This policy explains how ONIX Technologies Limited handles personal information when you use our website, contact us, book a demonstration or interact with our website services.
1. Who we are and how to contact us
ONIX Technologies Limited (“ONIX”, “we”, “us” or “our”) is a company registered in England and Wales under company number 16082413. Its registered office is 128 City Road, London, EC1V 2NX, United Kingdom.
For most information collected for our own website, enquiries, sales activity and business relationships, ONIX is the data controller. If ONIX processes information on behalf of a business customer through iX, ONIX AI or related services, the customer may instead be the controller and ONIX may act as processor under the relevant contractual arrangements.
To ask about privacy, exercise your rights or make a data protection complaint, email hello@onix.co.
2. When this policy applies
This policy covers information collected through www.onix.co and associated ONIX website features, including contact forms, Help Me Choose, embedded chat, demo booking, communication channels and, where available, unified communications (UC) enquiries and order requests. It also covers contact information processed by ONIX when communicating with prospective or existing business customers.
It is not a replacement for privacy information provided by an ONIX business customer to its own contacts, nor for the terms governing customer-controlled information inside iX or ONIX AI. The website is intended principally for business users and is not directed at children.
3. What personal information we collect
Website enquiries. When you use our embedded contact form, the information you submit is handled through our iX service to respond to your enquiry. This may include your name, email address, company, telephone number and enquiry details, along with submission and technical information collected by the form provider. The website does not independently copy these submissions into its enquiry database.
Help Me Choose. The guided selection questions use your choices in your browser to show a suggested capability or demonstration route. The website does not separately store those question answers in its enquiry database. If you follow a demonstration link, the selected capability can be included in the link address.
Chat and AI-supported interactions. If you use the Help Me Choose chat, the content you enter and related interaction details are handled through our iX platform. The information that service collects can include messages, names and contact details you choose to provide, conversation identifiers and technical information associated with the interaction. The website does not independently copy chat messages into its contact-form database.
Demonstration bookings. Demo bookings take place through an embedded external booking facility at iX. Information entered into that facility is provided to the booking service rather than to the website contact-form database. It may include your contact details, preferred time, booking selections and relevant appointment information.
UC service enquiries and orders. Where the website offers communication-service enquiries, configuration or ordering, we may collect names, business and contact details, addresses, selected service options, configuration or porting details, order notes and related transaction information. Some draft details may temporarily be held in your browser’s session storage while you complete a request.
Messages and communications. We may hold emails, SMS messages, telephone call details, conversation history, meeting notes, support enquiries and related correspondence. Recordings or transcripts may be processed where those features are enabled and an appropriate notice is provided.
Technical information. Our website, hosting and embedded service providers can receive IP addresses, browser or device details, time and page requests, security and diagnostic information, cookie or similar identifiers, and information necessary to provide the requested feature. Google Fonts is also requested from an external provider when the relevant site assets load.
Business contact information. We may receive professional contact details and relevant business information from enquiries, introductions, referrals, public business sources and professional networks where lawful.
Please avoid including sensitive personal information, payment card details or confidential material in general enquiry forms or public chat unless we have specifically requested it through an appropriate secure process.
4. How and why we use your information
We use personal information for the purposes below, relying on the appropriate legal basis under the UK General Data Protection Regulation (UK GDPR):
Responding to enquiries and managing business contact. Our legitimate interests in responding to requests and managing commercial relationships. Where you contract with us in a personal capacity, processing may instead be necessary to take steps at your request before entering into a contract.
Arranging demos, appointments and follow-up. Our legitimate interests in arranging requested meetings and understanding relevant business requirements, or steps towards a contract where appropriate.
Providing services, handling orders and support. Performance of a contract where the individual is a party, legitimate interests in managing business-customer relationships, and compliance with legal obligations where relevant.
Website chat and automated responses. Our legitimate interests in helping visitors obtain information and managing enquiries efficiently. We use information supplied during interactions to respond, understand requirements and follow up where relevant.
Website security, diagnostics and prevention of misuse. Our legitimate interests in operating a reliable and secure website and protecting the service and its users.
Direct marketing. Consent or legitimate interests, as appropriate to the activity and recipient, subject to the Privacy and Electronic Communications Regulations (PECR). We also honour applicable marketing objections and opt-outs.
Cookies and similar technologies. Consent where PECR requires it, or an applicable exception where the purpose and conditions allow. If personal information is also processed, an appropriate UK GDPR lawful basis applies.
Legal obligations and disputes. Compliance with legal requirements or legitimate interests in establishing, exercising or defending legal claims.
Where we rely on legitimate interests, our interests generally concern operating the website, answering business enquiries, maintaining relevant records and carrying out appropriate business development. We consider whether those interests are outweighed by the rights and interests of the individuals concerned.
5. Marketing and communications preferences
Submitting a website enquiry does not by itself subscribe you to an email marketing list. We may send replies, meeting information and relevant follow-up relating to your enquiry. Separate direct marketing is subject to the relevant UK GDPR and PECR requirements, which differ between corporate subscribers and individuals such as sole traders.
