ZetaSafe Ltd

ZetaSafe

ZetaSafe compliance management software is the cloud based solution to accurately and efficiently Collect, Manage and Share data for Health and Safety management and compliance.
Schedule and Collect data using smartphones, PDAs or tablets. Manage your assets and monitor compliance via your ZetaSafe dashboard. Share critical information through powerful reporting.

Features

  • Legionella software gives real-time visibility of compliance to ACoP L8
  • ZetaMobile app ensures that time spent collecting data minimised
  • Saas making your data readily accessible from anywhere
  • Compliance Performance trend analysis
  • Eliminates possibility of losing records and audit trail
  • Real-time access and enhanced visibility of key management information
  • Schedule and Collect detailed information with photos & audit trail
  • Customisable dashboards provide an overview of your entire organisation
  • Stay organised and easily manage compliance certification documentation
  • Compliance Management including not exclusive: Asbestos / Fire / Electrical

Benefits

  • Peace of mind for the Responsible Person
  • Increase efficiencies, access real-time data and enhance decision making
  • Peace of mind that you are complying with building standards
  • Extensively configurable to your exact needs with built in workflows
  • Secure records and audit trail, readily accessible from anywhere
  • Monitor trends in overall performance and act upon them promptly
  • Rapid transmission of non compliances into an action alert system.
  • Ease of Use and flexibility to integrate with other systems
  • Manage all areas of compliance - Reduced Costs of Compliance
  • Effective Management Information for multi compliance all on one system

Pricing

£252 per unit per year

Service documents

Framework

G-Cloud 11

Service ID

7 7 6 4 2 5 4 7 6 2 3 8 7 9 3

Contact

ZetaSafe Ltd

Andrew Lewis

07810152391

andrew.lewis@zetasafe.com

Service scope

Software add-on or extension
No
Cloud deployment model
Public cloud
Service constraints
Syncing mobile devices requires 3G / 4G, WiFi, USB connection to your PC.
ZetaMobile requires an iOS, Android or Windows Mobile mobile device/smart phone /PDA with Windows Mobile 6.5.3 installed.
A valid internet connection must be maintained in order to access and run ZetaSafe.
Support is UK based via phone & email Mon-Fri 8am-6pm
System requirements
  • A valid internet connection to access ZetaSafe
  • ZetaMobile requires a mobile device or smartphone with camera
  • ZetaMobile requires syncing via 3G/4G, WI-FI or USB via PC
  • ZetaMobile runs on both IOS and Android mobile devices

User support

Email or online ticketing support
Email or online ticketing
Support response times
Within 48 hours Monday to Friday
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
Web chat
Web chat support availability
9 to 5 (UK time), Monday to Friday
Web chat support accessibility standard
None or don’t know
How the web chat support is accessible
Through www.zetasafe.com
Web chat accessibility testing
N/A
Onsite support
Yes, at extra cost
Support levels
All our customers will benefit from our standard support, but because your needs are as unique as your business, we also offer a
range of Enhanced Professional & Development Services for you to chose from.

Standard (free) :
Customer portal and ticketing system
Telephone helpdesk
Out of hours ticketing system & email service
Transparent support SLA’s
Online guides and knowledge base
Approved mobile device list
Dedicated internal weekly review meetings of open tickets
Remote proactive monitoring to detect issues before they become problems
Remote failover systems in place to prevent unplanned system downtime

Consult - £750 ex VAT
Lean process analysis
Onsite support
Project scoping & requirement gathering
Hardware / barcode suitability
Bespoke report consultation
Project management
Data health check

Train £750 ex VAT:
Tailored training solutions for end users and service providers: onsite, hosted, web, 'train the trainer'
Tailored guides & workflows for bespoke systems
On site barcoding
Product workshops

Develop £750 ex VAT:
Bespoke solutions for data collection, management, sharing
Out of hours database amendments to maintain client productivity
Application integration with other software

Enhanced support from £1000 ex VAT
Dedicated support lines
SOTI mobile device management support:
Device kiosking
Remote device wipe
Device tracking
Support available to third parties
Yes

Onboarding and offboarding

Getting started
Training
Whether you’re new to ZetaSafe or have used it for years, ZetaSafe offers training that will suit your needs, experience level and learning objectives. We provide, onsite and online training and how to user guides.

Collect training - Mobile device based training
Adding assets & locations
Entering results
Result notes, Watchers, Photographs
Using schedules and understanding tolerances
Best practices
Understanding different asset types & frequencies of testing
Synchronising the data
Barcode changes and location changes
Asset editing

Manage Dashboard training:
Synchronising data
Basic dashboard understanding
User management
Viewing results
Acting on Asset and Result Notes
Asset deactivation and suspension
Understanding tolerances
Adding, editing and removing locations
Compliance scheme set-up & editing
Scheduling and schedule tolerance configuration
Result tolerance configuration
Document management
Asset and location attributes
Location types
Zeta Intelligence
Setting up auto reports

Share training:
Advanced dashboard training
Data analysis
Schedule understanding
Report generating
Data exports
Service documentation
No
End-of-contract data extraction
All data can be exported into excel at all times. ZetaSafe provide all assets, historical data and locations into an electronic format to the client via email. The database will then be archived and can be brought back online in the future if needed.
End-of-contract process
As standard, the end client will receive their historical data, location structure and asset register in an electronic format. We can also provide past and future schedules in excel upon request FOC. Users can download all documents (pdf, jpeg, word docs etc.) themselves FOC. Users can have an archived database with read-only access for the dormant database for 10% of their annual license fee.

