VergeSense

The typical implementation process for VergeSense involves three main stages—Scoping, Activation, and Steady-State—and is designed to be completed within 90 days, making it one of the fastest in the industry. Here's an overview of the process:

1. Scoping

• Collaboration: VergeSense works with the client to understand workplace goals, review building blueprints, and finalize project requirements, including space coverage areas and the number of sensors needed.
• Documentation Gathering: Floor plans, ceiling photos, and other relevant documents are collected to ensure proper sensor placement.
• Hardware Delivery: Sensors and other necessary equipment are shipped to the designated locations.
• Network Testing: The client's network is tested to confirm it can support the sensors and data transmission requirements.

• Site Survey: Certified technicians conduct a site survey to finalize sensor placement and network design, ensuring optimal coverage. Adjustments are made based on findings.

2. Activation

• Installation: Sensors are securely installed and connected to the network. Placement is verified to avoid obstructions and ensure proper orientation.
• Partitioning: Detection areas are set up to avoid overlap between spaces (e.g., desks or rooms). This step applies specifically to the Space Optimization solution.

• Onsite Validation: Sensor functionality and placement are validated to ensure accurate data collection.

3. Steady-State

• Once activated, the sensors begin collecting occupancy data. Images captured by sensors are processed locally into anonymous people-count data and immediately discarded for privacy.
• Data is encrypted during transmission (TLS 1.2) and at rest (AES-256).
• A Customer Success Manager provides training on how to use the VergeSense Occupancy Intelligence Platform effectively.

VergeSense software can be customized to fit specific business needs. The platform offers a range of flexible solutions and tools designed to adapt to the unique requirements of different organizations. Here are the key data points that highlight its customizability:

1. Flexible Data Sources

VergeSense allows businesses to choose from a variety of data sources to monitor and analyze occupancy trends:

• Entryway sensors and WiFi infrastructure for tracking people count and usage in open areas like lobbies and foyers.
• Area sensors and space booking platforms for understanding active and passive usage in conference rooms, collaboration spaces, and desks.

• Custom combinations of sensors (e.g., area sensors, entryway sensors) and existing building systems can be tailored to specific floor plans or zones.

2. Modular System Design

The platform is designed to cater to unique spaces with a modular approach:

• Businesses can select the specific data sources and sensor types that best fit their workplace needs.

• The system supports integration with existing infrastructure, such as WiFi networks or space booking systems, ensuring seamless customization without requiring entirely new hardware setups.

3. AI-Powered Insights for Tailored Solutions

VergeSense’s AI-powered tools provide personalized recommendations based on the unique occupancy trends of a business:

• The new "Workplace Assistant" analyzes data and offers actionable insights for portfolio evaluation, space availability, neighborhood planning, space design, and dynamic operations.

• This tool allows businesses to ask specific questions (e.g., which conference rooms are underutilized) and receive tailored recommendations within minutes.

4. Industry-Specific Applications

VergeSense has been successfully applied across various industries with customized solutions:

• A biotechnology company saved $13M by addressing passive occupancy challenges through tailored amenities changes.
• A financial services firm automated cleaning processes aligned with actual space usage, saving $2M annually.

• Rapid7 used VergeSense’s data to redesign spaces with flexible furniture solutions that matched employee needs.

5. Integration with Workplace Applications

VergeSense integrates with dozens of workplace applications via native integrations and open APIs:

• This allows businesses to orchestrate workflows across their existing tech stack, enabling further customization of processes such as cleaning schedules or space reservations.

6. Scalability Across Global Enterprises

The platform is scalable and has been deployed across 140 million square feet in 50+ countries. Its flexibility makes it suitable for diverse organizations, from small offices to large enterprises like Cisco and BP.

7. Privacy and Security

To meet specific business needs related to data privacy, VergeSense employs enterprise-grade privacy and security measures. This ensures that sensitive occupancy data is protected while still allowing businesses to customize how data is collected and used.

