G-Cloud 4 Service Definition
ETrace Batch
August 2013
Table of Contents
1.
Service Definition ............................................................................................ 3
1.1
1.2
1.3
1.4
1.5
1.6
1.7
1.8
1.9
1.10
Overview of the G-Cloud Service.............................................................................................. 3
Information Assurance ............................................................................................................. 3
ISO27001 .................................................................................................................................. 3
Disaster Recovery & Backup ..................................................................................................... 3
On-boarding and Off-boarding processes ................................................................................ 3
Service Management Details .................................................................................................... 4
Training ..................................................................................................................................... 4
Ordering and invoicing process ................................................................................................ 4
Termination terms .................................................................................................................... 4
Details of any trial service available ......................................................................................... 4
Appendix A: ETrace Batch Functionality ................................................................. 5
Appendix B: GBGroup Order Confirmation ............................................................ 7
Private & Confidential © GBGroup plc 2013
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1. Service Definition
1.1
Overview of the G-Cloud Service
 ETrace Batch allows customers to upload a file of multiple records to cleanse and
enhance their database utilising multiple identity based datasets
 Users can upload and process a file to view a summary of the results, without having
to pay soa s to determine the value of the data processing output.
 Customers can choose a Pay as You Go licence or can pay an annual licence fee
(which gives them discounted rates on some services)
Full details of the ETrace Batch functionality are given in Appendix A: ETrace Batch
Functionality on page 5.
1.2
1.3
Information Assurance
Impact Level (IL) at which the G-Cloud Service is accredited to hold
and process information
None
Departmental or Pan Government accreditation
N/A
Target Impact Level (IL)
IL2
ISO27001
GBGroup is accredited to ISO 27001 by BSI. GBG’s certificate is attached in the Documents
section of the catalogue.
1.4
Disaster Recovery & Backup
As part of its ISO27001 accreditation, GBGroup maintains a Business Continuity Plan (BCP)
which includes its plans for system and data recovery. For the purposes of ETrace Batch,
data recovery is not deemed critical as files submitted by clients are copy files only. All of
GBG’s data files are backed up on a daily basis and can be restored within a few hours.
1.5
On-boarding and Off-boarding processes
On-boarding
Clients gain access to the ETrace Batch website through the issuing of usernames and
passwords. Usernames and passwords are usually issued within 24 hours of contract
agreement.
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Off-boarding
The service is terminated by withdrawal of login names and passwords.
1.6
Service Management Details
Service Levels (e.g. performance, availability, support hours, severity definitions etc.)
The service is planned to be available 24 hours a day, 7 days a week and 365 days a year.
If there is a need for planned maintenance which will result in the service being unavailable
for more than 1 hour, notification will be issued at least 2 weeks in advance.
Financial recompense model for not meeting service levels
There is no recompense model for failure to meet service levels
1.7
Training
Training is provided ion the form of a user guide, a copy of which will be distributed with
user names and passwords.
1.8
Ordering and invoicing process
GBGroup shall issue an order sheet as described in Appendix B: GBGroup Order Confirmation
on page 7.
1.9
Termination terms
In the case of PAYG, there is no obligation to continue use of the service. On a licence
agreement, termination is on either party giving 3 months’ notice. Full details are listed in
the terms and conditions, a copy of which has been provided.
1.10 Details of any trial service available
Owing to the nature of the product, trials of the service are not possible, however, a
representative sample of the data to be processed can be sent to GBGroup for analysis to
determine the level of enhancement possible on the various options available.
Private & Confidential © GBGroup plc 2013
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Appendix A: ETrace Batch Functionality
Functionality
Description
Used For
Consented Telephone
Number Appending
Attaches landline or mobile telephone numbers to a
customer's database from the GB consented telephone
number database.
To provide contact details for an individual.
Date of Birth Appending
Appends date of birth information to customer records
from GB's consented database.
To help confirm that a person is the individual that is being traced.
Deceased Matching
Flags or suppresses individuals that are listed as deceased.
Confirms if an individual is deceased. Can help identify fraud,
where an individual has been claiming a fund or is listing
themselves as deceased to avoid being contacted.
De-duplication
Flags or removes duplicate records at individual, family
(surname) or property level from the customer database.
Helps to cleanse and remove repeated records from the customer
database.
Electoral Roll Appending
Appends a name from the current UK Edited Electoral Roll.
Helps to append names or cohabitant details to a customer
record.
Electoral Roll Matching
Matches submitted names to the current UK Edited
Electoral Roll.
Helps to verify if an individual is still resident at an address.
Email Validation
Validates the status of an email address.
Helps customers to reduce wasted time and money spent using
invalid email addresses.
Forwarding Address
Appending
Appends new address information for individuals that
have registered there forwarding address with Royal
Mail's redirection service.
To trace an individual to a new address.
Goneaway Matching
Flags or suppresses individuals that have moved away
from an address.
Helps validate a customer’s residential status.
Insolvency Matching
Flags individuals that are listed on the Insolvency Register
or that have been listed on there in the past. Also appends
additional details such as Insolvency Practitioner details,
status and type of insolvency.
Helps verify an individual's financial status.
Landline Validation
Validates the status of a landline telephone number e.g.
live, dead, unknown.
Helps customers to reduce wasted time and money spent trying to
contact numbers that are dead.
