OUR POLICIES AND TERMS OF BUSINESS

Octopus Intelligence Limited Privacy Policy 2024

Introduction to our policies

1.1 As a Global Business-to-Business Competitive Intelligence Agency, data and information are at the heart of what Octopus does.

1.2 Octopus takes Privacy and protection of data and information seriously by Octopus and is committed to handling the personal information of:

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• Customers
• Suppliers
• Colleagues
• Any other community responsibly
• Meeting the legal requirements of the countries in which we operate.

1.3 This Privacy Policy relates to the information collected and processed by Octopus when interacting with this website.

About Octopus Intelligence

2.1 Octopus Intelligence Limited (“Octopus”, “we”, “us”, or “our”) is a Global Competitive Intelligence Agency.

What we collect

3.1 In this Privacy Policy, the term “personal information” refers to the type of information we may collect and use, like:

• Contact details such as your name, postal address, email address and telephone number;
• Comments, posts, feedback and other content submitted;
• Communication preferences and Interests, including marketing permissions where appropriate;
• Professional background information;
• Location information and
• IP address information and information relating to your use of the Octopus website.

3.2 We collect your personal information in the following main categories:

• Contact data is provided when asking general questions via the website,
• Website visitor data (analytics),
• Subscriber data is provided when signing up for news alerts.

Sensitive personal data

4.1 We do not routinely collect sensitive personal data. However, if we collect or store sensitive personal data, such as information relating to health, beliefs, or political affiliation about customers, visitors, and exhibitors, we will typically ask for your explicit consent.

How and why we use personal information

5.1 As we collect and use personal information, we use the lawful bases for this activity in Europe. As required under European data protection laws, are:

• Where you have consented to its use
• Also, where we have a legitimate interest to do so, provided your rights do not override these interests
• Where it is necessary to enter into or perform a contract with you

How we protect personal information

6.1 We will treat with the utmost care and security personal information by;

6.2 A variety of physical and technical measures are used to keep data safe and prevent unauthorised access, use, or disclosure of personal information.

6.3 Electronic data and databases stored on secure computer systems. We control who has access to information using both physical and electronic means.

6.4 Our colleagues receive data protection training. We have detailed security and data protection policies that colleagues must follow when handling personal data.

6.5 Reasonable steps are taken to keep your personal information secure from unauthorised access. But we cannot guarantee it will be secure during the transmission process to this website because we don’t control the transmission.

International transfer of personal information

7.1 Personal information accessed by our colleagues and 3rd party service providers from locations outside of the European Economic Area. Their data protection laws may not be as extensive as those in Europe.

7.2 We use appropriate European Commission-approved safeguards to ensure the same level of protection when processing is conducted outside the European Economic Area.

7.3 We apply appropriate protection to ensure your personal data remains adequately protected and treated in line with this Policy.

7.4 Based on European Commission standard contractual clauses, Octopus has international data transfer agreements between its companies and with relevant third-party service providers.

7.5 All personal data is sent by encrypted means.

Sharing with service providers

8.1 We may share your personal information with third parties to assist in providing products and services to you.

8.2 These include:

• Website hosting/development providers,
• Website analytics providers,
• Email tracking service providers,
• Also, cloud storage and cloud communication service providers
• Finally, providers of other cloud software enable us to provide the service.

8.3 We will only share your personal information with such third parties to the extent necessary for them to provide such assistance.

Sharing with other organisations

9.1 We may share your personal information with third parties outside Octopus in the event of a sale, merger, acquisition or partnership. A joint venture or negotiations related to the same with respect to all or part of our business.

9.2 Octopus may also be legally required to disclose your personal information because of a court and the police. Also, another judicial or law enforcement body or government entity has asked us for it.

How long is information kept

10.1 We will only retain your personal information for as long as necessary and as applicable laws permit.

10.2 Also, we will retain your personal information while we are using it and may continue to retain it after these uses have ended. Only where we have a legitimate business purpose.

10.3 For instance, if you have opted out of marketing communications from us, we will retain limited details about you to ensure the opt-out request is honoured.

10.4 We may also retain your personal information to meet our legal requirements or to defend or exercise our legal rights.

10.5 The length of time for which we will retain personal information depends on the purpose.

10. 6 Your personal information will be deleted after Octopus no longer needs it.

How to update your information and marketing preferences.

11.1 We want to ensure that you remain in control of your personal information and that it is accurate and up-to-date.

11.2 Octopus will always allow you to opt out of future marketing communications. We will give you information on how to opt out when your personal information is collected, and it is specified in every marketing email sent.

11.3 If at any stage you would like to update or correct such personal information or opt out of future marketing communications, email or write to us.

Our policies, your rights

12.1 EU data protection laws give individuals a number of rights. Where their data and information are processed by companies active and operating in Europe. Under the General Data Protection Regulation, these are:

• The right to confirm whether or not we have your personal data. If we do, obtain a copy of the personal information we hold. A subject access request.
• Also, the right to have inaccurate data rectified.
• You also have the right to have your data erased. However, this does not apply where it is necessary for us to continue to use the data for a lawful reason.
• The right to object to the use of your data. Specifically, you have the right to object to our use for marketing in relation to automated decision-making. This includes profiling where there may be legal or similarly significant effects.
• Also, the right to obtain the personal data that you have provided to us based on consent or performance of a contract. We will transmit to you or directly to another company where it is technically feasible.

Exceptions to our policies

12.2 However, there are exceptions to these rights above. You may request us as part of these rights, although there may be situations where we cannot do so.

12.3 Depending on the laws of the country where you live, you may have other rights regarding your personal information.

12.4 If you wish to exercise any legal right in respect of your personal information, please contact GDPR@octopusintelligence.com.

12.5 In some cases, we may decline a request you have made regarding your personal information in accordance with applicable laws. We will explain if that is the case.

12.6 Ask us to stop sending you marketing messages. While processing your requests, you may still receive them for a short period.

Third-party links

13.1 This website may include links to third-party websites, plug-ins and applications. Clicking or enabling those links may allow third parties to collect or share your data.

13.2 We do not control these third-party websites and are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy notice of every website you visit.

Our policies Cookies

14.1 You can set your browser to refuse all or some browser cookies or to alert you when websites set or access cookies. If you disable or refuse cookies, some parts of this website may become inaccessible or malfunction.

Our policies – Contact us

15.1 If you have any questions about this Privacy Policy, contact our Group Data Protection Officer at GDPR@octopusintelligence.com.

15.2 If you have any questions about this Privacy Policy or about our use of your information, write to our Group Data Protection Officer at GDPR@octopusintelligence.com.

Changes to Privacy Policy

16.1 We will keep up with changing legislation, best practices and changes in how we process personal data. Octopus may revise this Privacy Policy at any time without notice by posting an updated version on this website. Checking back periodically will mean you are aware of any changes. In conclusion, this Privacy Policy should be read in conjunction with the website’s Terms. It is also subject to our Terms of Business available from GDPR@octopusintelligence.com

This Privacy Policy was last updated on 4th March 2021.

GDPR

All information shared by Octopus Intelligence

Most importantly, all information that Octopus Intelligence shares with its clients, partners, associates, and its subsidiaries will comply with the GDPR regulations. As a result, we will abide by the rules laid down by the General Data Protection and Digital Privacy Regulation (EU)2016/679.  Also, these regulations supersede the 1995 Data Protection Directive (Directive 95/46/EC). Therefore, get in touch for further information.