OCTALAP PRIVACY POLICY

1. Definitions and Interpretation

1.1 Definitions

In this Privacy Policy, the following definitions apply:

• “Company”, “we”, “us”, or “our” means Octalap Ltd, a company incorporated in England and Wales with registered number 16696174 whose registered office is at 9-12 Middle Row, Maidstone, Kent, United Kingdom, ME14 1TG.
• “Data” means all information that you submit to the Company via the Website or through the use of our services, including personal data as defined under Data Protection Laws.
• “Data Protection Laws” means all applicable legislation relating to the processing of personal data including but not limited to: the UK General Data Protection Regulation (“UK GDPR”); the Data Protection Act 2018; the Privacy and Electronic Communications (EC Directive) Regulations 2003 (“PECR”); and any amendment or replacement of the foregoing laws.
• “User” or “you” means any third party accessing the Website or engaging our services.
• “Website” means www.octalap.ai and any sub-domains unless expressly excluded.
• “Cookies” means small text files placed on your device when you access the Website.

1.2 Interpretation

Unless the context requires otherwise:

1. The singular includes the plural and vice versa.
2. References to clauses are references to clauses in this Privacy Policy.
3. “Including” means “including without limitation.”
4. Headings do not form part of this Policy.

2. Scope of this Privacy Policy

1. This Privacy Policy applies only to the actions of the Company and Users in relation to this Website and our services.
2. It does not extend to third-party websites accessible via links.

3. Data Controller

1. For the purposes of the applicable Data Protection Laws, Octalap Ltd is the Data Controller.
2. This means we determine the purposes and manner in which your Data is processed.

4. Data We Collect

We may collect the following Data:

• Name
• Job title and company information
• Email address
• Telephone number
• Business contact details
• Payment and billing information (processed securely via third parties)
• IP address (automatically collected)
• Browser type and version (automatically collected)
• Operating system (automatically collected)
• Usage data including pages visited, time spent, referring URLs
• Communication records
• General business information

In each case, in accordance with this Privacy Policy.

5. How We Collect Data

5.1 Data is given to us by you when:

• You contact us
• You request a demo
• You purchase services
• You complete forms
• You subscribe to marketing
• You interact with our AI systems

5.2 Data may be collected automatically via Cookies and analytics technologies.

5.3 We may receive limited business data from publicly available sources such as Companies House.

6. Our Use of Data

6.1 We may use Data for:

• Internal record keeping
• Providing AI automation services
• Improving our products and systems
• Responding to enquiries
• Market research
• Marketing communications
• Security and fraud prevention

6.2 We may rely on legitimate interests where appropriate. You have the right to object (see Clause 12).

7. Legal Basis for Processing

We process Data under:

• Contractual necessity
• Legitimate interests
• Consent
• Legal obligation

Where consent is required under PECR, we will obtain explicit opt-in consent.

8. Automated Communications & AI Systems

8.1 As part of our services, we may use:

• AI-powered voice agents
• Automated or recorded voice calls
• Email automation
• SMS/text messaging
• Conversational AI systems

8.2 By providing your contact details, you consent to receiving communications via automated means where permitted by law.

8.3 You may withdraw consent at any time by contacting privacy@octalap.com or using the opt-out mechanism provided.

8.4 All automated communications comply with UK GDPR and PECR.

9. Data Sharing

9.1 We may share Data with:

• Employees and contractors
• Professional advisers
• Hosting and IT service providers
• Payment processors
• Regulatory authorities where required

9.2 We do not sell personal data.

10. International Transfers

Where Data is transferred outside the UK, appropriate safeguards will be implemented in accordance with Data Protection Laws.

11. Data Retention

11.1 We retain Data only for as long as necessary.

11.2 Data may be retained for legal, tax, or regulatory purposes where required.

12. Your Rights

You have the right to:

• Access
• Rectification
• Erasure
• Restrict processing
• Data portability
• Object to processing
• Withdraw consent

To exercise your rights, contact privacy@octalap.com.

You may also lodge a complaint with the Information Commissioner’s Office (ICO).

13. Keeping Data Secure

We implement appropriate technical and organisational measures including:

• Secure servers
• Encryption
• Access controls
• Monitoring systems

If you suspect misuse, contact privacy@octalap.com immediately.

14. Cookies

14.1 The Website may place Cookies on your device.

14.2 Cookies used may include:

• Strictly necessary cookies
• Analytical/performance cookies
• Functionality cookies
• Targeting cookies

14.3 Cookies are used in accordance with PECR. You may disable Cookies via your browser settings.

15. Business Transfers

In the event of a merger, acquisition, restructuring, or sale of assets, Data may be transferred to the new controlling entity. We will take reasonable steps to ensure continued protection of your Data.

16. Governing Law

This Privacy Policy shall be governed by and interpreted in accordance with the laws of England and Wales. All disputes shall be subject to the exclusive jurisdiction of the courts of England and Wales.

17. Changes to this Privacy Policy

We reserve the right to amend this Privacy Policy from time to time. Any changes will be posted on the Website and will take effect immediately upon publication. Continued use of the Website constitutes acceptance of the updated Policy.