Privacy Policy
How OctoX collects, uses, stores and protects your personal data in full compliance with UK GDPR and the Data Protection Act 2018.
Introduction
OctoX Ltd (“OctoX”, “we”, “us”, “our”) is committed to protecting your privacy. This Policy explains how we collect, use, disclose, and safeguard your information when you visit our website or use our services.
By accessing our website or services, you acknowledge you have read and understood this Policy. If you do not agree, please discontinue use of our services.
Data Controller
OctoX Ltd
Astute House, Wilmslow Road, Handforth, Wilmslow, UK, SK9 3HP
Email: admin@octox.co.uk
Phone: +44 161 257 2570
Data We Collect
Information you provide directly
- Name, email address, phone number, company name
- Messages submitted via our contact form
- Account and profile information (where applicable)
- Payment information processed by secure third-party providers
Automatically collected data
- IP address, browser type, device identifiers
- Pages visited, time spent, referring URLs
- Cookie and tracking data (see Section 10)
- Log files and performance metrics
Lawful Bases for Processing
Contract Performance
To fulfil our contractual obligations to you as a client.
Legitimate Interests
To improve our services and prevent fraud.
Consent
For marketing communications and optional cookies.
Legal Obligation
To comply with applicable UK laws and regulations.
How We Use Your Data
- Responding to enquiries and providing customer support
- Delivering contracted AI and software services
- Sending service-related communications and updates
- Marketing communications (only with your consent)
- Improving our website and service quality
- Detecting, preventing, and addressing fraud or security issues
- Complying with legal and regulatory obligations
- Analytics and performance monitoring
Data Sharing
We do not sell, rent, or trade your personal data. We may share data with:
- Service providers cloud hosting, analytics, email delivery under Data Processing Agreements
- Legal authorities when required by law, court order, or regulatory requirement
- Business transfers in connection with a merger, acquisition, or sale of assets, with appropriate notice
All third-party processors are contractually obligated to protect your data in line with GDPR requirements.
Data Security
Despite these measures, no internet transmission is 100% secure. We encourage you to use strong passwords and report any suspected breach immediately.
Data Retention
| Data Type | Retention Period |
|---|---|
| Contact enquiries | 2 years from last interaction |
| Client project data | Contract duration + 7 years |
| Analytics data | 26 months |
| Financial records | 7 years (legal requirement) |
| Marketing consents | Until withdrawn |
Your Rights Under UK GDPR
Access
Request a copy of personal data we hold about you.
Rectification
Correct inaccurate or incomplete data.
Erasure
Request deletion of your personal data.
Restriction
Limit how we process your data in certain circumstances.
Portability
Receive your data in a structured, machine-readable format.
Objection
Object to processing based on legitimate interests.
To exercise any right, contact admin@octox.co.uk. We respond within 30 days. You may also complain to the ICO (ico.org.uk).
Cookies
We use necessary, analytics, and marketing cookies. You can manage your preferences via the banner on first visit or by visiting our Cookie Policy page. For full details see our Cookie Policy.
Children’s Data
Our services are not directed to individuals under the age of 16. We do not knowingly collect personal data from children. If you believe a child has provided us with data, please contact us immediately and we will delete it.
Policy Changes
We may update this Policy periodically. Material changes will be communicated via email and by updating the date at the top of this page. Continued use after changes constitutes acceptance.
Contact Us
OctoX Ltd/ Data Controller
Astute House, Wilmslow Road, Handforth, Wilmslow, UK, SK9 3HP
Email: admin@octox.co.uk
Phone: +44 161 257 2570