.
What users can and can't do using the API
Knowledge Hub members may use the API to display collaboration group content on external sites. Knowledge Hub Digital Network Clients may also have access to view, create, edit and delete any entity their user account has permissions to perform those actions on.
API documentation
API documentation formats
API sandbox or test environment
Customisation available
Description of customisation
Group administrators have permissions to add a logo or image to their group to enable it to stand out and identify it with their organisation. Uploading a logo is straight forward using an image picker to select an image file from your desktop. Other customisations such as renaming group elements, or pulling in Twitter and RSS feeds are possible on request, as they can only be done by a Knowledge Hub system administrator. Further customisation options are available to Knowledge Hub Digital Network Clients.


Independence of resources
The service is proactively monitored and auto-scaled.


Service usage metrics
Metrics types
Group administrators can add a Google Analytics code to their group in order to monitor sessions, visits, page impressions etc. They can access this through their own GA dashboard and account. Group administrators can also access a set of downloadable management reports within Knowledge Hub, providing details of group membership and social activity.
Reporting types
  • Real-time dashboards
  • Regular reports


Supplier type
Not a reseller

Staff security

Staff security clearance
Conforms to BS7858:2012
Government security clearance
Up to Developed Vetting (DV)

Asset protection

Knowledge of data storage and processing locations
Data storage and processing locations
United Kingdom
User control over data storage and processing locations
Datacentre security standards
Supplier-defined controls
Penetration testing frequency
At least once a year
Penetration testing approach
‘IT Health Check’ performed by a CHECK service provider
Protecting data at rest
Other data at rest protection approach
All data encrypted at rest using AES-256.
Data sanitisation process
Data sanitisation type
  • Explicit overwriting of storage before reallocation
  • Deleted data can’t be directly accessed
Equipment disposal approach
In-house destruction process

Data importing and exporting

Data export approach
Any files uploaded to folders within a group library can be easily downloaded in a zip file. Other group data can either be manually copied, or could be provided as an encrypted zip file (see previous question for additional detail). The platform also has built-in export tools to download a compressed archive of data (LAR file).
Data export formats
  • CSV
  • Other
Other data export formats
  • Zip file
  • Files can be downloaded in the format they were uploaded.
  • LAR (zip) files
Data import formats
  • CSV
  • Other
Other data import formats
  • Most file types supported for upload to group library.
  • LAR (zip) file

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
We provide at least a 99.9% uptime service availability level. Availability excludes agreed scheduled maintenance events, customer-caused or third party-caused outages or disruptions, or outages or disruptions attributable in whole or in part to force majeure events.
Approach to resilience
Redundancy across all application tiers, spread across multiple physical data centres.
Outage reporting
Incidents such as an unexpected break in service are reported on directly to members within the Knowledge Hub and via email. We use our KHub Connects group as a place for open feedback about the service. Any member of the Knowledge Hub may report a problem with the service for investigation via our helpdesk, which operates Monday to Friday 08.30-17.30.

Identity and authentication

User authentication needed
User authentication
  • Identity federation with existing provider (for example Google Apps)
  • Username or password
  • Other
Other user authentication
Users login with a username and password or sign in via federated authentication method, such as Google, Linkedin, or any OpenId Connect provider.
Access restrictions in management interfaces and support channels
Access rights to management interfaces within all Knowledge Hub Digital Collaboration Groups are allocated to group facilitators only via defined role permissions.
Access restriction testing frequency
At least every 6 months
Management access authentication
  • Identity federation with existing provider (for example Google Apps)
  • Username or password
  • Other
Description of management access authentication
All users have individual access through their email address and their own password, private to them. Authentication is also possible through Open ID Connect.

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
Who accredited the ISO/IEC 27001
UKAS by Bureau Veritas
ISO/IEC 27001 accreditation date
What the ISO/IEC 27001 doesn’t cover
The scope of the certification covers all areas of security management.
ISO 28000:2007 certification
CSA STAR certification
PCI certification
Other security certifications
Any other security certifications
Cyber security

Security governance

Named board-level person responsible for service security
Security governance certified
Security governance standards
ISO/IEC 27001
Information security policies and processes
We follow ISMS standards and processes. Placecube have a policy and manual set that all staff must accept sign and adhere to.

Operational security

Configuration and change management standard
Supplier-defined controls
Configuration and change management approach
Change Control Policy and Procedure – Specifies the scope and process for change control of our organisation’s information processing facilities for hardware, software and devices.
Vulnerability management type
Supplier-defined controls
Vulnerability management approach
All components within the stack (infrastructure and software) are continuously tested for vulnerabilities. We are alerted of any detected vulnerabilities by third party suppliers, and take action on a timescale commensurate with the severity.
Protective monitoring type
Supplier-defined controls
Protective monitoring approach
Services are monitored continuously, with alerting to the support team, who assess the potential compromise and undertake corrective action according to the severity threat level.
Incident management type
Supplier-defined controls
Incident management approach
Managed through our support desk. The CSO and ISO ensure appropriate action taken in accordance with ISO27001 Incident management policy.

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


£0 to £800 per unit per year
Discount for educational organisations
Free trial available
Description of free trial
Open and restricted groups are free of charge for public sector and not-for-profit organisations as standard. Private (hidden) groups are £800+VAT per year. A free trial is available to test out all group tools for a period of 30 days.
Link to free trial

Service documents

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