AvanCourt CRMavancourt.co.uk

AvanCourt CRM: privacy policy.

Last updated 1 November 2026.

Who we are

AvanCourt Ltd (company no. 16714144), D85 Ambassador Building, 5 New Union Square, London SW11 7BR, runs AvanCourt CRM and is responsible for the personal details in it. For any data protection question, email dataprotection@avancourt.co.uk. ICO registration number: C2068234.

AvanCourt CRM is our own internal system for enquiries, jobs, workers and payments. It is used only by AvanCourt Ltd and the people we authorise. This policy covers it and its connection to QuickBooks Online. Our website has its own privacy notice.

What it holds and why

  • Clients and enquiries: names, contact details, addresses, and details and photos of the work, so we can quote for, run and finish jobs.
  • Residents of properties we work on for clients such as housing providers: names and contact details that the client passes to us, so we can arrange access and keep them informed.
  • Workers and subcontractors: names, contact details (including a worker's home address and postcode), the jobs they are booked on, photos and notes from site, payments, and the details needed to pay them and to meet our Construction Industry Scheme (CIS) and tax obligations, including bank details, Unique Taxpayer References (UTR) and National Insurance numbers. When a worker taps Arrived or Left on a job in our worker app, we record the time and, if they allow it on their phone, their location at that moment. We also keep a location they choose to share with us on WhatsApp.
  • Subcontractor firms: what they give us in our subcontractor pack, which they fill in online through a private link: business, contact, tax, VAT and CIS details; insurance and accreditation details and certificates; their answers to our health and safety questions (including DBS certificate numbers, if they give them) and the documents they attach; bank details; and their signature on our self-billing agreement, recorded with the date, time and internet address it was sent from. We also record our checks: their CIS status with HMRC, and a phone call to confirm their bank details before we pay them. For each firm we keep the people we deal with there (names, roles and contact details) and notes of our calls, messages, emails and meetings with them; calls from their numbers to our office line and their WhatsApp messages to us are noted on the firm's record. Emails between our team and the people at a subcontractor are also filed on its record word for word, with their attachments. Recordings of our calls with them are kept, typed out and summarised by AI.
  • Messages and calls: messages, photos, documents and voice notes about enquiries and jobs that reach us by WhatsApp, Slack or email, and a log of calls to our office line (who called, when, and whether we answered). Site photos are labelled with the room or area they show, using the voice notes and messages sent with them.
  • Our team's emails, calls and messages: every email sent and received through AvanCourt email accounts (including emails between colleagues, and with anyone outside AvanCourt) with its attachments; calls to our office line (who called, when, whether answered and for how long) and, where calls are recorded, the recording, typed out and summarised by AI; and WhatsApp messages to and from the AvanCourt number. Anyone who emails, calls or messages our team is therefore part of this record. It is kept in one place that only the company's owner can open; the owner can search it and ask an AI questions about it, and every look is logged. We keep it to have a reliable record of what was said and agreed with clients, subcontractors, suppliers and colleagues, to resolve disputes, and to meet our legal obligations. Our team is told about it in writing.
  • People who use the system: name, email address and a record of the changes they make.

Our lawful bases are carrying out our contracts, meeting our legal obligations (including tax and CIS), and our legitimate interest in running our business.

What it does with QuickBooks data

When AvanCourt Ltd connects its own QuickBooks Online company, AvanCourt CRM:

  • reads the company name, to show which company is connected, and the list of accounts, to find the accounts it records payments in;
  • creates suppliers (each subcontractor's name), customers and jobs, and a bill for each subcontractor payment, showing the labour by job, any receipts, the CIS deducted and any other deductions;
  • deletes a bill it created if that payment is later marked as unpaid.

Workers' bank details and tax references are never sent to QuickBooks. We use this access only to keep AvanCourt Ltd's own accounts up to date. QuickBooks data is never sold, never shared for anyone else's use, and never used for advertising or to train AI models.

Who else handles the details

These services handle the details only to provide their services to us:

  • Cloudflare hosts AvanCourt CRM and stores its data and files (file storage in the EU). Some features, such as reading receipts, transcribing voice notes and call recordings, translating messages, summarising notes, labelling site photos by room and answering the owner's questions about the team's emails, calls and messages, use AI models that run within Cloudflare's service. Subcontractors fill in our pack on our worker app, which Cloudflare also hosts.
  • Intuit keeps our accounts in QuickBooks Online, and our accountant can see them there.
  • Microsoft 365 runs our email, and sends AvanCourt CRM a copy of every email of our AvanCourt email accounts.
  • Slack, and WhatsApp through Meta and 360dialog, carry messages, photos and voice notes between our team, our workers and our clients.
  • Bark and Zapier pass us new enquiries. SwitchboardFREE runs our office phone line.
  • postcodes.io turns a job's postcode into a map position (only the postcode is sent). Maps in AvanCourt CRM are drawn from OpenStreetMap, its lettering comes from Google Fonts, and directions open in Google Maps. These services see the address of the device that loads them, as any website does.

How it is kept safe

Only invited users can sign in, and every connection is encrypted. The keys that link AvanCourt CRM to QuickBooks are stored encrypted. A subcontractor's pack link is private to them, works for 30 days, and stops showing their answers once they have sent it. When someone stops working with us, their access is removed.

How long we keep it

If an enquiry does not lead to work, we delete its details after 12 months. Job, payment, subcontractor and CIS records are kept for as long as we need them for contractual, warranty and tax purposes, and at least as long as the law requires. Our team's emails, calls and messages are kept for six years and then deleted automatically.

Disconnecting QuickBooks

AvanCourt CRM can be disconnected at any time, either from the list of connected apps in QuickBooks or with Disconnect in AvanCourt CRM (which also cancels the connection at Intuit and deletes the stored keys). From then on it cannot read or change anything there. If Intuit stops accepting the connection, AvanCourt CRM deletes the stored keys and sends nothing until someone at AvanCourt Ltd connects it again. Bills already created stay in QuickBooks as part of the accounts.

Your rights

You can ask to see, correct or delete the details we hold about you by emailing dataprotection@avancourt.co.uk. If you are unhappy with how we have handled them, you can complain to the Information Commissioner's Office at ico.org.uk.

Changes

We may update this policy. The date at the top shows the current version.