Private & Confidential © GBGroup plc 2013
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Functionality
Description
Used For
Landline Validation Rapid
Provides validation status of a landline telephone number
from the cache (previously validated results), from the last
12 months.
A quicker and more cost effective way to validate landline
telephone numbers and therefore reduce wasted time and money
spent trying to contact numbers that are dead.
Mobile Validation
Validates the status of a mobile telephone number e.g.
live, dead, unknown.
Helps customers to reduce wasted time and money spent trying to
contact numbers that are dead.
Neighbour Searching
Appends neighbour names and telephone numbers to
input address
Helps customers contact an individaul and verify where they live.
Could also be used in fraud to link individuals together.
Out of Area Telephone
Numbers
Flags telephone numbers that where the STD or exchange
code does not match the postal area.
Helps to identify potential fraud or inaccurate telephone numbers.
PAF Matching
Matches submitted customer addresses to Royal Mail's
PAF File.
Helps to confirm the accuracy of an address and level of match e.g.
postcode or premise.
Potential VoIP or Business
Lines
Flags telephone numbers that are not normal residential
lines and could potentially be Voice over IP or business
telephone numbers.
Helps to identify potential fraud or inaccurate telephone numbers.
Premover Matching
Flags individuals that are in the conveyencing process.
Identifies people that are about to move house so a company may
contact them before they move to avoid having to trace at a later
date.
Recorded Residency
Uses consented data to help confirm if an individual has
lived at an address in the last 12 months.
Provides confidence level of an individual's residential status; e.g.
are they still at an address or have they moved? Can be more upto-date than other sources, as the individual's details may change
in consented data before the Electoral Roll for example.
Reverse Search
Appends name, address and date of birth information
to input telephone number from consented data.
Helps customers append missing or more up-to-date details
to input information.
Teleappending from the UK
Telephone Number
Database (an extract from
BT OSIS)
Attaches landline telephone numbers or ex-directory flags
for individuals listed on the UK Telephone Number
database.
To provide a contact telephone number or ex-directory flag for an
individual. Telephone Numbers from the UK Telephone Number
Database are considered to be the most accurate and up-to-date
telephone information.
Private & Confidential © GBGroup plc 2013
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Appendix B:
GBGroup Order Confirmation
Account Manager:
Reference:
Company Name
VAT Number
Contact Name
Company Reg. Number
Address Line 1
E-mail Address
Address Line 2
Atlas Account Code
Town
User Email 1
Postcode
User Email 2
Telephone Number
User Email 3
Mobile Number
User Email 4
User Email 5
Invoice Details
Purchase Order Number
Invoice Contact & Email
Invoice Address (if different)
Order Summary
Financial and Term
Desired Access Start Date
Package A (Pay as you Go)
Package B (Annual Licence fee)
Service Notes
Absolute Movers
Bereavement Register
Consented numbers
Dates of Birth
Deduplication
disConnect
Electoral Roll
Email validation
GAS
Halo
Insolvency
Licence End Date
(If appropriate)
Credit Limit
Landline validation
Mobile appendingtrace
Price List Name:
Mobile validation
NCOA – Suppress
NCOA - Flag
Out of area telephone numbers
PAF
Potential VOIP Numbers
Premovers
UK Tel. Number Database
This Order is subject to the terms and conditions details in the Data Processing and Enhancement Agreement which, if your
Order is accepted by GBG, will apply to and be incorporated into your Agreement. The definitions in that document apply in this
Order Form.
This Order Form is not intended to be binding upon GBG (or upon its principal/s) unless and until accepted by GBG, as
demonstrated by signature of this Order Form by GBG or by issue of an electronic or other written confirmation by GBG.
Special Conditions
(in conjunction with or additional to those specified in the main body of the Licence Agreement to which this schedule
relates)
Fair Usage Policy – Annual License




This licence permits the Client to process 200,000 records per year against Royal Mail PAF, 200,000 records per year
against the Edited Electoral Roll and 200,000 records per year against the De-duplication service.
All records processed over and above this limit will be charged at the following agreed rate:
 Royal Mail PAF charged at £12 per thousand records;
 Edited Electoral Roll charged at £10 per thousand records;
 De-duplication charged at £6 per thousand records.
GBG shall keep records of the Client’s usage of the Service and GBG’s determination of such usage shall be definite
and final.
GBG may block the Clients access to the Service where it exceeds the current limit.
Fair Usage Policy – Pay as You Go
GBG shall keep records of the Client’s usage of the Service. GBG reserves the right to terminate the license if it is felt that a
client is using the Service outside the scope of its intended purpose (for example, where the Client is using the Service only to
review and evaluate data and not to purchase any additional Services from GBG). GBG’s determination of the Client’s usage
shall be definite and final.
**** Delete as appropriate ******
Order Confirmation (To be signed by customer)
Order Acceptance (To be signed by GBG Representative)
Authorised Signature:
Authorised Signature:
Date:
Date:
Please print name:
Please print name:
Position:
Position:
GB Group plc
GB House Kingsfield Court
Chester Business Park Chester CH4 9GB
Tel: +44 (0) 1244 657 333 | Fax: +44 (0) 1244 241081 | www.gbgplc.com
Registered office as above. Registered in England number 2415211. VAT number 539 7162 18