Privacy Policy
How we collect, use, and protect your personal data.
Last Updated: June 3, 2026
1. Who We Are
For the purposes of this Privacy Policy, "Octo Manus", "we", "us", or "our" refers to the legal entity Octo Manus, reachable at info@octomanus.com. We are the data controller for the personal data we process through this website, unless otherwise stated.
2. Personal Data We Collect
When you contact us, complete a form, book a call, or send a project enquiry, we may collect: your name, company name, job title or role, email address, phone number, country or location, industry, company size, services you are interested in, project timeline, budget range, and details about your business challenge or project. When you visit our website, we may also collect limited technical information such as IP address, browser type and version, device type, pages visited, time and date of visit, and referral source. This technical information may be collected through cookies, analytics tools, or hosting logs.
3. How We Use Personal Data
We use personal data to respond to enquiries; assess whether and how we can support your project; prepare proposals, recommendations, or project scopes; book and manage calls or meetings; provide AI advisory, workflow automation, AI agent, or related consulting services; manage client relationships; improve our website and communication; maintain website security; and comply with legal, tax, accounting, or regulatory obligations. We do not sell your personal data.
4. Legal Basis for Processing
We process personal data only where we have a valid legal basis. Depending on the situation, we may rely on: your consent (where you submit a form or choose to provide information); pre-contractual steps (where you ask us to assess a potential project or respond to a service request); contractual necessity (where processing is required to provide services); legitimate interests (such as responding to business enquiries, improving our services, and managing client relationships); or legal obligation (where we need to retain or process data for tax, accounting, or legal purposes).
5. Cookies and Analytics
Our website may use cookies or similar technologies to make the website function correctly, improve performance, understand how visitors use the site, and support security operations. If we use analytics, marketing, or non-essential cookies, we will provide information about those tools and request consent where required by applicable law. You can usually control cookies through your browser settings.
6. Third-Party Service Providers
We may use trusted third-party service providers to operate our website and business, such as website hosting providers, email and communication tools, form or CRM tools, cloud storage providers, analytics providers, scheduling tools, and payment or accounting service providers. These providers may process personal data only where necessary to provide their services to us and under appropriate data protection terms.
7. AI Tools and Automation
As an AI consulting and automation business, we may use AI tools, automation platforms, or software systems to support internal workflows, project analysis, or service delivery. Where personal data or business information is processed using such tools, we apply appropriate safeguards, access controls, and data minimisation. We do not use confidential client materials to train public AI models unless clearly agreed with the client. For client projects, the specific tools, data flows, and safeguards may be agreed separately in a contract or data processing agreement.
8. International Data Transfers
Some of our service providers may process or store data outside your country or outside the European Economic Area. Where required, we rely on appropriate safeguards such as adequacy decisions, standard contractual clauses, or other lawful transfer mechanisms.
9. Data Retention
We keep personal data only for as long as necessary for the purposes described in this Privacy Policy. As a general rule: enquiry data may be kept for up to 24 months after the last communication; client and project data may be kept for the duration of the business relationship and a reasonable period afterwards; accounting, tax, or legal records may be kept for the period required by applicable law; website technical logs may be kept for a limited period for security and operational purposes. We may delete, anonymise, or securely archive data when it is no longer needed.
10. How We Protect Personal Data
We use reasonable technical and organisational measures to protect personal data against unauthorised access, loss, misuse, alteration, or disclosure. These measures may include restricted access to business systems, password protection and account security, secure storage tools, confidentiality controls, limited access to client files, and careful selection of service providers. No website or online service is completely secure, so please avoid sending highly sensitive information through website forms unless necessary.
11. Your Rights
Depending on your location and applicable law, you may have the right to: request access to your personal data; request correction of inaccurate or incomplete data; request deletion of your personal data; request restriction of processing; object to processing based on legitimate interests; withdraw consent where processing is based on consent; request data portability; and lodge a complaint with a data protection authority. To exercise your rights, contact us at info@octomanus.com. We may need to verify your identity before responding.
12. Marketing Communications
We will only send marketing communications where permitted by law. You may unsubscribe from marketing emails at any time by using the unsubscribe link in the email or by contacting us directly. We do not sell your contact details to third parties for marketing purposes.
13. Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our website, services, tools, or legal obligations. The updated version will be published on this page with a revised Last Updated date.
14. Contact Us
For questions about this Privacy Policy or how we process personal data, contact us at info@octomanus.com.