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Idox Software Limited

Electoral Management System

Idox provides a modern, cutting-edge electoral management system (EMS) and peripherals to UK councils and Scottish VJBs to meet electoral requirements. We offer both locally installed and browser-based solutions, together with cloud-based apps and our unique cloud reporting.


  • Total integration / fully integrated electoral registration / election management
  • Flexible and efficient annual canvass functionality
  • Accurate and efficient verification of postal votes
  • On-premise or browser-based solution. Choice of EMS systems
  • Extensive scanning functionality saves time and improves accuracy
  • Full reporting suite including cloud reporting for statistical reports
  • Workflow screens provide simple, at-a-glance views of complex procedures
  • Integrates with your LLPG/CAG and with Gov.UK Notify
  • Online staffing, elections candidate nomination, and call centre solutions available
  • Automated boundary management, register distribution and data matching and mining


  • Utmost reliability, enabling complete accurate registers, flawless elections
  • Easy to use, intuitive, including novel visualisation, drag-and-drop
  • Extensive automated and scheduling functionality for touch free actions
  • Checklists ensure completion of all mandatory and non-mandatory tasks
  • Dashboards allow you to view management information at a glance
  • Remain GDPR compliant via automatic retention functionality
  • Run multiple elections simultaneously and easily
  • Extensive scanning functionality saves time and improves accuracy
  • Document templates easily created and edited in Word


£12,500 an instance

Service documents

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G-Cloud 13

Service ID

8 4 8 5 8 6 4 6 4 1 6 2 4 1 5


Idox Software Limited
Telephone: 0333 011 1200

Service scope

Software add-on or extension
Cloud deployment model
Hybrid cloud
Service constraints
System requirements
  • Support all major browsers
  • Support current version
  • Software licensing required

User support

Email or online ticketing support
Email or online ticketing
Support response times
Our Service Desk is operational Monday to Friday during business hours although requests for support can be logged 24/7. we provide extended support during elections. Questions or requests for support are prioritised in accordance with their severity and urgency. Our SLA for support is available during the clarifications stage of G-Cloud procurement.
User can manage status and priority of support tickets
Online ticketing support accessibility
None or don’t know
Phone support
Phone support availability
9 to 5 (UK time), Monday to Friday
Web chat support
Web chat
Web chat support availability
9 to 5 (UK time), Monday to Friday
Web chat support accessibility standard
None or don’t know
How the web chat support is accessible
None or don’t know
Web chat accessibility testing
None or don’t know
Onsite support
Yes, at extra cost
Support levels
The support teams’ business hours are 8:30h-17:30h, Monday to Friday. Leading up to key electoral activities we provide extended support, typically covering the hours of 7.30h up until 22.00h on weekdays and 9.00h till 14.00 on weekends and bank holidays.

All requests for support are prioritised according to urgency and importance.

We employ experienced IT technicians, AEA Certified electoral administrators and people with vast amount of experience of working on elections and election policy with both central government and the Electoral Commission.
Support available to third parties

Onboarding and offboarding

Getting started
Training is included for new users.
Service documentation
Documentation formats
End-of-contract data extraction
New EMS provider will provide database conversion to new data structures. Customer retains SQL Server database.
End-of-contract process
CSV, SQL queries or via request to our support team.

Using the service

Web browser interface
Supported browsers
  • Microsoft Edge
  • Firefox
  • Chrome
Application to install
Compatible operating systems
Designed for use on mobile devices
Service interface
User support accessibility
None or don’t know
Description of service interface
Windows client (.NET) and browser.
Accessibility standards
None or don’t know
Description of accessibility
Accessibility testing
Not known.
Customisation available
Description of customisation
The system is configurable, and so meets the needs of customers of the entire range of sizes and geographies (Wales, England and Scotland).


Independence of resources
Private cloud, hybrid offerings would be with tier 1 service providers.