Every marketing message sent by ONIX will identify the sender and provide an appropriate way to stop further marketing. You can also object to direct marketing at any time by emailing hello@onix.co. We may keep the minimum details necessary on a suppression list to respect that objection.
6. AI and automated website features
ONIX uses structured automation and, in some services, AI to support enquiry handling, responses, communications, appointments and follow-up. These features support defined operational processes; they do not replace the need for appropriate human oversight.
The Help Me Choose guided questions provide a product or demonstration suggestion based on the selections made. Such a suggestion is not, in itself, a decision with legal or similarly significant effects on a person. AI-generated replies can be inaccurate or incomplete, and you may contact our team directly for clarification.
If ONIX were to use solely automated decision-making with legal or similarly significant effects on individuals, we would provide the required information and safeguards under applicable law. These can include the ability to seek human intervention, make representations and contest a significant decision.
7. Who receives your information
Depending on which feature you use, information may be handled by the following providers or categories of provider:
- Our hosting/database infrastructure, used for our website and contact-form submissions.
- iX service, used for embedded chat and relevant CRM or communications functions.
- Our embedded demo-booking provider, accessed through iX
- Google, when your browser requests externally hosted website fonts.
- Relevant communications, support, payment, professional-advice and infrastructure providers where needed for the service or relationship.
We may also disclose information where required by law, to protect legal rights or in connection with a legitimate business transaction subject to applicable safeguards. Providers may use sub-processors in accordance with their service arrangements. The precise services receiving information vary with the features you use. Independent websites may have their own privacy notices.
8. International processing and transfers
Some providers and their sub-processors may be based outside the United Kingdom or may make information accessible from other countries. Where a transfer is restricted by UK data protection law, it must be supported by an appropriate legal mechanism, such as UK adequacy regulations, an International Data Transfer Agreement or the UK Addendum to standard contractual clauses, or another permitted mechanism.
For information about the safeguards relevant to your data, contact hello@onix.co. Particular hosting locations and transfer arrangements can depend on the provider and service in use.
9. How long information is kept
We assess retention by reference to the purpose of the information, the nature of the relationship, the need for appropriate follow-up or support, applicable legal and accounting duties, potential disputes and the need to honour marketing objections. Different systems and record types may have different retention and recovery periods.
General website enquiries. Retention is assessed from the enquiry date and whether the matter remains active, requires follow-up or must be retained for a justified legal or operational reason.
Prospects and demo information. We assess whether there is an ongoing business relationship or recent meaningful engagement. Sending an automated marketing message alone does not mean a record needs to be retained indefinitely.
Customer and transaction information. We retain necessary records during the relationship and for relevant contractual, tax, accounting or claims periods afterwards. We do not assume every message or call recording must be kept for the same period as an invoice.
Chats, recordings, logs and browser information. We assess their use for enquiry handling, support, security or troubleshooting and whether shorter periods or anonymisation are appropriate. Copies may remain in system backups for a separate recovery period.
Marketing objections. We may retain minimal suppression details where necessary to prevent further unwanted contact.
We delete or anonymise information when it is no longer needed for a lawful purpose, subject to applicable retention exceptions and the practical operation of backup and recovery systems. You may ask us about the retention criteria applying to a particular record.
10. Cookies and other browser storage
Cookies and similar technologies can be used to provide website functions, remember preferences, support chat and booking tools, maintain session information and, where enabled, measure website use. Some external tools may use cookies, local storage or other identifiers when loaded or used.
Our website includes chat provided through the iX service and a demo-booking facility. The UC journey may use browser session storage for selections and information needed while completing a request. External fonts also involve browser requests to a third-party service.
Some technologies are exempt from the PECR consent requirement, depending on their precise purpose and the conditions of the exemption. Other technologies require prior consent. You can control or remove many cookies through your browser settings; blocking some technologies may affect website functions. Where a website consent or objection mechanism is required, it must be offered in a suitable way.
11. Security
We take reasonable technical and organisational measures appropriate to the type of information and risk involved. These may include access restrictions, server-side validation, protective website controls and security measures provided by our hosting and service suppliers. No website or electronic transmission can be guaranteed completely secure.
12. Your data protection rights
Subject to the circumstances and any legal exceptions, you may have the right to ask for access to your personal information, correction, deletion, restriction, portability or to object to its processing. You can withdraw consent where consent is the lawful basis. Additional safeguards and rights may apply to certain significant automated decisions.
You have the right to object at any time to the use of your personal information for direct marketing. If you do, we will stop using it for that purpose.
To exercise a right, email hello@onix.co. We may reasonably verify your identity. We will respond within the period required by law, subject to any permitted extension or exception.
13. Changes to this policy
We may update this policy when our services, website systems or legal obligations change. The current version will be displayed on our website with its most recent update date. Where the law requires additional notice or consent for a new use, we will provide it.
14. Complaints and contact
Please send privacy enquiries or data protection complaints to hello@onix.co. We will acknowledge a complaint within 30 days of receipt and take appropriate steps to investigate, keep you informed and communicate an outcome without undue delay.
You also have the right to complain to the UK data protection regulator, the Information Commissioner’s Office (ICO): ico.org.uk