Sundown Solutions Ltd

BoardPaperTracker.co.uk

BoardPaperTracker.co.uk is a proprietary product created by Sundown Solutions to help its clients overcome the common issue of auditing, tracking, action recording and correlating board papers, meeting minutes and all other associated artefacts.

We provide one tailored platform to take the heavy lifting out of Board meeting management.

Features

  • Full end to end board meeting managment
  • Real-time 24/7 365 Service Desk Support
  • Apps in ALL stores (iOS, Android, Windows & Amazon)
  • Reduces vast amounts of administrative effort
  • Full auditing control
  • Full API availabity for cross system integration
  • Track agendas end to end
  • 3 hour on-boarding time for typical
  • Fully managed service with dedicated administrators
  • All data kept on UK soil

Benefits

  • Massivly reduced administrative overhead
  • Automated workflows for paper submissions
  • Automated reminders for late submissions
  • Automated updats on Agenda changes and Sign offs
  • Full reporting and insights for meeting management
  • Already deployed to large parts of the country and growing
  • Lancashire Red Rose Winner 2018 - Best Digital Agency
  • Cyber Essentials PLUS Certified Platform
  • DSP Toolkit Compliant
  • Fully ICO registration with full DPIA Assessment

Pricing

£5000 to £6500 per unit per year

  • Education pricing available
  • Free trial available

Service documents

G-Cloud 11

618419820519018

Sundown Solutions Ltd

Heath Groves

02087 980525

heath@sundownsolutions.net

Service scope

Service scope
Software add-on or extension No
Cloud deployment model Private cloud
Service constraints Planned maintenance periodically - dependant on patching cycles - full notice given
System requirements Internet Connected device

User support

User support
Email or online ticketing support Email or online ticketing
Support response times Response with 15 minutes for Sev A; Response within 4 hours for Sev B
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 Web chat
Web chat support availability 24 hours, 7 days a week
Web chat support accessibility standard WCAG 2.1 AA or EN 301 549
Web chat accessibility testing Full online chat directly to UK Based staff 24/7 365
Onsite support Onsite support
Support levels We provide all online, Webchat and email
Support available to third parties Yes

Onboarding and offboarding

Onboarding and offboarding
Getting started We provide a full on-boarding guide and process that walks the customer through the entire process.

We also work with the customer in real time during the on-boarding.
Service documentation Yes
Documentation formats
  • HTML
  • ODF
  • PDF
End-of-contract data extraction Data can be extracted by CSV file and the whole DB can be given to the customer on request if required
End-of-contract process The transfer of data via CSV or DB is included in the cost - the customer just needs to choose the format they wish to receive their information in.

Using the service

Using the service
Web browser interface Yes
Supported browsers
  • Internet Explorer 7
  • Internet Explorer 8
  • Internet Explorer 9
  • Internet Explorer 10
  • Internet Explorer 11
  • Microsoft Edge
  • Firefox
  • Chrome
  • Safari 9+
  • Opera
Application to install Yes
Compatible operating systems
  • Android
  • IOS
  • MacOS
  • Windows
  • Windows Phone
  • Other
Designed for use on mobile devices Yes
Differences between the mobile and desktop service None, full fidelity between both Desktop and Mobile experiences
Accessibility standards WCAG 2.1 AA or EN 301 549
Accessibility testing Tested with JAWS screen readers
API Yes
What users can and can't do using the API The API can be used by any registered customer via RESTful APIs
API documentation Yes
API documentation formats
  • HTML
  • Other
API sandbox or test environment Yes
Customisation available Yes
Description of customisation Complete look and feel and also capable of customising inputs for their own localities.

Customers can completely customise the data collection specifically to their area

Scaling

Scaling
Independence of resources We provide a true multitenant environment with full data and resource partitioning

Analytics

Analytics
Service usage metrics Yes
Metrics types We provide usage metrics and reporting as well as occupancy overviews. We also have a proprietary product that the customer can use to view traffic to their tenant
Reporting types
  • API access
  • Real-time dashboards
  • Regular reports
  • Reports on request

Resellers

Resellers
Supplier type Not a reseller

Staff security

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

Asset protection

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 Yes
Datacentre security standards Supplier-defined controls
Penetration testing frequency At least every 6 months
Penetration testing approach ‘IT Health Check’ performed by a Tigerscheme qualified provider or a CREST-approved service provider
Protecting data at rest
  • Physical access control, complying with another standard
  • Encryption of all physical media
  • Scale, obfuscating techniques, or data storage sharding
  • Other
Other data at rest protection approach We utilise full drive and blade encryption as standard (Bit locker) and SQL DTE Encryption for all DBs. We also use our own patented GB Patented Encryption (Sundown Encryption GB2522096)

We are Cyber Essentials PLUS Certified and Pen Test monthly by qualified CEHs
Data sanitisation process Yes
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 importing and exporting
Data export approach Customers can export their data using Excel, APIs, RESTful interfaces and also request a physical copy via USB (encrypted) disk
Data export formats
  • CSV
  • ODF
  • Other
Other data export formats
  • SQL
  • RESTful API
  • Text String
Data import formats
  • CSV
  • ODF
  • Other
Other data import formats
  • Direct SQL Attach
  • RESTful API

