Privacy policy

Who we are

FCOMS UK CIC is the data controller for the personal data described here.

FCOMS UK CIC, Office 2, 2nd Floor, 309 High Street, West Bromwich, B70 8LX. Company number 15086338.

Email: [email protected] · Phone: 0300 561 0600

ICO registration number: ZB604152

What we collect and why

When	What we collect	Why (lawful basis)	How long we keep it
You send an enquiry (form, email, phone or message)	Name, email, phone, organisation, what you need, your message	To reply and give you a quote (steps before a contract, or our legitimate interest in answering enquiries)	12 months if you don’t become a customer
You book a call or a health check	Name, email, phone, the time you chose, anything you add to the booking	To hold the appointment (steps before a contract)	12 months
You become a customer	Contact details, job details, invoices and payments	To do the work and get paid (contract), and to keep accounts (legal obligation)	6 years after the end of the financial year, as tax law requires
You give us a device to repair or upgrade	The device, and any login you share with us. We may see files on it while we work	To repair it (contract)	We don’t copy your files unless the job needs it (for example data recovery). Any copy is deleted when the job is finished.
You donate a device	Name, contact details, what you’re donating	To arrange collection or drop-off (legitimate interest)	12 months. Donated drives are securely wiped before reuse (or destroyed if faulty), and donors can ask for a wipe certificate
We receive a referral for a device (e.g. from a charity)	What the referrer tells us, usually a contact name, address and need	To deliver the device (legitimate interest, with the referrer’s agreement)	Deleted once the device is delivered, apart from an anonymous record for our community-impact reporting
You visit our website	Pages viewed, device and browser type, approximate location, and how you found us	To see which pages help people, only if you accept analytics cookies (consent)	14 months in our analytics
We email a business about our services	Your name and work email, taken from your organisation’s public website	To offer our services to organisations (legitimate interest). We email only companies and charities, never individuals’ personal addresses, and every email has an opt-out	Until you opt out. After that we keep only your address on a do-not-contact list, so we never email you again

Calls to our phone line. We use an AI assistant to answer some calls. Callers are told at the start of the call that they’re speaking to an assistant, and can ask to speak to a person. The assistant takes a note of the caller’s name, number and what they need so we can call back.

Who we share it with

We don’t sell or rent your data. We share it only with:

• Service providers who help us run the business: website hosting, email, our booking system, our phone system, accounting software, payment processing, analytics (with your consent), and security tools that protect our forms from spam. They can use your data only to provide their service to us.
• Parts suppliers and couriers, only if a repair needs it (for example a delivery address).
• Our accountant, HMRC and other authorities, where the law requires it.
• The organisation that referred you, if you came to us through a charity referral, to let them know the device arrived.

Data outside the UK

Some of our service providers may store or process data outside the UK. Where they do, we make sure the transfer is protected, for example by a UK adequacy decision or the ICO’s international data transfer agreement.

Cookies

Our website uses:

• Essential cookies, which the site needs to work and to protect the forms from spam. These don’t need consent.
• Analytics cookies, which tell us how people use the site. These are only set if you click “Accept” in the cookie banner. You can change your mind at any time using the “Cookie settings” link in the footer.

Your rights

You can ask us to:

• give you a copy of the data we hold about you,
• correct it,
• delete it,
• stop or limit using it,
• give it to you in a format you can take elsewhere,
• stop using it for marketing (we’ll always do this),
• tell you which organisations we’ve shared it with.

Where we rely on your consent, you can withdraw it at any time. Where we rely on legitimate interest, you can object.

To ask, email [email protected] or call 0300 561 0600. We’ll reply within one month. There’s no charge.

Complaints

If you’re unhappy with how we’ve handled your data, please tell us first so we can put it right. You can also complain to the Information Commissioner’s Office: ico.org.uk/make-a-complaint, or 0303 123 1113.

Changes

If we change this policy, we’ll update the date at the top. If a change affects you significantly, we’ll tell you.