WorkInConfidence Limited

SpeakInConfidence

SpeakInConfidence is the anonymous communications platform for employee/stakeholder engagement, feedback, pre-whistleblowing and whistleblowing. Anonymous two way communications with own management, forums and surveys, make it easier for employees to discuss concerns and ideas with management, delivering: enhanced employee voice; enhanced management understanding; and enhanced engagement and performance with reduced risk.

Features

  • Core two way anonymous dialogue function
  • Additional push question and pulse/mini survey facility to seek views
  • Creates high level of staff/stakeholder trust
  • Mobile optimised web app accessible on desktop, phone and tablet
  • Cloud based, so no installation and highly secure
  • Ready to go “out of the box” but highly configurable
  • Tailor categories; managers; chase periods, reports and much more
  • Anti-abuse and limits on traffic from / to any person
  • Admin panel gives you immediate, high level of administrative control
  • Sophisticated real time reporting gives clear management insights

Benefits

  • Gives opportunity for candid feedback and communications – enhancing understanding
  • Great to enhance employee engagement
  • Great for idea generation and sharing
  • Enables staff to easily raise concerns without fear or filter
  • Covers harassment & bullying, equality and diversity and whistleblowing
  • Breaks down communications barriers and shortens feedback lines
  • Direct but anonymous contact with own management creates resolution opportunities
  • Helps remove employee feelings of disempowerment
  • Spot problems earlier and easier before they become damaging
  • Avoids need for multiple systems (and multiple costs)

Pricing

£0.50 to £5.00 per person per year

Service documents

G-Cloud 10

820964342955176

WorkInConfidence Limited

Tim Martin

07768275506

tim@workinconfidence.com

Service scope

Service scope
Software add-on or extension No
Cloud deployment model Public cloud
Service constraints No
System requirements
  • Staff have internet access
  • Browser access (IE9+, Chrome, Safari, Firefox)

User support

User support
Email or online ticketing support Email or online ticketing
Support response times From 8:00 am - 6:00 pm weekdays (excluding bank holidays) within 3 hours.

Over weekends and at other times on next working day.
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 No
Onsite support Yes, at extra cost
Support levels We provide a single level of support for all clients which includes phone and email support.

The cost of support is included within the user licence fee with the only additional costs being any site visits requested by the client.

All client have a named individual to contact.
Support available to third parties Yes

Onboarding and offboarding

Onboarding and offboarding
Getting started When a new client starts using SpeakInConfidence they are allocated an account manager that works with them through the on-boarding process to ensure a successful launch. This includes providing of materials to guide them through the pre-launch process, online administration training, marketing collateral.

The client also gets access to our comprehensive online support area with resources for administrators, managers and users.

The account manager then works with the client regularly post-launch to ensure that they continue to get the best out of SpeakInConfidence.
Service documentation Yes
Documentation formats HTML
End-of-contract data extraction Clients may download PDF copies of dialogues, including any manager notes.
End-of-contract process If any organisation ceases to be a client of SpeakInConfidence, we will remove all of its data and that of its staff/users within three months of their ceasing to be a client.

Alternatively, the client may choose to have a paid 12 months run off period after which the data would be deleted three moths post that.

Using the service

Using the service
Web browser interface Yes
Supported browsers
  • Internet Explorer 9
  • Internet Explorer 10
  • Internet Explorer 11
  • Microsoft Edge
  • Firefox
  • Chrome
  • Safari 9+
  • Opera
Application to install No
Designed for use on mobile devices Yes
Differences between the mobile and desktop service When accessed from a mobile device (smartphone or tablet) the pages reformat to fit the size of the device in question. Functionality is exactly the same.
Accessibility standards None or don’t know
Description of accessibility At this time SpeakInConfidence hasn't undergone formal accessibility testing but we believe that we comply with all relevant WCAG 2.0 success criterion.
Accessibility testing To date we haven't done any testing of this type.
API No
Customisation available Yes
Description of customisation The system is highly customisable so the client is in control of whether they are using it for employee/stakeholder engagement and staff feedback, idea discussion or whistleblowing, harassment and bullying.
The system allows for a number of administrators within the client who can alter settings and administer the system at any time through a web interface.
Customisation of the service is enabled in two key areas (1) Messaging on landing pages and inside the system; and (2) System settings.
Key system settings which can be customised are:
(a) Whether staff anonymous dialogue is 1:1 manager, 1 to manager plus admin, 1 to all managers;
(b) What categories (topics) and management (responders) are on the system, and whether particular topics are linked to management most suitable to handle them;
(c) What reports are received;
(d) Whether forums are enabled;
(e) Whether push questions are enabled and if so for whom;
(f) Periods for reminders, suspensions (for anti-misuse);
(g) Whether staff are asked to select some area/function identifiers so patterns within the organisation can be more clearly identified;
(h) Other customisation options, such as changing the theme, are available on request and at additional cost.

Scaling

Scaling
Independence of resources The SpeakInConfidence service is automatically monitored to ensure that there is always sufficient capacity to meet the needs of all clients. Any potential issues are highlighted and additional capacity can be added within 30 minutes.