Data-in-transit protection

Data-in-transit protection
Data protection between buyer and supplier networks
  • TLS (version 1.2 or above)
  • IPsec or TLS VPN gateway
  • Other
Other protection between networks Our own GB Patented encryption inside SSL
Data protection within supplier network
  • TLS (version 1.2 or above)
  • IPsec or TLS VPN gateway
  • Other
Other protection within supplier network Our own GB patented encryption for data in transit

Availability and resilience

Availability and resilience
Guaranteed availability Our SLA is 24/7 365 with the following criteria:

Severity 1 – Response within 4 hours
Used for important cases, that require an immediate fix. The definition of a sev 1 can be termed as:
“All users, cannot get to, access or use some of their data”

Severity 2 – Response within 8 hours
Used for standard issues that require investigation
“Some users, cannot get to, access or use some of their data”

Severity 3 – Response within 3 days
“Usually a request for information, training, or infrastructure work”
Approach to resilience We have three separate UK locations - (Accrington, Altham and Cornwall) secured by site to site link with AoG in place and dedicated connections.

More data is available upon request
Outage reporting We utilise our public dashboard, social media presence and email alerts including resolution reports

Identity and authentication

Identity and authentication
User authentication needed Yes
User authentication
  • 2-factor authentication
  • Public key authentication (including by TLS client certificate)
  • Username or password
Access restrictions in management interfaces and support channels Separate management accounts for vetted and cleared staff only - more info available upon request
Access restriction testing frequency At least every 6 months
Management access authentication
  • 2-factor authentication
  • Public key authentication (including by TLS client certificate)
  • Dedicated link (for example VPN)
  • Username or password

Audit information for users

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 1 month and 6 months
Access to supplier activity audit information Users have access to real-time audit information
How long supplier audit data is stored for Between 1 month and 6 months
How long system logs are stored for At least 12 months

Standards and certifications

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 Cyber Essentials PLUS

Security governance

Security governance
Named board-level person responsible for service security Yes
Security governance certified Yes
Security governance standards Other
Other security governance standards Cyber Essentials PLUS and DSP Toolkit
Information security policies and processes We have policies for Information and security governance, Business Continuity Plans, Cultural awareness, Risk Management as well as Personal and Physical security.

These are enforced and checked using the relevant technological devices where possible (Checkpoint firewall logs, server logs, pen testing, IR Sensors, CCTV, anti tamper devices, flood sensors motion trackers) and all instances are reported to the responsible member for that area - in the main reporting directly to line managers and then CTO - and ultimately to the Managing director.

Specifically with regards to information security we ensure that all logs are automatically scanned against defined patterns stated in our IS policy.

Operational security

Operational security
Configuration and change management standard Supplier-defined controls
Configuration and change management approach We use a development operations model and standard CAB meetings for code drops and artefact alterations which must first go before the CAB board and be agreed by the CTO - all versions and artefacts are tracked through SharePoint versioning and audit controls within TFS and Visual Studio online:

Code —Code development and review, version control tools, code merging;
Build —Continuous integration tools, build status;
Test —Test and results determine performance;
Package —Artefact repository, application pre-deployment staging;
Release —Change management, release approvals, release automation;
Configure —Infrastructure configuration and management, Infrastructure as Code tools;
Monitor — Applications performance monitoring, end–user experience.
Vulnerability management type Supplier-defined controls
Vulnerability management approach We put all interfacing traffic through a professional WAF

As we are an internet facing service we treat all patches as ZERO day and implement immediately - we often have to deal with regressions in those patches because of this, but can not afford for immediate patches to exploits to not be applied.

Our Cyber Essentials PLUS certification as a base line for Penetration testing Plus Sunblast IPS logs. Internal Nessus scan monthly on all products and services as well as Nessus OWASP scans against all sites.

Registered with/receive all their alerts from NHS CareCERT
Protective monitoring type Supplier-defined controls
Protective monitoring approach We utilise scanning on the wire via Watchguard AI Appliances, scanning on interaction with our web services and scanning on access for all content. We have an enterprise IPS license with WatchGuard, Cloudflare, MalwareBytes, and Symantec Endpoint Protection Manager for our servers & devices.

Alerts or incidents raised go through our 24/7365 service desk covered by SLA:

Severity1 – Response within 4 hours - Used for important cases, that require an immediate fix.
Severity2 – Response within 8 hours - Used for standard issues that require investigation
Severity3 – Response within 3 days - Usually information, training, or infrastructure work
Incident management type Supplier-defined controls
Incident management approach All "anomalies" are reported to our 24/7 365 service desk - usually via email if picked up on scan.

We have a tiered SLA approach to these rules and react accordingly.

Users can call the same mechanism using the help desk number to report incidents.

Incident reports are provided no later than 10 working days after the incident - these are delivered via email.

Secure development

Secure development
Approach to secure software development best practice Conforms to a recognised standard, but self-assessed

Public sector networks

Public sector networks
Connection to public sector networks No

Pricing

Pricing
Price £5000 to £6500 per unit per year
Discount for educational organisations Yes
Free trial available Yes
Description of free trial Full 28 day free trial of service including on-boarding

Service documents

pdf document: Pricing document pdf document: Service definition document pdf document: Terms and conditions
Service documents
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