Privacy Policy

Octalsoft Solutions Private Limited, and its affiliates (collectively, “Octalsoft,” “we,” “us,” or “our”) prioritize the confidentiality, integrity, and security of your personal data. This Privacy Policy describes how we collect, use, disclose, and safeguard your information when you interact with us, including through our website, products, services, or any other communication channels.

Please read this Policy in full to understand how we manage your data and your rights under applicable data protection laws, such as the General Data Protection Regulation (GDPR), Indian IT Act, and others.

1. Definitions

1.1 What is Personal Data?

Personal data refers to any information that identifies or can be used to identify an individual, either directly or indirectly. Examples include:

• Name, email, or phone number
• Address or location
• Company name and job title
• Employment-related information (e.g., resume)
• IP address or device identifiers

1.2 What is Sensitive Personal Data?

Sensitive personal data includes information relating to:

• Racial or ethnic origin
• Political or religious beliefs
• Genetic or biometric data
• Health information
• Sexual orientation
• Financial information (in certain jurisdictions)

We do not intentionally collect sensitive personal data unless explicitly required for service provision and permitted by law.

2. Data Collection Scenarios

2.1 When You Contact Us

If you reach out to us via our website (www.octalsoft.com), contact forms, emails, support channels, or social media, we may collect:

• Name, email address, phone number, job title
• Company name
• Subject of inquiry and related communications
• Any additional data you choose to share

Purpose: To respond to your inquiry, provide information, or offer support.

Legal Basis: Legitimate interest, pre-contractual steps.

Retention: Retained as long as necessary to address your inquiry, then anonymized.

2.2 Newsletter and Marketing Communications

When you subscribe to marketing communication, we collect:

• Name and email address
• Subscription preferences
• Engagement/click data

Purpose: To send updates, promotional content, and announcements.

Legal Basis: Consent; legitimate interest.

Retention: Data retained until you unsubscribe. Proof of consent retained up to 2 years after withdrawal.

2.3 Use of Cookies

Octalsoft uses essential and non-essential cookies, including analytics, preference, and session cookies.

Purpose: Website functionality, performance improvement, user personalization.

Legal Basis: Consent (non-essential); legitimate interest (essential).

Refer to our Cookie Policy for full details.

2.4 Careers and Recruitment

If you apply to work with us, we may collect:

• Name, contact details, resume, cover letter
• Interview records and references
• Public profile data (e.g., LinkedIn)
• Assessments or test results

Purpose: Evaluate qualifications, hiring decisions.

Legal Basis: Pre-contractual steps, legitimate interest, consent (where required).

Retention: Unsuccessful applicant data kept per law or future consideration; successful applicant data becomes employment record.

2.5 Vendors, Suppliers, and Business Partners

We may collect from vendor/business contacts:

• Name, job title, business contact details
• Contract and transactional data
• Communication records

Purpose: Contract management, invoicing, compliance, audits.

Legal Basis: Contract performance, legal obligation, legitimate interest.

Retention: As required for business and legal obligations.

2.6 Social Media Engagement

When you engage with us on platforms like LinkedIn or X:

• Public profile information
• Reactions, comments, messages
• Analytics from social platforms

Purpose: Engagement, responding, analytics.

Legal Basis: Legitimate interest.

Retention: Controlled by the respective platform.

3. Data Sharing

We may share your data with:

• Service providers (IT, cloud, analytics)
• Legal/regulatory authorities
• Entities in corporate transactions (mergers, acquisitions)

We do not sell your personal data.

4. International Data Transfers

Where required, your data may be transferred outside your jurisdiction. We ensure safeguards such as:

• Standard Contractual Clauses (SCCs)
• Data Processing Agreements
• Other legally recognized mechanisms

5. Your Rights

Depending on your region, you may have rights to:

• Access your data
• Request correction or deletion
• Restrict or object to processing
• Data portability
• Withdraw consent
• Submit complaints to authorities

To exercise rights, email: inquiry@octalsoft.com

6. Security Measures

We use technical, administrative, and physical safeguards including encryption, secure hosting, and role-based access controls to protect your data.

7. Updates to This Policy

This Privacy Policy may be updated periodically. We will update the “Last Updated” date or notify you when legally required.

Last Updated: August 5, 2025

8. Contact Us

For questions or concerns regarding your personal data, contact: