What sectors do we work in?
Hellios currently work within two communities
Can any supplier apply to join a community?
No, qualification is by invitation only.
How do I join a community?
You can only be invited by one of the buying organisations registered.
You will need to contact your buyer and they will in turn contact Hellios and ask for you to be registered. Hellios will then contact you.
Who owns and has access the Information?
All information you enter into the Hellios system is owned by you, the supplier. It will only be shared with the buying organisations who are members of the community and will not be shared with any other third party.
Is there a fee to pay?
The administration costs of operating each community are jointly funded by the buyer members and larger suppliers. Stage 1 is free for all suppliers. If you are required to complete the Stage 2 qualification, you may need to pay a fee depending on the size of your company. Hellios will provide information on any fees at the time of invitation to register.
There is a Stage 3 for some communities, by invitation only. There is a cost associated to Stage 3 of which you will be advised.
What is the cost of joining a scheme?
It will depend on several factors, size of company, area of risk and scheme you join. Once accepted to join by the buying organisation, we will advice the cost .
How secure will my information be?
All supplier information is stored in Tier 4, SSAE18 SOC2 Type II certified datacentres exclusively in the UK. Encryption to the latest industry standards is employed, along with cyber security measures such as weekly scans and penetration testing. Hellios ensures the limited amount of personal data collected is fully compliant with the GDPR and Data Protection Act 2018. Hellios is certified to ISO27001 and Cyber Essentials Plus, the National Cyber Security Centre standard backed by the UK Government. Other suppliers will not have access to the information you provide. It is only available to the buying organisations within the community. Each buying organisation has signed a confidentiality agreement with Hellios.
Will my information be provided to other organisations?
We will not use your information for any purpose other than to share with the buyer members in the community or to keep you informed of relevant news and information in relation to the communities. We keep information confidential and your information is seen only by yourself and the buyers registered on the community. Each buyer enters into an agreement which ensures that they are aware and consent to respect the confidential nature of the information provided.
Will other suppliers or my competitors have access to my information?
No, other suppliers do not have access to the information you provide. It is only available to the buying organisations within your community. Each buying organisation has signed a confidentiality agreement with Hellios.
Do I need to provide pricing and commercial information?
No, you will not be required to provide any pricing or commercial information.
I have been sent an email from Hellios, what do I need to do with it?
If you have recently received communication from one of your buyers announcing the use of one of Hellios’ qualification systems as the improved way of managing supplier assurance information and compliance with policies. The first step to qualification and compliance is to follow the instructions to create an account on the Hellios system, and then complete and submit the questionnaire by the deadline indicated in your invite email, and displayed in the system. First Time Access: Before being able to access our communities, you will sent an invitation email.. To ensure you receive all communications from Hellios, please whitelist all emails.
How do I log onto the system?
If you have been sent a link and the original link was saved, the system will error. This is a one time "magic" link.
Enter your username and password you set up when you first registered, then click the pink ‘Log in >’ button to access the system. You can then save the link to your favourites.
I keep getting an Error message when trying to logon to the system
Make sure you are not
using the original link we sent you when you were invited. This is a one off "Magic link" which expires once used. You will need to log on to the system and save that link. See FAQ "How do I log onto the system?"
If you have any further problems contact the relevant scheme.
How do I reset a lost or forgotten password / user name?
You can enter the site via the login on the website. Go to you community logon page and click the ‘Don’t remember your password?’ link to start the renew password process. After clicking the link you will see the following screen.
How long is registration valid for?
Registration is valid for 12 months from the date of your initial questionnaire submission, and then for each subsequent 12-month period each time your company renews. Hellios will issue reminders to suppliers 6 weeks in advance of their qualification expiry date.
What must I do if we have a Company Name or Legal entity change?
If your company name changes, you are required to logon to your supplier profile, update question 1.1.1 Full Company Name and submit the change to us.
In the event that your company changes its legal entity, e.g. Company Registration Number, a new account may need to be created . For this to happen, please contact Hellios on 01865 959100.
What should I do if the primary contact has changed?
