Whitespace Work software

Whitespace Commercial

Whitespace Commercial is a waste management system supporting all aspects of commercial operations such as quotes, contracts and associated finances in and out of the offices. A powerful auditing tool allows in-depth reporting on your commercial operations effortlessly, providing an overview of financial data and identifying growth opportunities.

Features

  • Handles allocation of containers at different time periods
  • Provides in-depth reporting on waste collection and associated revenue
  • Produces letters and labels automatically
  • Creates quotes and contracts automatically
  • View and edit existing customer contracts
  • Creates and calculates invoices over any time period
  • Generates duty of care documents and renewals
  • Provides full auditable functions
  • Handles ad-hoc collections and scheduled rounds
  • Ability to facilitate on-board weights and tip tickets

Benefits

  • Improve customer service
  • Efficiently Reduces admistrative effort
  • Includes driver notifications - “assisted collection”
  • Reduces the amount of paperwork
  • Provides daily vehicle check templates

Pricing

£20,000 to £60,000 an instance a year

Service documents

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 Rhiain.Dixon@whitespacews.com. Tell them what format you need. It will help if you say what assistive technology you use.

Framework

G-Cloud 12

Service ID

8 0 3 1 6 2 6 9 0 4 9 4 7 2 3

Contact

Whitespace Work software Rhiain Dixon
Telephone: 07929890892
Email: Rhiain.Dixon@whitespacews.com

Service scope

Software add-on or extension
No
Cloud deployment model
Hybrid cloud
Service constraints
Please contact Whitespace for more details.
System requirements
Web browser, I.E and Chrome

User support

Email or online ticketing support
Email or online ticketing
Support response times
Support response times
Service desk operates Monday to Friday 09:00 to 17:30 Service level agreement: Monday to Friday, 09:00 to 17:30, 99.995% Monday to Friday, 17:31 to 08:59, 99.95% Weekends, 99.95%
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
9 to 5 (UK time), Monday to Friday
Web chat support
No
Onsite support
Yes, at extra cost
Support levels
Monday to Friday - 09:00 to 17:30
Weekends and out of hours support - by arrangement.
Support available to third parties
No

Onboarding and offboarding

Getting started
A project kick off is arranged to discuss high level approach and plan for deployment. Workshops are then arranged to go into detail about the processes required for managing the operation (both operational and technical). A Project Initiation Document and Confirmation of Requirements are then drawn up for mutual agreement prior to system build and on-site training. Full user documentation is provided via our service desk including a WIKI which incorporates video content to help users in the day to day use of the system. Furthermore, we provide a client manager post live to handle queries outside of the service desk.
Service documentation
Yes
Documentation formats
PDF
End-of-contract data extraction
Customer who wish to retain their data post contract must define what data they wish to retain and the format they require to receive the data in. Extraction is a chargeable service and is best defined at the start of the contract.
End-of-contract process
The price paid will include all necessary rights to access and use the system during the contract term. When the term ends, and assuming there is no continuation, the system will be turned off and access will be lost.
Towards the end of the contract, Whitespace will make contact with the customer to discuss options.

Using the service

Web browser interface
Yes
Supported browsers
  • Internet Explorer 11
  • Chrome
Application to install
No
Designed for use on mobile devices
Yes
Differences between the mobile and desktop service
In cab/mobile workers use a App installed on Mobile Devices to communicate work completed or undertaken to the back-office system. The back-office system is accessed via a web browser only.
Service interface
No
API
Yes
What users can and can't do using the API
The Whitespace API is a full service/functionality API. There are no limitations around core functionality.
API documentation
Yes
API documentation formats
  • HTML
  • PDF
API sandbox or test environment
Yes
Customisation available
Yes
Description of customisation
The customer logo that is displayed on the webage.
The menu options are based on user role permissions.
The WORD templates that are generated by the system.
The mobile templates that mobile / in-cab users view on their device (app).
The data sources used by the system are fully customisable by the user i.e. Round Name, Round Schedules, Walk Orders, Worksheet Types, Worksheet customised data, Service Items, Services, Charges, Contracts and more.

