Privacy Policy

1. Who we are

Octelis is a web design and digital agency based in Birmingham, West Midlands, United Kingdom. Octelis is operated by Kristiyan Tsvetanov as a sole trader, trading as "Octelis" ("Octelis", "we", "us", "our"). For the purposes of UK data protection law, we are the data controller of the personal data we hold about you.

You can contact us about this policy or your data at any time by email at [email protected].

2. What data we collect

We collect and process the following categories of personal data:

• Enquiry data - your name, email address, phone number, company name, and the content of any message you send us through our contact form, by email, or by phone.
• Client data - if you become a client, the information we need to deliver our services, including billing details, project content, account logins you choose to share with us, and correspondence.
• Technical data - your IP address, browser type, and device information, which our hosting infrastructure records in standard server logs for security and reliability.

We do not currently run third-party advertising or analytics tracking on this website, and we do not knowingly collect any data from children under 13. See our Cookie Policy for details on cookies.

3. Why we use your data and our lawful basis

Under UK GDPR we must have a lawful basis to process your data. We rely on the following:

• To respond to your enquiry - lawful basis: legitimate interests (responding to people who contact us about our services).
• To provide our services and manage our relationship with you - lawful basis: performance of a contract.
• To send you marketing or service updates - lawful basis: consent, or legitimate interests where you are an existing client. You can opt out at any time.
• To meet our legal and accounting obligations - lawful basis: legal obligation (for example, keeping invoices for HMRC).
• To keep our website and systems secure - lawful basis: legitimate interests.

4. Who we share your data with

We do not sell your personal data. We share it only with the service providers (processors) we use to run our business, and only as far as needed:

• Resend - our transactional email provider, which processes contact form submissions so we receive your enquiry.
• Our hosting and infrastructure providers - who store and serve this website and our systems.
• Accounting and payment providers - to issue invoices and take payment from clients.

We may also disclose data where required by law, or to establish, exercise, or defend legal claims.

5. International transfers

Some of our providers (for example, Resend) are based outside the UK, including in the United States. Where your data is transferred outside the UK, we rely on appropriate safeguards such as the UK International Data Transfer Agreement, the UK Addendum to the EU Standard Contractual Clauses, or an adequacy decision, so that your data receives an equivalent level of protection.

6. How long we keep your data

We keep personal data only as long as we need it. Enquiry data is normally kept for up to 24 months after your last contact with us unless you become a client. Client and financial records are kept for at least 6 years to meet HMRC and legal requirements. After these periods we securely delete or anonymise the data.

7. Your rights

Under UK GDPR you have the right to:

• be informed about how we use your data;
• access a copy of the data we hold about you;
• have inaccurate data corrected;
• have your data erased ("right to be forgotten") in certain circumstances;
• restrict or object to our processing of your data;
• data portability; and
• withdraw consent at any time, where we rely on consent.

To exercise any of these rights, email us at [email protected]. We will respond within one month.

8. Complaints

If you are unhappy with how we have handled your data, please contact us first so we can try to put it right. You also have the right to complain to the Information Commissioner's Office (ICO), the UK supervisory authority for data protection, at ico.org.uk or by calling 0303 123 1113.

9. Changes to this policy

We may update this Privacy Policy from time to time. The latest version will always be published on this page with a revised "last updated" date.

10. Contact

For any privacy-related questions or requests, contact us at [email protected].