Last updated: 13/11/2025
FCS Software Ltd (“we”, “us”, “our”) is committed to protecting your personal data and respecting your privacy. This policy explains how we collect, use, disclose, and safeguard personal information in connection with our electoral management, appeals, and complaints platforms, delivered to UK local authorities.
1. Who We Are
FCS Software Ltd (“we”, “us”, “our”) is a company registered in England and Wales under company number 12107115, with our registered office at FCS Lasermail, Wood Lane, Erdington Birmingham, England, B24 9QL.
We provide software development and managed technology services to public and private sector clients.
For the purposes of data protection law, we are the data controller for the personal data we collect and process in connection with our business operations.
You can contact us regarding data protection matters by emailing support@fcssoftware.co.uk.
2. What information we collect
We may collect and process the following types of personal data:
• Contact details – name, job title, address, telephone number, and email address
• Account and service information – information relating to contracts, orders, or use of our services
• Technical data – IP addresses, device identifiers, browser type, access times, and system logs
• Financial data – billing information, bank details (for suppliers), and payment records
• Support and correspondence – communications between you and FCS Software, including support tickets and feedback
• Employment data (staff only) – HR, payroll, and performance-related information
We do not collect special category (sensitive) data unless required for employment or legal reasons.
3. How we use your information
We process personal data for the following purposes:
• To deliver and support our software and related services
• To manage client relationships, contracts, and billing
• To respond to enquiries and provide customer support
• To improve our software, website, and user experience
• To comply with legal or regulatory obligations
• For recruitment and employment (where applicable)
We process this data under one or more of the following lawful bases: performance of a contract, compliance with a legal obligation, our legitimate business interests, or consent (where required).
4. Sharing your information
We may share personal data with:
• FCS Lasermail Ltd (for financial, operational, and governance purposes)
• Trusted third-party service providers (e.g., hosting, payroll, IT support), who act under data processing agreements
• Professional advisers (accountants, auditors, legal counsel)
• Regulators or authorities, where required by law
We do not sell or rent personal data to third parties.
5. International transfers
We do not transfer any personal data outside the UK.
6. Data retention
We retain personal data only for as long as necessary to fulfil the purpose for which it was collected, including to satisfy legal, accounting, or reporting requirements.
Retention periods vary depending on the data type, but are typically:
• Client and contract data – 7 years after the end of the contract
• Support and enquiry data – up to 2 years
• Staff records – as required by employment law
7. Your rights
Under the UK GDPR, you have the right to:
• Access your personal data (“subject access request”)
• Request correction or deletion of your data
• Object to or restrict processing
• Withdraw consent (where applicable)
• Request data portability
To exercise any of these rights, contact support@fcssoftware.co.uk.
You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO) at www.ico.org.uk.
8. Security
We use appropriate technical and organisational measures to protect your personal data from unauthorised access, alteration, disclosure, or destruction. This includes encryption, access control, and secure data hosting within the UK.
9. Updates to this notice
We may update this Privacy Notice from time to time to reflect changes in law or our business practices. The latest version will always be available on our website or upon request.
Requests must be directed to the data controller (the local authority using our platform).Contact us:
FCS Software Ltd
Email: support@fcssoftware.co.
Registered office: FCS Lasermail, Wood Lane, Erdington Birmingham, England, B24 9QL
