1. Who we are
Be AI Assist Ltd (“Be AI Assist”, “we”, “us”, “our”) is a company registered in England and Wales with company number 16691950.
Our registered address is:
24 Holborn Viaduct
London
EC1A 2BN
United Kingdom
We provide missed-call recovery, lead capture, booking workflows, AI reception, follow-up messaging, and related automation services for local service businesses.
2. Scope of this policy and our privacy roles
2.1 When this policy applies
This Privacy Policy explains how we handle personal data in connection with:
- our website, forms, and bookings,
- sales enquiries and business communications,
- our service delivery to business clients,
- calls, messages, transcripts, notes, and follow-up communications processed through our systems.
2.2 When we are a data controller
We act as a data controller when we process personal data for our own business purposes, including:
- running our website,
- handling enquiries and demo bookings,
- managing contracts, billing, and support,
- marketing our services to relevant business contacts.
2.3 When we act for our clients
When we provide services for one of our business clients and process data relating to their customers, callers, leads, tenants, landlords, guests, or other contacts, that client will usually be the data controller and we will act as a data processor on their behalf.
In those cases, we process personal data according to the client’s instructions and any applicable contract or data processing terms.
3. Personal data we collect
The data we collect depends on how you interact with us and whether you are a website visitor, a business contact, a client, or someone interacting with one of our clients through our systems.
3.1 Website visitors and enquiry contacts
- name, email address, phone number, company name, and job title,
- details you submit through forms, booking tools, emails, or phone calls,
- technical data such as IP address, browser type, device type, and website usage data.
3.2 Client contacts
- business contact details,
- service package details, contract and billing information,
- support requests, implementation notes, and account history.
3.3 Data processed through our service delivery
Where our systems handle calls, texts, or messages for a business client, we may process:
- names, phone numbers, email addresses, and message content,
- call metadata such as date, time, duration, call status, and routing outcome,
- call recordings, transcripts, and summaries, where recording or transcription is enabled,
- job details, booking details, property details, or service request information,
- callback preferences, appointment windows, and follow-up notes.
3.4 Special category and sensitive data
We do not intentionally request special category personal data unless there is a clear business need and an appropriate lawful basis.
If a caller voluntarily shares sensitive information, we aim to minimise unnecessary storage and only process what is reasonably needed for the service involved.
4. How we use personal data
4.1 To run our website and respond to enquiries
We use personal data to:
- reply to website enquiries and demo requests,
- arrange meetings, calls, and follow-ups,
- understand interest in our services,
- improve our website and pages.
4.2 To deliver our services
We use personal data to deliver the services our clients have asked us to provide, including:
- recovering missed calls,
- sending missed-call text-back messages,
- handling two-way SMS or messaging conversations,
- capturing lead details,
- scheduling callbacks or appointments,
- sending confirmations, reminders, or follow-up messages,
- logging call outcomes, notes, transcripts, or summaries,
- escalating urgent or emergency enquiries.
4.3 To operate and improve our business
We may also use personal data to:
- manage billing, contracts, and support,
- monitor service quality and troubleshoot issues,
- review performance and improve workflows,
- protect our systems, clients, and business from misuse or fraud.
4.4 Legal bases for processing
Depending on the situation, we rely on one or more of the following legal bases:
- contract — where processing is necessary to enter into or perform a contract,
- legitimate interests — where processing is reasonably necessary for business operations, service delivery, security, or relevant B2B marketing,
- legal obligation — where processing is needed to comply with the law,
- consent — where consent is the appropriate basis.
4.5 Calls, recordings, and transcripts
Where calls are recorded or transcribed, that is used for service delivery, review, quality control, issue handling, or agreed reporting.
Businesses using our services are responsible for ensuring the operating setup suits their own legal and business requirements. Where appropriate, recording or AI-assistant notices may be included in call handling flows.
6. How long we keep personal data
We keep personal data only for as long as reasonably needed for the purpose it was collected, or as required for legal, accounting, operational, or contractual reasons.
6.1 Typical retention examples
- website enquiries and sales contact data: for as long as needed to respond, manage the relationship, and maintain relevant business records,
- client records and billing information: for as long as reasonably required for contract administration and financial record-keeping,
- call logs, transcripts, and service records: for the period agreed with the relevant client or needed for support, reporting, or troubleshooting,
- recordings: only for as long as the relevant service setup, client instructions, or lawful retention need requires.
7. Your privacy rights
Depending on the circumstances, you may have rights to:
- access your personal data,
- correct inaccurate data,
- request deletion of data,
- restrict processing,
- object to certain processing,
- request portability where applicable,
- withdraw consent where consent is the basis.
If we are processing your data for one of our clients, we may need to direct your request to that client because they are the controller for that data.
9. Contact and complaints
9.1 Contact us
If you have questions about this Privacy Policy or how we handle personal data, you can contact us at:
Email: cs@beaiassist.com
Post: Be AI Assist Ltd, 24 Holborn Viaduct, London, EC1A 2BN, United Kingdom
9.2 Complaints
If you are unhappy with how your data has been handled, please contact us first so we have a fair chance to resolve the issue.
You may also raise concerns with the UK Information Commissioner’s Office (ICO).
10. Changes to this Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our services, our processes, or legal requirements.
When we do, we will update the “Last updated” date at the top of this page.
This Privacy Policy is a commercially aligned website draft and should be reviewed professionally before final publication.