Last updated: 26 Aug 2026

1. Who we are

aiBizAssist, trading as On It-Now ("we", "us" or "our"), provides Voice AI, telephony, call-handling, automation and related business services. We are a company registered in England and Wales under company aiBizassist, place of business is at Havant.

For the personal data described in this Privacy Notice, we are generally the controller. You can contact us at  [email protected]. Our website is www.onit-now.ai.

Our Data Protection Officer, if applicable, can be contacted at [email protected].

2. Scope of this notice

This notice explains how we use personal data about website visitors, business prospects, client contacts, suppliers, partners, account users and people who contact us directly. It also explains our limited use of information relating to callers where we need it for our own security, billing, service administration or legal obligations.

When a client uses our Services to handle its calls, the client normally decides why and how caller data is used and is the controller. We generally act as its processor. Callers should also read the privacy notice of the business they called or that contacted them.

3. Personal data we collect

·         Identity and business contact data, such as name, job title, employer, email address, telephone number and business address.

·         Account and contract data, such as login details, permissions, orders, service selections, communications and support history.

·         Billing data, such as invoice details, payment status, transaction references and tax information. Payment-card details may be handled directly by our payment provider and not stored by us.

·         Website and device data, such as IP address, browser, device identifiers, pages visited, referring source, timestamps and cookie choices.

·         Marketing and preference data, including interests, campaign engagement and opt-out records.

·         Voice AI service data, where relevant to our own purposes, such as telephone numbers, call metadata, recordings, transcripts, summaries, messages, appointment information, routing outcomes and technical logs.

·         Security and diagnostic data, such as authentication events, system logs, suspected misuse, error records and fraud indicators.

·         Information you choose to give us in enquiries, meetings, forms, calls or correspondence.

We do not intentionally ask website visitors or business contacts for special-category data or criminal-offence data. Voice AI calls may incidentally contain sensitive information. Clients must configure their service to avoid unnecessary collection and tell us before using the Services for sensitive data.

4. How we obtain personal data

·         directly from you when you contact us, request a demonstration, buy or use Services, complete a form or communicate with us;

·         from our business clients and their authorised users;

·         through our website, cookies, analytics and security technologies;

·         from service providers such as payment, CRM, calendar, email, telephony, hosting and analytics providers;

·         from public business sources, professional networks, Companies House, referrals, events and business data providers where lawful; and

·         from calls and connected systems used to deliver, secure and administer the Services.

5. How and why we use personal data

Purpose Data used Lawful basis

Respond to enquiries, provide demonstrations and take pre-contract steps

Identity, contact, enquiry and meeting data

Legitimate interests; steps requested before a contract

Set up, provide, support and bill for Services

Account, contract, service, usage, billing and communication data

Contract; legitimate interests; legal obligation

Operate Voice AI and connected workflows for clients

Call content, recordings, transcripts, contact and appointment data

Normally processed as processor on client instructions

Secure, monitor and improve the Services

Account, device, diagnostic, usage and security data

Legitimate interests; legal obligation where applicable

Manage suppliers, partners and professional relationships

Identity, contact, contract and payment data

Contract; legitimate interests

Send relevant B2B marketing and measure engagement

Business contact, preference and engagement data

Consent where required; otherwise legitimate interests subject to PECR and objection rights

Meet tax, accounting, legal and regulatory duties

Contract, billing, identity and communication data

Legal obligation; legal claims

Establish, exercise or defend legal claims

Relevant records and communications

Legitimate interests; legal claims

Where we rely on legitimate interests, those interests include operating and improving our business, protecting systems, supporting clients, keeping appropriate records and promoting relevant B2B services. We consider the necessity and impact of the processing and do not rely on legitimate interests where your rights override our interests.

6. Calls, recordings and AI

Our Voice AI technology may answer or make calls, transcribe speech, generate responses, summarise conversations, route calls, collect details and trigger agreed workflows. Callers should be told promptly when they are interacting with AI. Where recording or transcription is enabled, an appropriate notice should be provided.

We do not use personal data to make solely automated decisions that produce legal or similarly significant effects for individuals for our own purposes.

We will not use client call content to train general-purpose AI models for our own purposes unless this has been expressly agreed, is lawful and is clearly explained. Confirm that each technology provider is configured consistently with this statement before publication.

7. Marketing communications

We may send relevant business communications where permitted by law. You can object or unsubscribe at any time by using the link in a message or contacting [email protected]. We maintain suppression records so that we can respect opt-outs. We do not sell personal data for third-party marketing.

8. Cookies and website technologies

We use strictly necessary technologies to operate and secure the website. We use analytics, advertising or other non-essential cookies only as described in our Cookie Notice and, where required, after obtaining consent.

9. Who we share personal data with

·         hosting, cloud, AI model, telephony, transcription and communications providers;

·         CRM, scheduling, workflow automation, support and email providers;

·         payment processors, banks, accountants, insurers and professional advisers;

·         analytics, website security and cookie-management providers;

·         regulators, courts, law-enforcement bodies or public authorities where required;

·         other parties where you instruct us or give valid consent.

10. International transfers

Some providers may process personal data outside the UK. Where a restricted transfer occurs, we use a lawful transfer mechanism, such as UK adequacy regulations, the UK International Data Transfer Agreement, the UK Addendum to approved EU standard contractual clauses, or another permitted safeguard. We also carry out risk assessments where required. Contact us for relevant transfer information.

11. How long we keep personal data

We keep personal data only as long as reasonably necessary for the purpose collected, including legal, tax, accounting, security and dispute requirements. Complete the periods below to match your actual systems and contracts.

Record - Proposed period to confirm

Prospect and enquiry records

24 months after last meaningful contact

Client account and contract records

Contract term plus 6 years

Invoices and tax records

In line with applicable tax/accounting duties

Voice recordings and transcripts processed for clients

Service default and client-configurable period

Marketing suppression records

Kept as necessary to honour the opt-out

12. Security

We use appropriate technical and organisational measures designed to protect personal data, including access controls, authentication, encryption where appropriate, supplier due diligence, logging, backups, incident procedures and staff confidentiality. No online system is completely secure. If you believe personal data has been compromised, contact [email protected] immediately.

13. Your rights

Depending on the circumstances, you may have rights to be informed, access your personal data, correct it, have it erased, restrict its use, receive portable data, object to processing, withdraw consent and ask for human review of certain automated decisions. These rights may be limited by law.

To exercise a right, contact [email protected]. We may need to verify your identity. If we process data only for a client, we may refer your request to that client as controller.

14. Complaints

Please contact us first so we can try to resolve your concern. You also have the right to complain to the Information Commissioner’s Office at https://ico.org.uk/make-a-complaint/ or by telephone on 0303 123 1113. If you are outside the UK, you may also have the right to contact your local data-protection authority.

15. Children

Our website and Services are intended for businesses and are not directed to children. Clients must not configure the Services to collect children’s personal data unless this is expressly agreed and appropriate legal and safeguarding measures are in place.

16. Changes to this notice

We may update this notice to reflect changes in our Services, providers or legal obligations. We will post the updated version and change the date above. We will actively communicate material changes where appropriate.

17. Contact details

Privacy contact: Debbie Wallace
Email: [email protected] or [email protected]
Telephone: +44 (0) 77534 204 836