Privacy notice
Last updated 9 October 2026.
This notice explains how Octigma Ltd uses personal information. It is written for people in the United Kingdom and covers the UK GDPR and the Data Protection Act 2018.
Who we are
Octigma Ltd is the controller for the personal information described in this notice, except where we say a business customer is the controller. We are a private limited company registered in England and Wales, company number 13529832. Our registered office is First Floor, 6-7 Clock Park, Shripney Road, Bognor Regis, West Sussex, PO22 9NH.
Email support@octigma.co.uk or call 01903 718188.
What this notice covers
It covers:
- this website, octigma.co.uk;
- the Octigma App, including customers, campaigns, bookings and business figures;
- Octigma Phone;
- Octigma CMS.
The suite is in beta. A product page will tell you before a feature starts collecting a new kind of information.
The public website
octigma.co.uk does not ask you to create an account, fill in a form, or accept analytics cookies. If you email or call us, we use what you send so we can reply.
Our web server keeps a short technical log of visits, such as the address of the page, the time, and the network address of the device. We use that log to keep the site secure and to fix faults.
Accounts
If you sign in to an Octigma service, we keep:
- your name, email address and the business workspace you belong to;
- a protected form of your password, and a sign-in code if you turn on two-factor authentication;
- a session in your browser so you stay signed in;
- records of sign-in attempts, so we can lock an account after repeated failures.
We use this information to provide the account you asked for and to protect it.
Information your business puts into Octigma
When a business uses Octigma to store its own customers, leads, callers, campaign recipients or booking customers, that business is the controller of those people’s information. Octigma Ltd is the processor. We use that information only to provide the service the business has asked for.
The business must have a lawful reason to collect that information and must tell those people how it is used. Octigma gives the business tools to export one person’s information and to anonymise it on request, and a suppression list so marketing is not sent to someone who has opted out.
Optional benchmark figures are ratios only, such as a percentage, and never amounts. They are grouped so a single business cannot be picked out, and they are deleted if the business switches benchmarks off.
Email, text messages, bookings and payments
Marketing email is off for tracking until the business turns open and click measurement on. The business must say so in its own privacy notice before it does that. Messages include an unsubscribe link.
Text messages are sent only where the business has a record of consent. The wording of a text kept in Octigma is removed after 12 months. The consent record is kept.
Bookings store the details the customer gives, such as a name, email address, the service and the time. If a booking is paid online, the card payment is taken by Stripe on Stripe’s page. Octigma does not store the card number.
Services you choose to connect
A workspace owner can connect other services. We then receive only what that connection needs:
- Xero: read-only accounting figures, invoices, quotes and customer names for the organisation the owner selects. Octigma does not change anything in Xero.
- Microsoft 365: mailbox access the owner allows, so mail can be filed against customers.
- Google, LinkedIn or Instagram: the account the owner connects, so campaigns can be published there.
- Companies House and Google place search: a company number or a place the owner looks up. We do not keep directors’ details, and we do not store Google ratings or street addresses from those searches.
Connecting a service is optional. Disconnecting it stops further collection. The owner can choose whether figures already copied from Xero are kept or deleted.
Inky and other assistance
Inky is the assistant in the suite. When you ask for campaign copy, a summary, a business-plan draft, or a reading of a voice note or photo, the text or file you submit is sent to Google Vertex AI in the EU so an answer can be returned.
We do not use your content to train a model of our own. Suggested actions and traffic-light figures are there to help a person decide. They are not a decision that has a legal or similarly significant effect on someone by themselves.
Octigma Phone handles business calls. Where a Phone feature records or transcribes a call, or sends it to Inky, the product says so before that feature is used. Octigma CMS stores the pages and SEO information you put into it.
Why we use personal information
- Contract. To provide the workspace, messages, bookings and connections you have asked for.
- Legitimate interests. To keep the services secure, prevent misuse, fix faults, and understand whether the service is working. We balance this against the effect on the people concerned.
- Consent. Where a business records consent for a marketing text, or where you opt in to an optional feature such as benchmarks. You, or the person who consented, can withdraw that consent.
- Legal obligation. Where we must keep a record for tax, or respond to a lawful request.
Who we share it with
We do not sell personal information. We share it with companies that process it for us, and only for the purpose above:
- the host of our UK database and application;
- Google, for Vertex AI in the EU, and for a place search or a connected Google account;
- Twilio in Ireland, to deliver text messages;
- SendGrid, to deliver email. SendGrid keeps data in the United States unless the account is in its EU region;
- Stripe, to take a card payment for a booking;
- Microsoft, Xero, LinkedIn or Meta, when a workspace has connected that service;
- Companies House, when a company number is looked up on the public register.
Where information leaves the UK, we rely on the UK adequacy regulations or on the UK International Data Transfer Agreement, or the UK Addendum to the EU standard clauses.
How long we keep it
- Account and workspace information: while the workspace is open, and then for a limited period for security, disputes and legal claims.
- Billing records: for as long as UK tax law requires.
- Text-message wording: 12 months, then the wording is removed. Consent records stay.
- Website logs: for a limited period needed for security and troubleshooting.
- Optional benchmark snapshots: until the business switches them off.
A business can ask us to delete its workspace. It should disconnect paid add-ons, such as a text-message number, first.
Your rights
If we are the controller, you can ask us to:
- give you a copy of your personal information;
- correct it;
- delete it;
- limit how we use it;
- give it to you, or to another service, in a portable form;
- stop using it where we rely on legitimate interests;
- withdraw consent, where we rely on consent.
If a business you dealt with uses Octigma, ask that business first. They control that information. We help them respond.
You can complain to the Information Commissioner’s Office, ico.org.uk, or call 0303 123 1113. We would like the chance to put things right first.
Cookies
The public website does not set cookies and does not use analytics or advertising tags. The Octigma App stores a sign-in session in your browser. That session is needed to provide the account. It is not used to track you around the web.
Children
Octigma is for businesses. We do not aim the services at children, and we do not knowingly create an account for anyone under 18.
Changes
If this notice changes in a way that matters, we will update the date at the top and, where we have your email address, tell you. The current notice is always at octigma.co.uk/privacy.
Contact
Octigma Ltd, First Floor, 6-7 Clock Park, Shripney Road, Bognor Regis, West Sussex, PO22 9NH. support@octigma.co.uk. 01903 718188.
See also the terms.