Octerly Ltd
Company Number: 16751767
Registered Office: 79 Tirydail Lane, Ammanford, Carmarthenshire, SA18 3AN
Email: [email protected]

Effective Date: [Insert Date]

1. Introduction

Octerly Ltd (“Octerly”, “we”, “us”, “our”) is committed to protecting and respecting your privacy.

This Privacy & Cookies Policy explains how we collect, use, store and protect personal data when you visit our website, engage with our services, or interact with us.

We process personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

If you have any questions about this policy or your data, please contact:
[email protected]

2. Who We Are

Octerly Ltd provides AI automation, CRM implementation, marketing automation and related digital services to businesses.

For the purposes of data protection law, Octerly Ltd acts as:

A Data Controller for website visitors, marketing contacts and prospective clients.

A Data Processor where we process data on behalf of our clients through our automation and CRM services.

3. Personal Data We Collect

We may collect and process the following categories of personal data:

3.1 Information You Provide Directly

Name

Email address

Phone number

Company name

Job title

Information submitted via contact forms

Newsletter signup details

Client onboarding information

Payment and billing information

3.2 Information Collected Automatically

When you use our website, we may automatically collect:

IP address

Browser type and version

Device information

Pages visited

Time spent on pages

Referring website

Interaction behaviour (via analytics tools)

3.3 Client Portal & Account Data

Login credentials

Account activity logs

Usage data

CRM records

3.4 AI & Automation Data

Where applicable, data may be processed through AI systems and automation tools to:

Automate communications

Perform scoring or profiling

Deliver chat-based interactions

Analyse performance data

4. How We Use Your Personal Data

We process personal data for the following purposes:

4.1 Contractual Purposes

Delivering our services

Managing client accounts

Processing payments

Providing support

4.2 Legitimate Interests

Improving our website and services

Analysing marketing performance

Business development and growth

Fraud prevention and security

4.3 Marketing Communications

Sending email marketing

Sending SMS communications

Retargeting and advertising campaigns

Newsletters and updates

You can unsubscribe at any time using the link in our communications or by emailing [email protected].

4.4 Profiling & Automation

We may use automation and scoring systems to:

Qualify leads

Segment contacts

Personalise communications

Improve service delivery

This profiling does not produce legal or similarly significant effects.

5. Legal Basis for Processing

Under UK GDPR, we rely on:

Contractual necessity

Legitimate interests

Consent (for marketing and non-essential cookies)

Legal obligation

6. Cookies & Tracking Technologies

We use cookies and similar tracking technologies to improve your experience and analyse website performance.

6.1 Types of Cookies We Use

Essential Cookies
Necessary for website functionality.

Analytics Cookies
Used to analyse traffic and user behaviour.
Tools include:

Google Analytics

Microsoft Clarity

Marketing Cookies
Used for advertising and retargeting:

Facebook Pixel

LinkedIn Insight Tag

These cookies may track browsing behaviour across websites.

6.2 Cookie Consent

Non-essential cookies are only activated with your consent. You can withdraw or modify consent at any time via your browser settings.

7. Third-Party Service Providers

We use trusted third-party providers to operate our services:

Hosting & CRM: Go High Level

Email Services: Google

Analytics: Google Analytics, Microsoft Clarity

Advertising Platforms: Meta (Facebook), LinkedIn

Payments: Stripe

Cloud Storage: Google, Microsoft

These providers may process data on our behalf under contractual safeguards.

Where data is transferred outside the UK, appropriate safeguards (such as Standard Contractual Clauses) are used.

8. Data Retention

We retain personal data only as long as necessary for the purposes collected.

Our standard retention periods are:

Marketing leads: Up to 24 months after last engagement

Clients & contractual data: 6 years (for accounting and legal compliance)

Analytics data: As configured within the relevant platform

Portal accounts: Duration of contract + 12 months

Data may be retained longer where legally required.

9. Data Security

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

Encrypted connections (HTTPS)

Access controls

Secure cloud infrastructure

Role-based permissions

Secure payment processing via Stripe

However, no system is completely secure, and we cannot guarantee absolute security.

10. Your Rights Under UK GDPR

You have the right to:

Access your personal data

Rectify inaccurate data

Erase your data (“right to be forgotten”)

Restrict processing

Object to processing

Data portability

Withdraw consent at any time

To exercise these rights, contact:
[email protected]

You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO):
https://www.ico.org.uk

11. Children’s Data

Our services are intended for businesses and are not directed at individuals under 18. We do not knowingly collect data from children.

12. Changes to This Policy

We may update this policy from time to time. Updates will be posted on this page with a revised effective date.