Privacy notice

Last updated 2 November 2026.

Who we are

Octave Systems Limited, trading as Octave, is the controller for personal information collected through www.withoctave.com, www.octave-os.com, their preview and business enquiries. We are registered in England and Wales, company number 17354693. Our registered office is 71-75 Shelton Street, Covent Garden, London, United Kingdom, WC2H 9JQ.

For privacy questions, requests or complaints, email privacy@octave.ventures or write to our registered office, marked Privacy.

What we collect and why

When you contact us, we receive your name, email, company, message and subsequent correspondence. Our website and service providers also process technical information such as IP addresses, browser information, request times and security or delivery records.

We use this information to respond to enquiries, manage business conversations, operate the website and prevent misuse. Our lawful basis is our legitimate interests in those activities. If you personally ask us to take steps towards a contract with you, that may instead be necessary for those contractual steps. We also process information to comply with legal obligations. Where necessary to establish, exercise or defend legal claims, we rely on our legitimate interests in protecting our legal position.

The form's displayed fields are required to submit it, but you do not have to make an enquiry and can email support@withoctave.com instead. Please do not send patient information, medical records, passwords or other sensitive material through the form or ordinary enquiry email. This notice covers website and business-contact information, rather than processing agreed separately for a client.

We do not sell enquiry information or add it to an unrelated marketing list. We do not use website enquiries for solely automated decisions with legal or similarly significant effects.

Who receives it and where

Information is available to people at Octave who need it and providers that support hosting, security and communications. These include OpenAI Sites, Cloudflare, Vercel and Resend, plus our email providers and professional advisers where needed. We may also disclose information where required by law or necessary for legal claims.

These providers operate internationally, including in the United States, so information may be processed outside the UK. Restricted transfers require an applicable UK adequacy arrangement or other lawful safeguards and any required assessment. Contact our privacy address for details of the arrangements relevant to your information and how to obtain a copy of relevant safeguards.

How long it is kept

Enquiry correspondence is kept while the conversation is active and for reasonable follow-up. Retention is reviewed by reference to the last meaningful contact, whether an engagement is being discussed, and whether records are needed for a client relationship, legal obligations or legal claims. Information is deleted when those purposes no longer require it. Hosting and email services retain technical and delivery records according to their service settings, contractual terms and legal requirements.

Cookies and security

We do not add advertising cookies or analytics trackers. Hosting, access-control and security services may use technologies needed to operate and protect the website. Any future use requiring consent will be explained and consent requested before it begins. We use access restrictions and appropriate service security measures; no internet service is completely secure.

Your rights and complaints

Depending on the circumstances, you can request access, correction, deletion, restriction or a portable copy of your information. You can object to processing based on legitimate interests on grounds relating to your situation. If processing relies on consent, you can withdraw it without affecting earlier lawful use. These rights have legal conditions and exceptions, including where records are needed for legal obligations or claims.

Use the privacy contact above. We normally respond to rights requests within one month, subject to lawful extensions or pauses. We may ask for proportionate information to confirm identity or clarify a request.

You can also raise a data-protection complaint with us using those details. We will acknowledge it within 30 days, investigate appropriately, keep you informed and communicate the outcome. You can complain to the UK data protection regulator (ICO) and seek a judicial remedy.