Privacy Policy
How we collect, use, and protect your personal information
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 Name | Octasoft Ltd |
| Registered Address | Belmont Suite, Paragon Business Park, Chorley New Road, Bolton, Lancashire, England, BL6 6HG |
| Company Registration Number | 06633005 |
| VAT Number | 936275306 |
| Contact Email | contact@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 Type | Purpose | Legal Basis |
|---|---|---|
| Name and contact details | To respond to inquiries and provide services | Legitimate interest / Contract |
| Email address | Communication and service delivery | Consent / Contract |
| Company information | To understand your business needs | Legitimate interest |
| Technical requirements | To provide appropriate DevOps solutions | Contract |
Automatically Collected Information
| Data Type | Purpose | Retention Period |
|---|---|---|
| IP address | Used in passing to derive the contact form identifier below. We do not store it. Our hosting provider may log it as part of delivering the website. | Not retained by us |
| Contact form identifier | Abuse prevention. When you submit the contact form we store a keyed hash of your IP address, not the address itself, so that we can count submissions from the same visitor. We hold no record linking the hash back to an address. | 1 hour |
| Browser information | Website optimisation | As configured on our Google Analytics property |
| Usage data | Improve user experience | As configured on our Google Analytics property |
| Cookies | See our Cookie Policy | Varies 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:
| Service | Purpose | Data Location | Privacy Policy |
|---|---|---|---|
| Google Analytics | Website analytics and performance monitoring | UK/EU (Google Cloud Platform) | Google Privacy Policy |
| Mailtrap | Email communication services | EU (GDPR compliant) | Mailtrap Privacy Policy |
| Vercel | Website hosting and infrastructure | UK/EU regions | Vercel Privacy Policy |
| Upstash | Contact form rate limiting. Receives only a keyed hash of your IP address, held for one hour, and never the address itself. | [TO CONFIRM: region of the Upstash database] | Upstash 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:
| Right | Description | How to Exercise |
|---|---|---|
| Right of Access | Request a copy of your personal data and information about how it's processed | Email contact@octasoft.co.uk |
| Right to Rectification | Request correction of inaccurate or incomplete personal data | Email contact@octasoft.co.uk |
| Right to Erasure | Request deletion of your personal data in certain circumstances | Email contact@octasoft.co.uk |
| Right to Restrict Processing | Request limitation of how we use your personal data | Email contact@octasoft.co.uk |
| Right to Data Portability | Receive your personal data in a portable, machine-readable format | Email contact@octasoft.co.uk |
| Right to Object | Object to processing based on legitimate interests or for direct marketing | Email contact@octasoft.co.uk |
| Right to Withdraw Consent | Withdraw consent for marketing communications at any time | Unsubscribe link or email contact@octasoft.co.uk |
How to Exercise Your Rights
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 Type | Retention Period | Reason |
|---|---|---|
| Contact form submissions | 3 years | Business relationship management |
| Client project data | 7 years | Legal and contractual obligations |
| Marketing communications | Until consent withdrawn | Ongoing marketing activities |
| Contact form identifier (keyed hash) | 1 hour | Abuse prevention on the contact form |
| Website analytics | As configured on our Google Analytics property | Website 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: Belmont Suite, Paragon Business Park, Chorley New Road, Bolton, Lancashire, England, BL6 6HG