Analytics

Analytics
Service usage metrics Yes
Metrics types Administrators are able to access metrics such as:

1. number of dialogues raised by category and manager
2. dialogues raised by “pick list” - this is bespoke to each client but a pick list could be location or grade
3. dialogues open by manager, showing when the last message was responded to
4. ratings by manager on how timely and useful was the response
5. closure rates and average response times by manager
Reporting types
  • Real-time dashboards
  • Regular reports
  • Reports on request

Resellers

Resellers
Supplier type Not a reseller

Staff security

Staff security
Staff security clearance Other security clearance
Government security clearance None

Asset protection

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 ‘IT Health Check’ performed by a Tigerscheme qualified provider or a CREST-approved service provider
Protecting data at rest
  • Encryption of all physical media
  • Other
Other data at rest protection approach All personal identifiable information and dialogues are encrypted.
Data sanitisation process No
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 importing and exporting
Data export approach Due to the nature of the data export is not possible.
Data export formats Other
Data import formats CSV

Data-in-transit protection

Data-in-transit protection
Data protection between buyer and supplier networks TLS (version 1.2 or above)
Data protection within supplier network IPsec or TLS VPN gateway

Availability and resilience

Availability and resilience
Guaranteed availability We aim to be available at least 99% of the time, apart from reasonable scheduled maintenance (either outside normal business hours or up to 1 day per quarter). If we exceed this, clients are entitled to 7 days free for each day we have been down as long as they request it within 28 days of the outage.
Approach to resilience SpeakInConfidence is hosted on Amazon's AWS infrastructure used by many large organisations. We chose to partner with Amazon because of their work in this area. More details are available from the AWS website or directly from WorkInConfidence.
Outage reporting There is a public dashboard at: https://status.workinconfidence.com/

Identity and authentication

Identity and authentication
User authentication needed Yes
User authentication Username or password
Access restrictions in management interfaces and support channels The administration areas of all clients instances of SpeakInConfidence are protected via username and password. The system insists on strong passwords of greater than eight characters.
Access restriction testing frequency At least every 6 months
Management access authentication Username or password

Audit information for users

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

Standards and certifications
ISO/IEC 27001 certification No
ISO 28000:2007 certification No
CSA STAR certification No
PCI certification No
Other security certifications No

Security governance

Security governance
Named board-level person responsible for service security Yes
Security governance certified No
Security governance approach Given the nature of SpeakInConfidence security governance is regularly discussed at board level to ensure that it is maintained.
Information security policies and processes WorkInConfidence has:
1. Clarity on what is collected, what purposes and how stored. This is clearly documented in Privacy policies and a further internal policy;
2. Technical measures to guard security and privacy. The CTO is in charge of this, and has close oversight of all aspects of the build and operations of the Company’s services. This is discussed regularly with the CEO and also in every board report there is an update, also highlighting any areas of security risk;
3. Organisational measures. All staff are required to be aware of the organisation’s security policies and processes, and are trained and are regularly updated on these. Any third parties working with us have to sign up to and adhere to these.
Any security risk is required to be notified to the CEO and COO immediately.
To support each of these the Company and has clearly documented policies and procedures, a log of who has been trained and when last updated. These include User Privacy Policy, Password Policy, Mobile Device Policy, Retention Policy, Incident Response Policy, Confidential Data Policy.
The above are reviewed and updated at least semi-annually and any key changes highlighted to the Board.

Operational security

Operational security
Configuration and change management standard Supplier-defined controls
Configuration and change management approach All components of the service are under configuration control (source control via git) and all changes are reviewed and tested with a view on security before being applied to the live service.
Vulnerability management type Supplier-defined controls
Vulnerability management approach Potential threat information comes from a variety of sources such as our hosting provider for hardware and OS information, the providers of the development language and framework we use. These and other sources are used to determine the priority and the speed with which any are implement. For OS related patches these are typically applied weekly and for framework changes at the next major release unless it is considered a security risk in which case it would be hot-fixed.
Protective monitoring type Supplier-defined controls
Protective monitoring approach Many steps are taken to ensure that the service cannot be compromised but we actively monitor the logs for unusual activity or activity from outside of known parameters.

If an anomaly is detected it is flagged up via both email and instant notification to support staff. This is then investigated immediately to see if there has been an issue and steps taken accordingly.
Incident management type Supplier-defined controls
Incident management approach Incidents flagged up during routine monitoring will be dealt with through company policy. User can report incidents either through our website or via our dedicated email address: security@workinconfidence.com.

Secure development

Secure development
Approach to secure software development best practice Supplier-defined process

Public sector networks

Public sector networks
Connection to public sector networks No

Pricing

Pricing
Price £0.50 to £5.00 per person per year
Discount for educational organisations No
Free trial available No

Documents

Documents
Pricing document View uploaded document
Service definition document View uploaded document
Terms and conditions document View uploaded document
Return to top ↑