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Privacy Notice

This Privacy Notice explains how FVC Solutions Ltd collects, uses, stores and shares personal information about website visitors and business contacts.

FVC Solutions Ltd is the data controller for the personal information covered by this notice, except where we act as a processor on another organisation’s instructions for a supplier-led service.

This notice applies to individuals acting in a business, trade or professional capacity, including directors, employees, contractors, sole traders, partners, suppliers and professional contacts. It does not cover FVC Solutions’ own employees or directors, job applicants or recruitment, which are handled separately.

FVC Solutions Ltd is registered in England and Wales under company number 17312411. Its registered office is 4th Floor Office, 205 Regent Street, London, W1B 4HB.

Last updated: 22 July 2026

How we collect personal information

We collect personal information when you:

  • use our website or submit a form;
  • contact us by email, telephone, social media or another communication channel;
  • meet with us in person or remotely;
  • are introduced or referred to us by a customer, supplier, partner or other business contact;
  • ask us for information, a quotation, proposal or service;
  • enter into or manage a business relationship with us; or
  • interact with us as a customer, prospective customer, supplier, partner or professional adviser.

We may also obtain business contact information from publicly available sources, including company websites, Companies House, LinkedIn and professional directories.

Personal information we collect

We may collect and use the following types of personal information:

  • your name, job title and organisation;
  • business contact details, including business or personal email addresses and telephone numbers used for business purposes;
  • enquiry details, correspondence and meeting notes;
  • information about how you were introduced or referred to us;
  • technical requirements, service needs and operational information;
  • quotations, proposals, contracts and project information;
  • billing, invoicing and payment-related information;
  • records of support requests and service activity;
  • information used for credit, fraud-prevention, regulatory or commercial-risk checks;
  • website and device information, including IP address, browser details, device information, approximate location and server logs; and
  • recordings or transcripts of telephone calls or remote meetings where this has been announced in advance.

Where necessary to provide appropriate communications services or support, we may also record limited information about accessibility needs or vulnerable circumstances. We will seek to avoid collecting unnecessary medical or other sensitive details.

How we use personal information

We use personal information to:

  • respond to enquiries and communicate with business contacts;
  • assess and manage sales opportunities;
  • prepare quotations, proposals and contracts;
  • deliver projects, services, equipment and support;
  • manage customer, supplier, partner and professional relationships;
  • administer billing, invoicing, payments and financial records;
  • carry out credit, fraud-prevention, identity, regulatory and commercial-risk checks;
  • manage service quality, complaints, disputes and evidence of instructions;
  • maintain the security, availability and operation of our website and systems;
  • monitor website use and improve technical performance, content and usability;
  • meet legal, tax, accounting and regulatory obligations; and
  • protect our rights, property, systems and legitimate business interests.

We may also use business contact information for direct marketing where this is permitted by law. Where consent is required, we will ask for it separately.

Some information is necessary for us to respond to an enquiry, prepare a quotation, enter into a contract, deliver a service or meet a legal or regulatory obligation. If you do not provide the required information, we may be unable to proceed.

Our lawful bases

We rely on the following lawful bases when using personal information:

  • Legitimate interests where the processing is necessary to respond to enquiries, manage business relationships, assess sales opportunities, prepare quotations, deliver services, protect our systems, prevent fraud, assess commercial risk or operate our business effectively.
  • Steps before entering into a contract and performance of a contract where we deal directly with a sole trader, partner or other individual acting in a business capacity.
  • Legal obligation where processing is required for tax, accounting, regulatory, compliance or other legal purposes.
  • Consent where the law requires us to obtain it, including certain forms of direct marketing or optional website technologies.

Where we rely on legitimate interests, we consider whether our interests are proportionate and whether they could have an unreasonable effect on your rights and interests.