Scaling

Independence of resources
PowerSuite is a single tenancy solution. Each customer has their own environment.

Analytics

Service usage metrics
Yes
Metrics types
Service usage metrics are provided via in-built reports in PowerSuite or via the dashboard.
Reporting types
  • Real-time dashboards
  • Regular reports

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
United Kingdom
User control over data storage and processing locations
No
Datacentre security standards
Managed by a third party
Penetration testing frequency
At least once a year
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 CSA CCM v3.0
Data sanitisation process
Yes
Data sanitisation type
  • Explicit overwriting of storage before reallocation
  • Deleted data can’t be directly accessed
Equipment disposal approach
A third-party destruction service

Data importing and exporting

Data export approach
Users will export their data using an approved method facilitated by Whitespace. This is in the form of a data extract layer (DEL) which is provided to the customer at the start of the contract. The DEL is a csv file(s) that extracts key operational data and is used to service up data to our dashboard products on a frequency defined on mutual agreement. Please note that the frequency is typically 1-2 times a day. It is not intended to be a live data extract.
Data export formats
  • CSV
  • Other
Other data export formats
  • WORD
  • PDF
Data import formats
CSV

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)
  • Other
Other protection within supplier network
Private backbone behind Packet and Application level firewalls and MPLS link for cross DC communications.

Availability and resilience

Guaranteed availability
Monday to Friday
09:00 to 17:30 - 99.99% up time
17:31 to 08:59 - 99.95% up time

Weekends 99.95% up time.

Please note up time figures do not include planned outages.
Approach to resilience
Dual data centers, with automated DNS fail over. Additional details available on request.

Increased availability solutions available, please contact Whitespace Work Software for more details.
Outage reporting
Customer's are contacted directly by a member of the company.

Email alerts can be setup upon request from Whitespace monitoring tools.

Identity and authentication

User authentication needed
Yes
User authentication
Username or password
Access restrictions in management interfaces and support channels
Whitespace Support only access the solution via VPN using named accounts to logon.
During the setup phase, Whitespace consultants use named accounts which can be restricted after the project has been completed.

Whitespace includes role based user security.
Access restriction testing frequency
At least once a year
Management access authentication
  • Public key authentication (including by TLS client certificate)
  • 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
User-defined
Access to supplier activity audit information
Users have access to real-time audit information
How long supplier audit data is stored for
User-defined
How long system logs are stored for
At least 12 months

Standards and certifications

ISO/IEC 27001 certification
Yes
Who accredited the ISO/IEC 27001
CQR Consulting Ltd
ISO/IEC 27001 accreditation date
06/09/2017
What the ISO/IEC 27001 doesn’t cover
Whitespace ISO27001 ISMS covers all Customer information.
ISO 28000:2007 certification
No
CSA STAR certification
No
PCI certification
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
ISO27001

Operational security

Configuration and change management standard
Supplier-defined controls
Configuration and change management approach
Solutions are baselined, with each upgrade/change to the baseline tested and tracked.

All changes are risk assessed and security tested prior to release.

Changes are three stage tested (Unit, Dev and UAT) before release, with test cases drawn from functional/non-functional requirements. In addition changes are regression tested.
Vulnerability management type
Undisclosed
Vulnerability management approach
Whitespace follows best practice. More information is available on request.
Protective monitoring type
Undisclosed
Protective monitoring approach
The Whitespace solution is multi-point monitored, with security vulnerabilities reported to the Whitespace Service Desk and to Whitespace's hosting partner.

Vulnerabilities are risk assessed and a corrective plan is created in line with Whitespace's ISMS.
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
Whitespace follow a defined incident management process, in line with its ISMS.

Affected customers are notified and remain updated during the incident. Notifications are sent via the Service Desk and via email.

Once resolved, incidents reports are available on request.

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

Pricing

Price
£20,000 to £60,000 an instance a year
Discount for educational organisations
No
Free trial available
No

Service documents

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 Rhiain.Dixon@whitespacews.com. Tell them what format you need. It will help if you say what assistive technology you use.