Azeus UK Limited

Azeus Convene

Azeus Convene is a meeting solution with native apps for iPad, Android, Windows, Mac. Proven to increase productivity, Convene can be used for paperless meetings at all levels of the organisation. It can also be configured to work as a Board Portal for Board meetings, project management and team meetings.

Features

  • Safeguard information with enterprise-grade encryption, authentication, and authorisation
  • Assign different access rights per role
  • Track changes in meeting documents through audit trails
  • Review resolutions, minutes, action items
  • Annotate documents with option to share or mark private
  • Daily automated backups ensure data integrity
  • Assign and track action items between meetings
  • Send latest updates to meeting participants instantly
  • Supports common document formats; no need to convert to PDF
  • Synchronized page viewing and annotations

Benefits

  • Eliminate board-pack or meeting printing, shipping and disposal costs
  • Review and annotate board meeting papers on the move offline
  • Distribute meeting minutes as soon as the meeting is finished
  • Automatic purge for lost devices
  • Prepare for upcoming meetings whether online or offline
  • Distribute agenda, documents and updates with just a single click
  • Attend remote board meetings on iPad, Android, Windows and Mac
  • Drag & drop upload of documents with versioning support
  • Access and meet across iPad, Android, Windows or Mac
  • Schedule and update meeting information and auto-notifications

Pricing

£190 per person per year

Service documents

Framework

G-Cloud 11

Service ID

2 0 9 2 4 4 2 8 2 7 9 1 6 9 2

Contact

Azeus UK Limited

Eleanor Jim

020 8004 5937

ukpresales@azeus.com

Service scope

Software add-on or extension
No
Cloud deployment model
  • Public cloud
  • Private cloud
Service constraints
Convene for Windows requires Windows 7 or higher. Convene for Mac requires X 10.10 or higher. Convene for Android requires Android 7.0 or higher. Convene for iOS requires iOS 11 or higher.

Our standard terms of service have set out the scheduled maintenance window for servers hosted in different regions, and such terms of service are incorporated as part of the contract. Scheduled maintenance would be carried out within that window. That would suffice as communicating scheduled maintenance in advance. When we need to deploy a major release, we inform customers in advance to make them aware of upcoming changes.
System requirements
  • Windows 7 or higher for desktops, laptops and Surface Pro
  • Mac OS X 10.10 or higher for Mac app
  • IOS 11 or higher for Apple iPad or iPhone
  • Android Nougat 7.0 or higher for Android devices
  • Chrome51, Firefox47, Edge13.1056, IE11, or Safari9 for portal access

User support

Email or online ticketing support
Email or online ticketing
Support response times
Reported issues will be prioritized according to their nature and impact to business operations. The priority definitions and corresponding target response times are:

High – Service is unusable – 1 hour
Medium – Service is usable, but affects day-to-day operations – 2 hours
Low – Service is usable, but has minor issue(s) / Ad hoc queries by end users – 8 hours

The above is for emails. For phone calls, response time is less than a minute.

Respond times are the same for weekends. Support is available 24/7/365.
User can manage status and priority of support tickets
No
Phone support
Yes
Phone support availability
24 hours, 7 days a week
Web chat support
Web chat
Web chat support availability
24 hours, 7 days a week
Web chat support accessibility standard
None or don’t know
How the web chat support is accessible
Users can provide their name, email address, and phone number before they can start a chat. This is to ensure the support staff can contact them if they suddenly get disconnected.

Input fields are clearly labelled. If a user provides input in the wrong forma (e.g., email address without the @ sign), the user gets an error message identifying the error.

At the end of the chat, users can request for a transcript to be sent to the email address they provided.
Web chat accessibility testing
We haven't performed web chat testing with assistive technology users.
Onsite support
Yes, at extra cost
Support levels
Priority One - Service not usable: response within one hour; fix or workaround within one working day.
Priority Two - Service usable but not functioning as expected: response within two hours; fix or workaround within 5 working days.
Priority Three - Service usable but user is experiencing other issues; response within 8 hours; fix in the next release.