Who we share personal information with

We may share personal information with:

  • service providers that host, maintain, monitor, secure or support our website, systems and communications;
  • Microsoft, Odoo, Google and their relevant sub-processors;
  • communications, connectivity and technology suppliers involved in providing or supporting services;
  • equipment manufacturers, distributors, couriers and delivery providers where information is needed to fulfil an order;
  • accountants, insurers, professional advisers and other specialist advisers;
  • payment providers, banks and financial service providers;
  • credit-reference, fraud-prevention and business-information providers;
  • regulators, courts, law-enforcement bodies and other authorities where required or permitted by law; and
  • prospective buyers, investors or advisers involved in a business sale, restructuring, merger, investment or transfer of assets.

We only share personal information where there is a valid business or legal reason to do so, and we seek to limit the information shared to what is necessary for that purpose.

For some supplier-led services, FVC Solutions may act as a processor on another organisation’s instructions rather than as the controller. In those circumstances, the other organisation determines how the relevant personal information is used.

International data transfers

Personal information may be stored or processed in the United Kingdom, the European Economic Area and other countries used by our service providers and their sub-processors.

Our core Microsoft 365 data at rest for Exchange Online, Microsoft Teams, OneDrive and SharePoint is currently hosted in the United Kingdom. Odoo-hosted services are currently understood to be hosted in the European Union.

Where personal information is transferred outside the United Kingdom, we will use appropriate safeguards where required by data protection law.

How long we retain personal information

We retain personal information only for as long as it is needed for the purpose for which it was collected, including legal, regulatory, accounting, contractual and operational requirements.

Inactive enquiries will normally be retained for up to 12 months after the last meaningful contact.

Quotations, contracts, invoices and relevant project records will normally be retained for up to six years, subject to any longer period required by law, regulation, dispute or contractual obligation.

Other customer, supplier and partner contact records will be reviewed according to their purpose and the continuing business relationship. We will delete or anonymise information when it is no longer needed.

How we protect personal information

We use appropriate technical and organisational measures to protect personal information against unauthorised access, loss, misuse, alteration or disclosure.

Access to personal information is limited to people who need it for their role or for a specific business purpose. We also require relevant service providers and suppliers to protect personal information in accordance with their contractual and legal obligations.

No security measure can eliminate all risk, but we review our arrangements as our systems, suppliers and business processes develop.

Your data protection rights

You have the following rights in relation to your personal information, subject to the conditions and exemptions in data protection law:

  • the right to request access to the personal information we hold about you;
  • the right to ask us to correct inaccurate or incomplete information;
  • the right to ask us to delete personal information in certain circumstances;
  • the right to ask us to restrict how personal information is used;
  • the right to object to certain uses of personal information, including direct marketing;
  • the right to receive certain personal information in a portable format; and
  • the right to withdraw consent where processing is based on consent.

To exercise any of these rights, please use our Contact page.

We may need to verify your identity before acting on a request. We will respond within the timescales required by applicable data protection law.

Complaints

You may make a complaint to us if you are concerned about how we have used your personal information. Please use our Contact page so that we can review and respond to your concerns.

You also have the right to complain to the Information Commissioner’s Office, the UK regulator for data protection.

Information about how to make a complaint is available on the Information Commissioner’s Office website.

Automated decision-making

We do not currently make decisions about individuals solely through automated processing where those decisions would have a legal or similarly significant effect.

We may use information from credit-reference, fraud-prevention, identity or business-information providers to support our assessments. Any significant decision based on that information will involve appropriate human review.

Children’s information

Our services are intended for businesses and are not directed at children. We do not knowingly collect personal information directly from anyone under the age of 18.

If we become aware that we have collected personal information from a child without an appropriate reason, we will take reasonable steps to delete it.

Changes to this Privacy Notice

We may update this Privacy Notice when our services, systems, suppliers or legal obligations change.

The current version will be published on this page, with the date of the latest update shown at the beginning of the notice.

Contact us about privacy

For questions about this Privacy Notice or how we use personal information, please contact us through our Contact page.