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    Privacy Policy

    How we collect, use, and protect your personal information

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    Privacy Policy

    Last Updated: January 15th, 2025

    Octasoft Ltd ("we", "our", or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website https://www.octasoft.co.uk or use our services.

    This Privacy Policy complies with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. We are committed to processing your personal data lawfully, fairly, and transparently.

    1. About Octasoft Ltd

    Octasoft Ltd is a UK limited company providing DevOps consulting and infrastructure management services.

    Company NameOctasoft Ltd
    Registered Address4 The Pound, Charlton, Oxon, OX12 7HN
    Company Registration Number06633005
    VAT Number936275306
    Contact Emailcontact@octasoft.co.uk

    2. Information We Collect

    Personal Information

    We may collect the following personal information when you use our website or contact us:

    Data TypePurposeLegal Basis
    Name and contact detailsTo respond to inquiries and provide servicesLegitimate interest / Contract
    Email addressCommunication and service deliveryConsent / Contract
    Company informationTo understand your business needsLegitimate interest
    Technical requirementsTo provide appropriate DevOps solutionsContract

    Automatically Collected Information

    Data TypePurposeRetention Period
    IP addressSecurity and analytics12 months
    Browser informationWebsite optimisation12 months
    Usage dataImprove user experience24 months
    CookiesSee our Cookie PolicyVaries by cookie type

    3. How We Use Your Information

    We use your personal information for the following purposes, based on the legal bases identified:

    • Service Provision: To provide and maintain our DevOps consulting services (Legal basis: Contract performance)
    • Communication: To respond to your inquiries and support requests (Legal basis: Contract performance / Legitimate interest)
    • Business Operations: To send you technical notices, updates, and service communications (Legal basis: Legitimate interest)
    • Website Improvement: To improve our website and services based on usage analytics (Legal basis: Legitimate interest)
    • Legal Compliance: To comply with legal obligations, including tax and regulatory requirements (Legal basis: Legal obligation)
    • Marketing: With your explicit consent, to send marketing communications about our services (Legal basis: Consent)

    4. Third-Party Services and Data Sharing

    We work with carefully selected third-party service providers to deliver our services. Your data may be shared with these providers under strict data processing agreements:

    ServicePurposeData LocationPrivacy Policy
    Google AnalyticsWebsite analytics and performance monitoringUK/EU (Google Cloud Platform)Google Privacy Policy
    MailtrapEmail communication servicesEU (GDPR compliant)Mailtrap Privacy Policy
    AWS (Amazon Web Services)Website hosting and infrastructureUK/EU regionsAWS Privacy Policy

    All third-party providers are required to maintain appropriate technical and organisational measures to protect your personal data and comply with UK GDPR requirements.

    5. Your Rights Under UK GDPR

    As a data subject under UK GDPR, you have the following rights regarding your personal data:

    RightDescriptionHow to Exercise
    Right of AccessRequest a copy of your personal data and information about how it's processedEmail contact@octasoft.co.uk
    Right to RectificationRequest correction of inaccurate or incomplete personal dataEmail contact@octasoft.co.uk
    Right to ErasureRequest deletion of your personal data in certain circumstancesEmail contact@octasoft.co.uk
    Right to Restrict ProcessingRequest limitation of how we use your personal dataEmail contact@octasoft.co.uk
    Right to Data PortabilityReceive your personal data in a portable, machine-readable formatEmail contact@octasoft.co.uk
    Right to ObjectObject to processing based on legitimate interests or for direct marketingEmail contact@octasoft.co.uk
    Right to Withdraw ConsentWithdraw consent for marketing communications at any timeUnsubscribe link or email contact@octasoft.co.uk

    How to Exercise Your Rights

    To exercise any of these rights, contact us at contact@octasoft.co.uk. We will respond within 30 days of receiving your request. If you are not satisfied with our response, you have the right to lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk.

    6. Data Security

    We implement appropriate technical and organisational measures to protect your personal data:

    • Encryption of data in transit and at rest
    • Regular security assessments and updates
    • Access controls and authentication
    • Staff training on data protection
    • Incident response procedures

    7. Data Retention

    Data TypeRetention PeriodReason
    Contact form submissions3 yearsBusiness relationship management
    Client project data7 yearsLegal and contractual obligations
    Marketing communicationsUntil consent withdrawnOngoing marketing activities
    Website analytics24 monthsWebsite optimisation

    8. International Transfers

    Your personal data may be transferred to and processed in countries outside the UK/EEA. When we do this, we ensure appropriate safeguards are in place, such as:

    • Adequacy decisions by the UK government
    • Standard contractual clauses
    • Certification schemes

    9. Contact Information

    If you have any questions about this Privacy Policy, please contact us:

    Email: contact@octasoft.co.uk

    Address: 4 The Pound, Charlton, Oxon, OX12 7HN