Costs are included within standard license.

Support will be a cloud support engineer, if the fix is not satisfactory, it can be escalated to a technical manager.

Support is normally remote. Onsite support will be charged at SFIA rates.
Support available to third parties
No

Onboarding and offboarding

Getting started
User documentation is available as are quick start videos and full video training.
We also offer training via webex or onsite
There is build in help on both the app and the portal
Service documentation
Yes
Documentation formats
PDF
End-of-contract data extraction
Users can extract data manually, or they can send request for a data export. A data export is chargeable and the charges would be based upon the SFIA rate card. As the number of users is variable, the organisation could maintain the data for as long as they want with only a single user license.
End-of-contract process
Export of data to an alternative system would be chargeable. The charge would be estimated based upon the amount of data within the system. A typical data export at the end of a three-year contract would take 3 person days work, and would be based on the lead engineer rate on the SFIA card. There would be additional costs if the requirement is to upload the data to a new system, and these would depend upon the target system.

Using the service

Web browser interface
Yes
Supported browsers
  • Internet Explorer 11
  • Microsoft Edge
  • Firefox
  • Chrome
  • Safari 9+
Application to install
Yes
Compatible operating systems
  • Android
  • IOS
  • MacOS
  • Windows
Designed for use on mobile devices
Yes
Differences between the mobile and desktop service
There is a difference in scrolling only. For documents on mobile the scrolling is right to left ( or vice versa) and on desktops and laptops the scrolling is up and down ( or vice versa)
Service interface
Yes
Description of service interface
Convene is an integrated solution made of two components -- a secure web portal that lets administrators manage meetings and a mobile application that allows participants to meet over the same interface. Convene is designed to be multiplatform to give clients the flexibility to use their preferred browsers, devices, and platforms.
Accessibility standards
None or don’t know
Description of accessibility
Azeus Convene shows user-friendly error messages to the user when an error occurs. Users have to correct the error before the data can be processed.
Accessibility testing
Azeus Convene is compliant with assistive technologies compatible with MS operating systems such as Dragon Naturally Speaking and JAWS Screen Readers.
API
No
Customisation available
No

Scaling

Independence of resources
We use AWS as our host and the system can scale to meet demand automatically

Analytics

Service usage metrics
No

Resellers

Supplier type
Not a reseller

Staff security

Staff security clearance
Other security clearance
Government security clearance
Up to Developed Vetting (DV)

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
Yes
Datacentre security standards
Complies with a recognised standard (for example CSA CCM version 3.0)
Penetration testing frequency
At least once a year
Penetration testing approach
In-house
Protecting data at rest
  • Physical access control, complying with SSAE-16 / ISAE 3402
  • Encryption of all physical media
Data sanitisation process
Yes
Data sanitisation type
Explicit overwriting of storage before reallocation
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
PDF files
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
99.5% availability is guaranteed. Users are entitled to refund or credit if availability is not met
Approach to resilience
Details are available on request
Outage reporting
Email alerts

Identity and authentication

User authentication needed
Yes
User authentication
  • 2-factor authentication
  • Identity federation with existing provider (for example Google Apps)
  • Username or password
Access restrictions in management interfaces and support channels
As part of Convene's security policies, each individual is given their own account for accessing management interfaces and support channels. Sharing of accounts is strictly prohibited. Access to the cloud infrastructure's management console requires two-factor authentication and only authorized personnel are provided access. Authorized personnel are only provided the access required for them to perform their role and responsibilities. All access, both in management interfaces and in support channels, are reviewed regularly to prevent privilege creep and to ensure obsolete accounts are disabled.
Access restriction testing frequency
At least once a year
Management access authentication
  • 2-factor authentication
  • Identity federation with existing provider (for example Google Apps)
  • Limited access network (for example PSN)
  • Username or password
  • Other
Description of management access authentication
Passwords - Through the system administrator menu, complex passwords can be enforced through a configurable password policy, allowing the system administrator to specify various settings.