It is possible to change the primary (admin) contact using the Edit User function in the supplier portal. Once you change the primary contact any future correspondence including emails will be sent to the new contact provided.
How do I get a registered certificate?
Once your questionnaire has been published, we provide a registered certificate to your primary contact. To request additional certificates please refer to the Contact Us page or send an email to firstname.lastname@example.org referencing your company name, registered community and unique ID.
What does completing of your questionnaire entail?
You will be asked to answer an initial set of questions about your organisation, we refer to this as Stage 1.
Based on the answers given in Stage 1, the system will analyse if you need to provide more information by answering further questions in Stage 2 and for some suppliers, pay a subscription fee.
Having answered all required questions and made payment (if applicable), your questionnaire is submitted to our Validations team who will check your answers and come back to with any questions or feedback.
Your questionnaire is then published to your community buyers.
Can I get support completing my questionnaire?
Of course, the Supplier Support Team are on hand to help . Support hours are Monday to Friday, 8.30am to 5.30pm UK time excluding UK public holidays.
How many stages are there to the questionnaire?
There can be up to three stages, dependent on the size of organisation and risk factor with the product service you provide. All organisation must complete Stage one, dependent on the answers and based on the buyer members community, the system will ask you to complete stage 2 and stage 3 by invitation.
Must I provide all the information asked?
Some questions are require and must be answered, you will to also be asked to upload documents. For example, an insurance question may require you to upload your certificate of insurance, or a health & safety question may ask to you upload your health & safety policy. Some documents are a mandatory requirement as evidence of insurances and certificates held, other documents including policies , may not be mandatory.
Can other departments help complete the questionnaire?
Your questionnaire can be completed by multiple departments and people, if you wish. To make this easier, we have included a facility for you to invite colleagues to access the questionnaire. Simply click the ‘Manage users’ icon on the left navigation bar to review all users who have access to the system.
What is validation?
Hellios validates all answers against a set of guidelines that are determined by the buying organisations (your customers and/or potential customers). Wherever possible we try to ensure that every question is clear and more complex questions are supported by on-screen help text or links to further information.
Some useful tips; https://hellios.com/wp-content/uploads/2021/03/Validation.pdf
What do I need to do if I receive comment from the validation team?
If clarifications against any of your answers are required, you will be notified by email. You will need to log back in without delay to amend your answers. On logging in, you will notice that the questionnaire icon on the navigation bar has an amber warning dot on it. You will also notice that your questionnaire status box contains a new message, informing you that you have comments from Hellios Validations team that require your attention.
Some useful tips; https://hellios.com/wp-content/uploads/2021/03/Clarification.pdf
What happens if my documents have expired?
The list of documents on your dashboard provides a single location to monitor your documents and quickly update soon-to-expire or expired documents. If any of your documents expire before your renewal date, it is your responsibility to maintain and update these. Hellios will send you notifications by email and you can log in to check the status of your documents at any time.
Some useful tips; https://hellios.com/wp-content/uploads/2021/03/How-to-keep-your-documents-updated.pdf
Do I need to renew my subscription?
As a registered supplier you are required to complete your questionnaire annually. The process is completed in just a few steps:
How do I renew my registration?
The buying organisations require their suppliers to keep their information up-to-date. All suppliers are required to update and re-submit their information annually.
Suppliers are notified of the need to renew six weeks’ in advance of their renewal date. The currently held answers is available to review and so the questionnaire does not need to be completed from scratch; there are a small number of questions where the answers are cleared since the buying organisations require re-confirmation of the answers.
Some useful tips; https://hellios.com/wp-content/uploads/2021/03/How-to-renew-your-registration.pdf
How do I know when my renewal is due?
Your renewal date will be displayed in the supplier portal once you have completed the process for the first time. Hellios will also contact you six weeks before your renewal date. This will ensure you have enough time to review and resubmit your answers and update us of any changes.
What happens if I do not renew my subscription?
If you do not renew your subscription in time, the initial information you provided will be removed from the system so buyers can no longer see your profile. If you then change your mind, you will have to go through the full process of being invited by your buyer and completing the full questionnaire. Hellios does not hold information once removed.