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
  • Windows Phone
Designed for use on mobile devices
Yes
Differences between the mobile and desktop service
ZetaMobile is the mobile application used by field users to collect data from routine testing. The apps schedule and plan work, enabling field operatives to scan barcodes assigned to assets, input results, make comments and synchronise to the main database.

ZetaSafe is the web portal used to manage and share real-time data via customisable dashboards. automated email notifications and streamlined workflows. Personalise your ZetaSafe dashboard to display your critical information in a format that is instantly interpreted; ensuring that you are in control. Share data via auto reports, trend analysis graphs and business intelligent data.
Service interface
Yes
Description of service interface
JSON String API
Accessibility standards
None or don’t know
Description of accessibility
Unknown
Accessibility testing
Unknown
API
Yes
What users can and can't do using the API
ZetaSafe has APIs which link to certain 3rd parties. For example, ZetaSafe has an API with CAFM systems including Qube's Planet FM. The API is uniquely configured for each client's implementation. The API shares location hierarchy information, automatically opens job tickets via the helpdesk and automatically closes open notes and job tickets once the remedial work has been completed.

Users cannot set up their own API. They must engage with ZetaSafe and Qube.
API documentation
Yes
API documentation formats
  • Open API (also known as Swagger)
  • PDF
API sandbox or test environment
Yes
Customisation available
Yes
Description of customisation
Buyers can customise the branding, URL, logo, colouring but this has to be execute by ZetaSafe.

Scaling

Independence of resources
We have multiple instances of web services running at a time. When web services experience high demand, they automatically scale, creating more web services. The result is that users never encounter a negative experience from a large user demand.

Analytics

Service usage metrics
No

Resellers

Supplier type
Not a reseller

Staff security

Staff security clearance
Other security clearance
Government security clearance
Up to Baseline Personnel Security Standard (BPSS)

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
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
Another external penetration testing organisation
Protecting data at rest
Physical access control, complying with SSAE-16 / ISAE 3402
Data sanitisation process
No
Equipment disposal approach
A third-party destruction service

Data importing and exporting

Data export approach
They can report raw data into excel at all times. They can run auto reports in a number of formats, including pdf, word, excel, CSV, ODT etc.
Data export formats
  • CSV
  • Other
Other data export formats
  • PDF
  • Excel
  • DOCX
  • RTF
  • Flash
  • ODT
  • ODS
  • XLSX
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
We don't have any SLAs however we do have our standard Terms and Conditions of sale and we aim to provide greater than 99% availability.
Approach to resilience
This information is available on request.
Outage reporting
We update our main website via our blog at www.zetasafe.com
We post via social media, including Twitter and LinkedIn
Any major outage would have a system-wide email alert to all users
All planned maintenance is communicated ahead of time via email, social media and website updates.

Identity and authentication

User authentication needed
Yes
User authentication
Username or password
Access restrictions in management interfaces and support channels
User profiles are used to restrict access from a user level. Firewalls with Port Level restrictions restrict access to the server.
Access restriction testing frequency
At least every 6 months
Management access authentication
2-factor authentication

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 have access to real-time 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
No
ISO 28000:2007 certification
No
CSA STAR certification
No
PCI certification
No
Other security certifications
Yes
Any other security certifications
  • ISO9001
  • ISO14001

Security governance

Named board-level person responsible for service security
Yes
Security governance certified
Yes
Security governance standards
Other
Other security governance standards
Our services are located at top-tier data centres, providing carrier-level support, to a SSAE16 (Previously known as SAS70). We are also organisational members of the BCS (British Computer Society).
ZetaSafe are also working to ensure compliance to the EU’s GDPR (General Data Protection Regulation) which comes into force May 2018
Information security policies and processes
We have internal information security documents and credentials policy documents that all employees must follow. Reporting structure is to the Head of IT systems and then to the Managing Director. We are working towards ISO 270001 as a formal accreditation of this.

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
We use JIRA and SCRUM approach to development. Security issues are prioritised within this.
Vulnerability management type
Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
Vulnerability management approach
We regularly audit our services for potential threats and vulnerabilities using a 3rd party supplier. Any issues then enter our development and change management process to be resolved.
Protective monitoring type
Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
Protective monitoring approach
We actively monitor services logs and other key metrics. Alerts are in place to inform the Development and Operations team and System Operators.
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
We use Zen Desk, a leading Helpdesk to record and track all user feedback and issues. Tickets are reviewed daily and responded to within 48 hours.

Secure development

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

Public sector networks

Connection to public sector networks
No

Pricing

Price
£252 per unit per year
Discount for educational organisations
No
Free trial available
No

Service documents

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