Privacy policy

1. Introduction

OctoMind is committed to protecting the privacy of users of its site. This privacy policy explains how we collect, use, share and protect your personal data in accordance with the General Data Protection Regulation (GDPR).

2. Data controller

The data controller is:

• OctoMind
• Email: contact@octomind.be
• Address: [To be completed]

3. Data collected

We collect the following data:

• Contact data: name, email, phone (if provided)
• Browsing data: IP address, cookies, pages visited
• Order data: purchase history, project briefs
• Communication data: emails, messages sent

4. Processing purposes

Your data is collected for the following purposes:

• Order management and service delivery
• Communication with clients
• Sending newsletters (with consent)
• Improving our services
• Complying with legal and accounting obligations
• Fraud prevention

5. Legal basis

Processing of your data is based on the following legal grounds:

• Contract performance: for data necessary for the service
• Consent: for newsletters and marketing
• Legal obligations: for accounting and tax
• Legitimate interest: for improving our services

6. Retention period

Your data is kept for the following periods:

• Active client data: duration of commercial relationship + 3 years
• Prospecting data: 3 years from last contact
• Accounting data: 10 years (legal obligation)
• Cookies: 13 months maximum

7. Data recipients

Your data may be shared with:

• Our authorized staff
• Technical subprocessors (hosting, email: Netlify, Resend)
• Competent authorities in case of judicial requisition

We never sell your data to third parties.

8. International transfers

Some of our subprocessors (Netlify, Stripe, etc.) are located in the United States. We ensure that these transfers are framed by standard contractual clauses of the European Commission or that the companies are Privacy Shield certified / have equivalent guarantees.

9. Your rights

In accordance with GDPR, you have the following rights:

• Right of access: obtain a copy of your data
• Right of rectification: correct inaccurate data
• Right to erasure: request deletion of your data
• Right to limitation: restrict processing
• Right to portability: retrieve your data in a structured format
• Right of objection: object to processing
• Right to withdraw consent: at any time for processing based on consent

To exercise these rights, contact us at: contact@octomind.be

10. Cookies

Our site uses the following cookies:

• Essential cookies: necessary for site operation
• Analytics cookies: to measure audience (Google Analytics)
• Preference cookies: remember your choices

You can manage your cookie preferences via the banner displayed on your first visit or in your browser settings.

11. Security

We implement appropriate technical and organizational measures to protect your data: SSL/TLS encryption, secure hosting, restricted access, regular backups, staff training.

12. Data breaches

In case of personal data breach likely to generate a high risk for your rights and freedoms, we commit to inform you as quickly as possible and to notify the competent supervisory authority (Data Protection Authority — DPA/GBA).

13. Data protection officer

For any question regarding data protection, contact our DPO at: contact@octomind.be

14. Complaint to the DPA

If you believe that the processing of your data does not comply with regulations, you have the right to lodge a complaint with the Data Protection Authority (DPA/GBA), Rue de la Presse 35, 1000 Brussels: www.autoriteprotectiondonnees.be

15. Policy modification

We may modify this privacy policy at any time. Modifications take effect upon publication on the site. We encourage you to consult this page regularly.