Privacy notice.

Draft for review. This replaces the 2020 template on the current site, which referenced US law, a cookie policy that doesn’t exist and an old office address. Have it checked before publishing, and confirm the items marked below.

Who we are

Octotech Ltd (“Octotech”, “we”) is registered in England and Wales under company number 09799103. Our office is at Unit 1, Genesis Business Centre, Redkiln Way, Horsham, West Sussex RH13 5QH. For the information described here we are the data controller under the UK GDPR and the Data Protection Act 2018.

Questions about this notice or your information: support@octotech.co.uk or 01403 888171.

Confirm whether Octotech is registered with the ICO and add the registration number here.

Information we collect

• When you contact us: your name, company, email address, phone number and whatever you tell us in your message.
• When we provide a service: contact details for your staff, account and billing information, records of support tickets, and call recordings where call recording is enabled.
• When you use this website: technical information your browser sends, such as IP address and browser type, held in server logs for security.

When we support your systems we may have access to personal data you hold. In that case we act as your processor under our service agreement, not as a controller, and this notice doesn’t cover that data.

How we use it, and why we are allowed to

• To reply to enquiries and provide quotes: our legitimate interest in responding, or steps before entering a contract.
• To provide and bill for services: performance of our contract with you.
• To keep records we are required to keep, such as accounting records: legal obligation.
• To keep our systems and yours secure: our legitimate interests.
• To send occasional updates about our services to business contacts: our legitimate interests, and you can opt out at any time.

Who we share it with

We don’t sell personal information. We share it only with suppliers that help us run the business, under contracts that require them to protect it, such as our email and productivity provider, telephony platform, hosting provider, accountants and the vendors whose products we supply to you when needed to set up a service.

List key processors if you prefer to be specific, and confirm whether any process data outside the UK and what safeguards apply.

How long we keep it

We keep enquiry information for up to two years if you don’t become a client, client records for the length of our relationship plus six years for legal and accounting purposes, and call recordings for the period agreed with the client.

Confirm these retention periods match practice.

Cookies

This website uses no advertising or tracking cookies. If we add analytics in future we will update this notice and ask for consent where the law requires it.

Your rights

You have the right to ask for a copy of your information, to have it corrected or deleted, to restrict or object to how we use it, to receive it in a portable format, and to withdraw consent where we rely on it. Contact us using the details above and we will respond within one month.

If you are unhappy with how we have handled your information you can complain to the Information Commissioner’s Office at ico.org.uk, though we would appreciate the chance to put it right first.

Changes

We will update this notice when our practices change, and show the date of the latest version at the top.