VergeSense offers comprehensive training and support to help new users effectively implement and utilize its platform. Here are the key details about the training and support provided:

1. Onboarding Support

• VergeSense provides dedicated onboarding assistance to ensure a smooth implementation process. This includes guidance on sensor installation, system setup, and integration with existing workplace technologies.

2. Site Surveys for Optimal Deployment

• For projects requiring detailed planning, VergeSense conducts site surveys to determine optimal sensor placement and design. These surveys aim to maximize the accuracy of occupancy data collection and improve implementation outcomes.

3. Workplace Assistant for Self-Service Insights

• The AI-powered Workplace Assistant is designed to assist users in navigating the platform and analyzing occupancy data. It allows users to ask questions in natural language and receive instant, actionable insights, reducing reliance on manual analysis or external expertise.

4. Customer Success Team

• VergeSense provides access to a customer success team that offers ongoing support and consultation. This team helps clients optimize their use of the platform, troubleshoot issues, and adapt the system as workplace needs evolve.

5. Training Resources

• The company offers training resources tailored to facilities teams, enabling them to understand how to interpret data, generate reports, and make informed decisions based on occupancy trends.

6. Integration Support

• VergeSense supports seamless integration with existing workplace systems (e.g., space booking platforms or cleaning workflows). The company assists with API integrations and ensures compatibility with corporate IT infrastructure.

7. Continuous Updates

• As part of its SaaS (Software-as-a-Service) model, VergeSense provides regular updates to its platform, ensuring users have access to the latest features and improvements without additional effort.

8. Scalable Assistance for Global Enterprises

• VergeSense offers scalable support for global deployments across multiple locations, ensuring consistent service quality for enterprises managing large portfolios.

VergeSense employs robust security measures to protect data, ensuring compliance with privacy regulations and safeguarding customer information. Here are the key security practices and protections implemented by VergeSense:

1. Data Privacy Compliance

• VergeSense acts as a data processor under the GDPR and as a service provider under the CCPA, meaning it processes data on behalf of its customers in compliance with these regulations.

• Customer data is handled strictly according to the terms of the contract between VergeSense and its clients, ensuring that data privacy responsibilities are clearly defined and adhered to.

2. Anonymized Data Collection

• The platform collects anonymous, real-time occupancy data, ensuring that personal or identifiable information is not included in its analytics. This approach minimizes privacy risks while still providing actionable workplace insights.

3. Restricted Data Sharing

• VergeSense shares data only with trusted service providers, affiliates, or business partners when necessary to deliver its services. These third parties are bound by strict confidentiality agreements and are only permitted to use the data for specified purposes.

• Data is shared with law enforcement or government agencies only when legally required, such as in response to subpoenas or court orders.

4. Enterprise-Grade Security Practices

• VergeSense implements enterprise-grade security measures for storing and managing data. This includes protections against unauthorized access, fraud prevention, and secure hosting of analytics platforms.
• Regular audits and monitoring ensure that the system remains secure and compliant with industry best practices.

5. Aggregated and De-Identified Information

• In cases where VergeSense creates aggregated or de-identified datasets, this information is stripped of any attributes that could identify individuals, further enhancing privacy protections.

6. Secure Customer Account Management

• Customer accounts are administered securely, including processes for registration verification and secure transaction completion. This ensures that only authorized personnel can access sensitive workplace analytics data.

7. Legal Safeguards

• VergeSense processes personal information only when necessary to fulfill contractual obligations, comply with legal requirements (e.g., tax laws), or based on customer consent for specific activities like surveys or promotions.

VergeSense operates on a Software-as-a-Service (SaaS) model, which means updates are released regularly to ensure users have access to the latest features, improvements, and integrations. Here’s how VergeSense manages updates:

1. Regular Platform Enhancements

• VergeSense continuously improves its Occupancy Intelligence Platform by integrating new features and capabilities. For instance, recent updates include the addition of the AI-powered Workplace Assistant and the ability to unify data from various building systems such as WiFi networks, space booking systems, and badge data.

