This privacy policy explains how Octav processes the personal data collected via the https://octav.it website, in particular through the contact, demonstration request, software access request, partnership and digital services forms.
The purpose of this policy is to inform you clearly about the categories of data processed, the purposes pursued, the legal bases, the recipients, the retention periods and the rights available to you.
1. Data controller
The data controller is:
Octav
Loïc BERTRAND, sole proprietor (EI), trading as Octav
Arles (Bouches-du-Rhône), France
Email: contact@octav.it
Phone: 07 83 88 90 11
2. Personal data concerned
Depending on the forms and interactions with the website, Octav may process the following data:
- identity: last name, first name;
- contact details: business email address, login email address, phone number, postal address;
- company information: company, SIRET, activity, type of project or partnership;
- free-form content provided in the messages sent via the forms;
- minimal technical data related to the security and operation of the website, for example the IP address, technical logs and metadata strictly necessary to process requests.
3. Purposes of the processing
Personal data is processed for the following purposes:
- respond to requests sent via the contact form;
- arrange an appointment or a demonstration of the software;
- prepare the opening of software access and the creation of the main workspace;
- review a partnership request;
- review a request related to digital services;
- ensure the commercial follow-up of exchanges and incoming requests;
- secure the website, prevent abuse and limit automated or fraudulent submissions;
- manage technical, administrative and pre-contractual exchanges with prospects, clients or partners.
4. Legal bases
The processing operations are based, depending on the case, on one or more of the following legal bases:
- the performance of pre-contractual measures when you request a demonstration, a commercial exchange or a proposal;
- the legitimate interest of Octav to respond to your requests, ensure the follow-up of exchanges and secure the website;
- compliance with legal obligations when processing is required by the applicable regulations;
- consent, where it is required for certain specific uses, in particular regarding non-exempt trackers or specific prospecting.
5. Mandatory or optional nature of the data
The fields identified as mandatory in the forms are necessary to process your request under good conditions. Otherwise, Octav may not be able to respond to you or to follow up on your request.
6. Data recipients
The data is accessible, within the limits of their responsibilities, to authorised persons within Octav, in particular the teams in charge of commercial relations, request follow-up, administrative management and, if necessary, technical support.
It may also be shared with service providers acting on behalf of Octav, within the limits of what is necessary for their tasks, for example:
- website hosting and technical infrastructure (Infomaniak Network SA (Switzerland));
- email service and message routing;
- appointment booking (Calendly, LLC, United States);
- technical maintenance or security.
7. Transfers outside the European Union
The website is hosted in Switzerland by Infomaniak Network SA. Switzerland is covered by an adequacy decision of the European Commission: data there benefits from a level of protection recognised as equivalent to that of the European Union.
Appointment booking is handled by Calendly, LLC, a company established in the United States: the information you enter in the calendar (name, email address, answers to questions) is transferred there. According to its privacy policy, Calendly frames these transfers through its participation in the EU–US Data Privacy Framework, covered by a European Commission adequacy decision of 10 July 2023, and through standard contractual clauses.
8. Retention periods
Data is only kept for as long as necessary for the purposes pursued, then archived or deleted in accordance with applicable obligations and legitimate management needs.
- Contact, demonstration, software access, partnership or service requests: the time necessary to process the request and follow up on the relationship, then archiving if necessary;
- Pre-contractual and commercial exchanges: a period suited to the commercial cycle and the management of any follow-up;
- Connection logs (IP address, page visited, browser): thirty days, for security and abuse detection purposes, then automatic deletion;
- Other technical logs and security data: a limited period compatible with security and traceability requirements;
- Data subject to a legal retention obligation: the period imposed by the applicable regulations.
9. Security
Octav implements appropriate technical and organisational measures to protect personal data against destruction, loss, alteration, unauthorised disclosure or unauthorised access.
These measures take into account in particular the nature of the data processed, the risks presented by the processing, the technical architecture of the website and the security practices reasonably expected for this type of service.
10. Your rights
Subject to the conditions provided for by the applicable regulations, you have the following rights:
- right of access to your data;
- right to rectification;
- right to erasure;
- right to restriction of processing;
- right to object;
- right to data portability where this right is applicable;
- right to withdraw your consent at any time where processing is based on it;
- right to set guidelines regarding the fate of your data after your death, where French law provides for it.
You may exercise your rights by writing to: contact@octav.it
To allow your request to be processed, you may be asked to prove your identity where necessary.
You also have the right to lodge a complaint with the CNIL if you believe that your rights are not being respected.
11. Cookies and other trackers
Apart from the appointment calendar, the site uses no analytics and no advertising tracker: no Google Analytics, no Google Tag Manager, no social network pixel.
The appointment calendar is provided by Calendly. Once you agree, Calendly loads, within its own frame, its own tools and those of its service providers (payment, security, audience measurement), which may set cookies or other trackers; they are listed in Calendly’s privacy policy. The calendar is only loaded once you agree, through the banner shown on your first visit. Until you accept, no connection to Calendly is made. Your choice is kept for six months in your browser.
12. Updates to the policy
This policy may be modified at any time to reflect changes to the website, the processing operations actually implemented, the tools used or the applicable legal obligations.
Last updated: October 1, 2026
13. Contact
For any question relating to this privacy policy or the processing of your personal data, you may write to:
contact@octav.it