AD/LDAP Integration - Convene integrates with Active Directory and LDAP to allow users to log in to the app/web portal using their existing corporate/organisation accounts.

Touch ID - For iOS, users can also log in to Convene via Touch ID aka fingerprint scanning.

2FA - Upon signing in, the system also checks if the device/browser used is registered through the administrative portal. OTP via SMS is also supported if there's an existing SMS gateway.

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
Between 1 month and 6 months

Standards and certifications

ISO/IEC 27001 certification
No
ISO 28000:2007 certification
No
CSA STAR certification
No
PCI certification
No
Other security certifications
Yes
Any other security certifications
SOC2

Security governance

Named board-level person responsible for service security
Yes
Security governance certified
Yes
Security governance standards
Other
Other security governance standards
SOC2
Information security policies and processes
Convene has documented security policies and procedures in place to ensure the confidentiality, availability, and integrity of the system. We have appointed senior personnel and teams that ensure the proper and total implementation of our security policies and procedures across the entire organisation. Our security policies includes the organizational structure of the organisation's security team and its responsibilities, principles, security incident response procedures, access policies, security vetting requirements, onboarding and offboarding procedures, and data and systems security. A Chief Security Officer is assigned in every office location and is responsible for: ensuring that staff comply with security policies and procedures; protecting customer data or information; and regularly reviewing the effectiveness of security policies and procedures to safeguard against the growing number of threats and their evolving sophistication.

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
Convene's configuration and change management process has been audited under SOC2. As part of our configuration and change management procedures, all changes need to be applied and tested in a separate test environment before seeking approval from the change control manager. Approved changes are scheduled at least a week before implementation in production. All changes are requested and tracked in an electronic ticketing system and each change request is assigned a unique identifier for proper tracking and auditing. Vulnerability scans are performed prior to every major release to ensure that any changes have been analysed for potential security impacts.
Vulnerability management type
Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
Vulnerability management approach
Convene's System Team performs vulnerability scanning on both the application and the infrastructure to ensure the security of the whole system. Web application scans are performed after every major release before the web application is finally released into production. Patch management procedures are in place to ensure that servers are regularly updated with the latest security patches. Critical patches are applied next non-peak window. Any patches undergo testing prior to application to production to ensure no adverse impact on the functionality of the system. Convene's System Team also subscribes to security newsletters to stay updated with the latest security vulnerabilities,
Protective monitoring type
Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
Protective monitoring approach
Convene has a 24x7 monitoring system and intrusion detection system to identify potential threats and alert all responsible parties for prevention, investigation, and/or remediation. Staff are made aware of security incident handling and reporting procedures. All breaches to information security, actual or suspected, are promptly reported to Chief Security Officers. CSOs will lead the investigations on such incidents and customer representatives will be informed immediately about such breaches. Convene will tap security experts to work with the Customer's internal ICT team to provide the Customer with any assistance in tracing and resolving security issues that may impact business operations.
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
An incident ticketing system is in place to provide a guided mechanism for tracking, handling, and documenting system incidents. This ticketing system is configured to follow the policies and procedures for handling and responding to system incidents. Convene's support team follow pre-defined procedures for addressing common events. Users can report incidents via chat, email, or phone. Responsible parties are required to provide inputs on the corresponding incident's ticket for causal analysis and resolution. Incident reports can be provided to customers upon request.

Secure development

Approach to secure software development best practice
Supplier-defined process

Public sector networks

Connection to public sector networks
No

Pricing

Price
£190 per person per year
Discount for educational organisations
Yes
Free trial available
Yes
Description of free trial
Full working version of the Convene for Governance product for up to 10 users with support.
Integrations are not included in the trial version.
Standard trial is 3 weeks but can be extended to allow for procurement process.
Link to free trial
https://www.azeusconvene.co.uk/contact-us-convene-eu-eng

Service documents

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