Who we are
Seven IQ is the business system operated by Audio 7 Limited t/a Seven Integration ("we", "us") to run our audio-visual and smart-home installation business. It is used by our staff, and — in a limited way — by our clients: through the client portal, the online handover booking form, and the quote sign-off and works-approval pages we email links to. This policy covers all of those.
Contact for anything in this policy: finance@sevenint.co.uk · 01273 033859 · 1 Dairy Place, Hove, BN3 6LE
What we store
- Client and site records — names, contact details, site addresses and the equipment we have installed, so we can service and support those installations.
- Handover bookings — the details you give on our handover form (name, email, phone, internet provider, any extra people who need system accounts, and anything you tell us in the free-text boxes), used to arrange and carry out your handover.
- Job and support records — work orders, engineer notes, photos of installations, and support tickets (including emails sent to our service mailbox and any attachments on them).
- Call records — when you phone us, our phone system tells Seven IQ the number and time of the call so we can bring up the right site and log the enquiry. Calls are not recorded by Seven IQ.
- Commercial records — quotes, invoices, payments and purchase orders.
- Staff accounts — name, work email address and calendar/holiday information for our employees.
- Activity records — an internal log of changes made in the system (who changed what, when), including sign-ins to the client portal, kept for security and accountability.
The client portal and emailed links
Clients sign in to the portal with a single-use link emailed to the address we hold — we never store a password for you, and each link expires after 30 minutes or one use. Signed in, you see only what relates to your own systems: your quotes, invoices, visit history, support requests, and the system details we choose to publish. Quote sign-off and works-approval pages are reachable only by the unique link emailed to you.
QuickBooks Online
Seven IQ connects to our own QuickBooks Online company through Intuit's API so that invoices we raise are recorded in our accounts and payments recorded in QuickBooks are reflected back. Only the data needed for that purpose is exchanged: customer names, invoice lines and amounts, VAT codes and payment records. QuickBooks access tokens are stored encrypted and can be revoked at any time by disconnecting from within Seven IQ or from the Intuit account settings. We do not share QuickBooks data with anyone outside our company.
Why we hold this data
To perform our contracts with clients (installing, maintaining, handing over and supporting their systems), to keep proper accounting records as required by law, and for our legitimate interest in running the business efficiently and securely.
Who can see it
Our staff, on a need-to-know basis controlled by role permissions; and each client, their own records through the portal. We use a small number of service providers to run the system: IONOS (web hosting, in the EU), Google Workspace (email and staff sign-in), Intuit QuickBooks (accounting), Slack (internal notifications), our telephone system provider (call notifications), and bunny.net (a European, no-log content delivery network that serves the site's font files). They process data on our behalf under their own security terms. We do not sell personal data or share it for marketing.
Cookies
Seven IQ sets only the strictly necessary cookies needed to keep you signed in and to protect forms from forgery. There are no advertising, analytics or tracking cookies, which is why you don't see a cookie banner.
Security
Staff access is by Google Workspace sign-in; client access is by single-use emailed links. Sensitive fields such as system credentials and API tokens are stored encrypted. Data is transmitted over HTTPS and the database is backed up nightly.
Retention
Client, job and financial records are kept for as long as we support the installation and for the period required by UK tax and accounting law (normally six years after the end of the relevant financial year), after which they are deleted or anonymised. The internal activity log is kept for 18 months. Portal sign-in links are single-use and expire within 30 minutes.
Your rights
If we hold information about you, you can ask for a copy of it, have it corrected, or — where we no longer need it — have it deleted. Email finance@sevenint.co.uk. You also have the right to complain to the Information Commissioner's Office (ico.org.uk). We are registered on the ICO's data protection register, registration number ZA869489.