• These updates are designed to enhance functionality, improve user experience, and provide more actionable insights for workplace optimization.

2. Seamless Updates

• As a SaaS platform, VergeSense ensures that updates are deployed seamlessly without requiring significant manual intervention from users. This minimizes disruptions and ensures that users always operate on the most current version of the software.

3. Integration with New Technologies

• VergeSense frequently adds support for new technologies and integrations. For example, it now supports more than 50 technology providers, including Cisco, Microsoft, Google, and Schneider Electric. These integrations allow users to automate workflows and improve workplace efficiency.

4. Customer Communication

• VergeSense communicates updates through announcements, webinars, or direct customer outreach. For instance, the company hosted a webinar to walk users through its updated platform features on October 8, 2024. This ensures that customers are informed about new functionalities and how to use them effectively.

5. AI-Driven Improvements

• The platform leverages AI to improve its offerings continuously. The introduction of the Workplace Assistant is an example of how VergeSense incorporates cutting-edge technology to refine its tools and provide more value to customers.

6. Support for Evolving Workplace Needs

• Updates are often driven by customer feedback and evolving workplace trends. For example, recent enhancements focus on hybrid workforces, space booking automation, and usage-based cleaning schedules to address current challenges in workplace management.

VergeSense’s policy on data ownership and portability is centered around its role as a data processor or service provider under privacy laws like the GDPR and CCPA. Here are the key points:

1. Data Ownership

• VergeSense processes workplace data on behalf of its customers. This means that the customers, not VergeSense, own the data collected through the platform.

• As a data processor (under GDPR) or service provider (under CCPA), VergeSense handles customer data strictly in accordance with its contractual obligations to the customer. It does not use this data for its own purposes outside of providing services.

2. Data Portability

• While VergeSense does not explicitly mention "data portability" in its privacy policy, its role as a data processor implies that it facilitates access to and transfer of data at the customer's request.

• Customers can likely request their data in a structured format to meet portability requirements under applicable laws like GDPR, allowing them to transfer their data to another service provider if needed.

3. Aggregated and De-Identified Data

• VergeSense may generate aggregated or de-identified information from customer data for analytical purposes. However, this information is stripped of any attributes that could identify individuals or specific customers and is no longer considered personal data.

4. Customer Responsibility

• Customers are responsible for managing individual rights requests (e.g., access, deletion, or portability) related to the data collected through VergeSense’s platform. VergeSense supports these requests as directed by the customer but does not independently handle them.

5. Retention and Deletion

• VergeSense retains personal data only as long as necessary to fulfill its contractual obligations or comply with legal requirements. Customers can request deletion of their data once it is no longer needed for these purposes.

VergeSense offers flexibility for organizations to scale their usage of its platform up or down as their needs evolve. Here are the key points regarding scaling terms:

1. Modular and Scalable Design

• VergeSense’s platform is designed to be modular, allowing organizations to add or remove sensors and integrations based on their changing requirements. This flexibility ensures that businesses can adapt the system to align with their current office space usage and workforce dynamics

2. Support for Dynamic Workplaces

• The platform supports hybrid work environments, which often require fluctuating space needs. For example, companies can adjust the number of sensors or data sources (e.g., area sensors, entryway sensors, WiFi data) as they expand or reduce their office footprint.

3. Integration with Existing Systems

• VergeSense integrates with over 50 workplace technology providers, enabling seamless scaling without requiring a complete overhaul of existing systems. This allows organizations to maintain operational continuity while expanding or contracting their use of the platform.

4. Subscription-Based Pricing

• VergeSense operates on a subscription-based pricing model, which likely includes terms for adjusting the scope of services. While specific details about pricing adjustments for scaling are not disclosed, subscription models typically allow for changes in service levels as organizational needs fluctuate.

5. Insights for Right-Sizing Real Estate

• The platform provides actionable insights that help organizations determine whether to scale up or down their office space. For instance, it analyzes occupancy trends to identify underutilized areas, enabling businesses to consolidate spaces or expand strategically.