Service usage metrics
Metrics types
We can provide reports on metrics such as support response time, cases resolved within SLAs and uptime etc. If our customers require particular stats to be produced, then this can be negotiated as required.
Reporting types
Reports on request


Supplier type
Not a reseller

Staff security

Staff security clearance
Other security clearance
Government security clearance
Up to Baseline Personnel Security Standard (BPSS)

Asset protection

Knowledge of data storage and processing locations
Data storage and processing locations
United Kingdom
User control over data storage and processing locations
Datacentre security standards
Complies with a recognised standard (for example CSA CCM version 3.0)
Penetration testing frequency
At least every 6 months
Penetration testing approach
Another external penetration testing organisation
Protecting data at rest
Physical access control, complying with another standard
Data sanitisation process
Data sanitisation type
Deleted data can’t be directly accessed
Equipment disposal approach
A third-party destruction service

Data importing and exporting

Data export approach
Data export formats
Data import formats
Other data import formats
  • Data migration is undertaken by Idox
  • Idox require a copy of the current database

Data-in-transit protection

Data protection between buyer and supplier networks
TLS (version 1.2 or above)
Data protection within supplier network
TLS (version 1.2 or above)

Availability and resilience

Guaranteed availability
For AWS and Azure based systems, 3 levels based on type of asset (99%, 99.9% and 99.99%). SLA subject to contract.
Approach to resilience
AWS or Azure standard resilence (some detail available on request)
Outage reporting
AWS + IDOX agreed comms mechanism (per customer)

Identity and authentication

User authentication needed
User authentication
Username or password
Access restrictions in management interfaces and support channels
Authentication is via centrally controlled accounts where possible.
Access restriction testing frequency
At least once a year
Management access authentication
Username or password

Audit information for users

Access to user activity audit information
Users contact the support team to get audit information
How long user audit data is stored for
At least 12 months
Access to supplier activity audit information
Users have access to real-time audit information
How long supplier audit data is stored for
At least 12 months
How long system logs are stored for
At least 12 months

Standards and certifications

ISO/IEC 27001 certification
Who accredited the ISO/IEC 27001
QMS International Ltd
ISO/IEC 27001 accreditation date
What the ISO/IEC 27001 doesn’t cover
Certification covers all functions and services of Idox Software Ltd.
ISO 28000:2007 certification
CSA STAR certification
PCI certification
Cyber essentials
Cyber essentials plus
Other security certifications

Security governance

Named board-level person responsible for service security
Security governance certified
Security governance standards
ISO/IEC 27001
Information security policies and processes
All divisions of Idox, follow the ISO27001 accredited Information Security Management System of Idox Software Ltd.
This ISMS covers all business functions including but not limited to, information systems, networks, physical environment, incident/threat management, project & contract management and personnel management. Information security awareness training is conducted to ensure policies are communicated and ongoing annual internal reviews and auditing is conducted to ensure processes are followed. The system and controls are also externally verified an certified annually as part of the ISO 27001 certification process. Risks raised through internal and external audits are reviewed at management meetings by the information security manager, the appropriate head of business and a board representative.

Operational security

Configuration and change management standard
Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
Configuration and change management approach
IT change management processes are carried out using Change Requests and records are maintained within the Change Management system. All concerned parties are informed of the status of the request as changes or progress is made as applicable.
Vulnerability management type
Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
Vulnerability management approach
We monitor OWASP and various vendor alert sources for emerging vulnerability intelligence and patching data. A combination of web application scanning, host vulnerability scanning, and external perimeter proactively identifies any design, configuration, or patching weaknesses. When identified, any threats are assessed in context and where warranted, mitigations are implemented in accordance with their severity. These controls and processes are monitored as part of our ongoing ISMS/ISO27001 auditing programme.
Protective monitoring type
Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
Protective monitoring approach
Monitoring tools are used to measure server performance metrics as well as storage and network/bandwidth utilisation and unusual server/network/perimeter activity. The alerts from these systems are actively monitored and reviewed and any potential intrusion attempt is raised in line with our security incident reporting procedure for further investigation.
Incident management type
Conforms to a recognised standard, for example, CSA CCM v3.0 or ISO/IEC 27035:2011 or SSAE-16 / ISAE 3402
Incident management approach
Incidents or suspected incidents are raised to internal service desk and reviewed by the information security manager. They are allocated a risk reference, entered into the information security risk log and tracked until closure. In the case of major incidents, an Incident Response Team will be formed as required with key personal required to investigate and take necessary actions, and a major incident report will be produced.

Secure development

Approach to secure software development best practice
Independent review of processes (for example CESG CPA Build Standard, ISO/IEC 27034, ISO/IEC 27001 or CSA CCM v3.0)

Public sector networks

Connection to public sector networks
Connected networks
Public Services Network (PSN)

Social Value

Fighting climate change

Fighting climate change

Idox has adopted the metrics set out in the 3 scopes of the Greenhouse Gas Protocol. We have a target to achieve net zero carbon emissions for these scopes by 2040 by eliminating, reducing or offsetting carbon emissions.