6. Global Scalability

• VergeSense supports deployments across more than 140 million square feet in 50+ countries, demonstrating its ability to scale globally for enterprises with large or distributed portfolios.

The terms and conditions for contract renewal and cancellation for VergeSense are likely governed by standard SaaS agreements, as well as specific provisions outlined in customer contracts:

1. Contract Renewal Terms

• Automatic Renewal: VergeSense contracts may include automatic renewal provisions unless the customer notifies the company in writing to cancel or disable auto-renewal. This notification typically needs to be submitted 30 days prior to the renewal date.
• Renewal Term Duration: The renewal term is generally aligned with the initial contract term (e.g., monthly or yearly). During renewal, subscription fees may increase by a maximum of 5% per year, as stated in some SaaS agreements.

• Grace Periods: If automatic renewal is disabled, a grace period may be provided at the end of the contract to allow customers to select a new plan or renew manually. This period is often customizable based on specific contract terms.

2. Contract Cancellation Terms

• Cancellation Notice Period: Customers are typically required to provide a cancellation notice 30 days before the end of the contract period if they wish to terminate without triggering an automatic renewal.
• Mid-Term Cancellation: Cancellation during an active contract term may incur penalties, such as:
  • A flat termination fee.
  • A percentage of the remaining subscription cost (e.g., 50% of the remaining term).

• Early Termination Fees: These fees vary depending on the length of the remaining term and specific contract stipulations. For example, a customer canceling mid-contract might owe a prorated amount based on unused months.

3. Subscription Changes

• Customers may have options to scale their subscriptions up or down during the contract term. However, changes might be subject to restrictions, such as:
  • Maintaining the same billing cycle when switching to a plan of equal duration.

  • Preserving the remaining duration of a contract when upgrading or downgrading plans.

4. Customer Responsibilities

• Customers are responsible for ensuring compliance with cancellation and renewal terms outlined in their agreements. Failure to provide timely notice may result in automatic renewal or additional charges.

5. Flexibility for Adjustments

• VergeSense appears to allow some flexibility in adjusting contracts mid-term (e.g., scaling services), but these changes may depend on specific contract terms negotiated with each customer.

6. Contract Management Best Practices

• Customers are encouraged to track key dates (e.g., renewal deadlines) and communicate any desired changes well in advance to avoid unintended renewals or penalties.

VergeSense adheres to several industry-leading compliance standards and certifications to ensure data security, privacy, and reliability. Here are the key compliance standards the software meets:

1. ISO 27001 Certification

• VergeSense is ISO 27001 certified, which is an internationally recognized standard for information security management systems (ISMS). This certification demonstrates that VergeSense has implemented robust processes to protect customer data and manage risks related to information security.

• The certification requires regular internal and external audits twice a year to maintain compliance.

2. SOC 2 Type II Certification

• VergeSense is SOC 2 Type II certified, which validates that the company has implemented strict controls for data security, availability, processing integrity, confidentiality, and privacy.

• This certification focuses on ensuring that VergeSense’s systems are designed to protect customer data from unauthorized access or breaches.

3. GDPR Compliance

• VergeSense complies with the General Data Protection Regulation (GDPR), ensuring that its data handling practices meet the stringent privacy requirements of the European Union.

• As a data processor under GDPR, VergeSense processes customer data strictly in accordance with its clients' instructions and ensures that personal data is anonymized wherever possible.

4. CCPA Compliance

• VergeSense is also compliant with the California Consumer Privacy Act (CCPA), which governs how businesses handle the personal data of California residents.

• As a service provider under CCPA, VergeSense ensures that customer data is processed securely and in line with legal requirements.

5. Enterprise-Grade Security Practices

• In addition to formal certifications, VergeSense implements enterprise-grade security measures such as:
  • Data encryption in transit and at rest.
  • Daily backups are stored in multiple locations for faster recovery.
  • Access management protocols exceeding industry standards.