In Scope 1: we will eliminate all equipment in offices which produce direct emissions and replace these with energy efficient, electric alternatives. We will eliminate emissions from company owned vehicles by replacing these with electric alternatives.

In Scope 2: we will reduce electricity usage through Energy Savings Opportunity Scheme audits and will eliminate the purchase of electricity which does not come from renewable sources.

In Scope 3: we will reduce business travel through remote working and on line collaboration tools. We will eliminate travel by private vehicles which produce emissions and we will offset emissions from public transport used for business travel and from hotel stays either by choosing operators offering direct offset or by engaging in a compensating carbon offset programme. We will eliminate waste by removing single use plastic products and reduce waste from our offices by ensuring effective recycling of waste, including paper and will offset any non-recyclable waste by engaging in a compensating carbon offset programme. We will eliminate waste from surplus equipment by passing this on for re-use in support of our social contribution wherever possible, where this is not possible we will reduce waste by fully recycling the equipment and we will offset residual emissions in a compensating carbon offset programme.

We are strengthening Idox’s performance as an all-round responsible business that makes a valuable contribution to society, has good governance embedded in its culture and processes, and is on target to achieve net zero carbon emissions.

Our gross GHG emissions of CO2 (tCO 2e) are reported yearly in our published Annual Report.
Tackling economic inequality

Tackling economic inequality

Idox is focused on building a sustainable business that will benefit its customers, employees, shareholders, wider society and the environment. We take our environmental, social and governance (ESG) responsibilities very seriously. We have implemented substantial changes across our business to create a more diverse, transparent and sustainable business. In future, we will do more to measure and drive our performance.

How we will deliver social and economic benefits to Buyers and the wider community: We will address the social value requirements and the delivery of social and economic benefits to Buyers and their communities on a contract by contract basis. We understand that social value forms part of contract commitments to our public sector Buyers. We work collaboratively with customers to support the specific targets and outcomes that are a priority with their boundaries.

Examples of social value we can deliver to our Buyers: We can: facilitate skills workshops; make financial donations to fund places on training courses, fund community projects that work to tackle economic inequality, reduce the digital skills gap and create training opportunities for those who face barriers to employment and/or who are located in deprived areas, and support educational attainment; donate used IT equipment to VCSEs to support people in deprived areas; provide work experience placements in some localities.

We have a robust social value process and methodology which includes an annual review meeting where we can review our social value delivery performance with the Buyer. This annual review ensures we can understand the customer’s priorities and set appropriate targets for the year ahead, and continuously improve how we deliver social value, based on customer and community feedback and collaboration.
Equal opportunity

Equal opportunity

Diversity, Equality and Inclusion (DEI) are more than just words for us. They’re the hard-and-fast principles guiding how we build our teams, cultivate leaders and create a company that’s the right fit for every person inside of it. Our values and culture underpin our commitment to putting our people first.

At Idox we foster both a top-down and grassroots approach where we strive to create workplaces that reflect the communities we serve, and where everyone feels empowered to bring their full, authentic self to work.

Our guidance to our employees and suppliers concerned with recruitment, training, promotion and service delivery is outlined in our Equality and Diversity Policy which covers our responsibilities under the Equalities Act and how we deliver them. We are happy to provide a full copy of the policy upon request.

Idox has established clear goals to get to a gender balanced workforce by 2027. In order to tackle the issue of under representation in leadership, Idox is particularly focused on increasing the proportion of women in the people-leader tiers of the business to both correlate with the gender ratio of the company in general and to support the overall reduction of the gender pay gap specifically.

Our policies and initiatives that support Diversity, Equality and Inclusion include: Flexible working policy; Family friendly policies; Idox Elevate - a programme sponsored by Idox plc board members, committed to championing a truly inclusive culture; Pay Gap reporting - We publish our gender pay gap report annually on our website; Fair Pay - Idox is an accredited Living Wage Employer.


£12,500 an instance
Discount for educational organisations
Free trial available

Service documents

Request an accessible format
If you use assistive technology (such as a screen reader) and need versions of these documents in a more accessible format, email the supplier at Tell them what format you need. It will help if you say what assistive technology you use.