Privacy notice

Who we are

Octa Cultures is an organisation in formation, developed within the Octa HQ incubator. Until Octa Cultures is incorporated as its own entity, this website is operated by Octa HQ, which is responsible for the information collected here. In this notice, “we” and “us” refer to the Octa HQ team that operates this website and develops Octa Cultures.

For privacy questions or requests, contact legal@octahq.xyz.

What we collect

When you send an enquiry, we collect the information you enter in the form. This includes your enquiry type, name, email address and message, and any optional organisation, ecoregion or location you provide.

Our servers receive standard technical information needed to deliver and secure the website, such as your IP address, browser information, the page requested and the time of access. Form submissions are also screened for spam and abuse, on our own server; no outside service is used for this. We delete server logs we no longer need once a year, each autumn.

Please do not include sensitive personal information, such as health information, in an enquiry.

If your message concerns a place that is ecologically sensitive, such as the habitat of a threatened species, please share only what’s needed for a first conversation. We treat location information about sensitive places with care, and we do not publish it.

Our contact form is intended for adults. Students who want to use the curriculum should ask their teacher to get in touch.

How we use it

We use this information to review and respond to enquiries, direct them to the relevant part of our work, protect the form from abuse, and operate the website securely. We do not use enquiry information for advertising, sell it, or use it for unsolicited marketing.

We process this information where it is necessary for our legitimate interests in operating this website and developing Octa Cultures, and in responding to people who contact us, and where necessary to take steps at your request before a possible agreement.

Service providers and transfers

We host this website ourselves, on a server in the European Union, and form submissions are received and stored there. Our email service provider processes notifications and correspondence. It may process information outside your country, and uses contractual or other recognised safeguards where required by applicable law.

Enquiries are received and handled by the Octa HQ team. We will not share details about a place or project with outside partners without your permission. We may also disclose information where required by law.

Retention

We normally keep enquiries for up to 24 months after our last contact with you. If an enquiry leads to a working relationship, relevant information may be kept for the duration of that relationship and for any period required by law. Spam may be deleted sooner.

Your choices and rights

Depending on the law that applies to you, you may ask to access, correct, delete, restrict or obtain certain personal information, or object to how it is used. Contact legal@octahq.xyz to make a request. We may need to verify your identity before acting on it.

You may also have the right to complain to the data protection authority where you live.

Cookies and local storage

We do not use analytics, advertising trackers or tracking cookies. If you change the site’s theme, your browser stores that preference on your device. It is not sent to us.

Changes

We will update this notice and its date when Octa Cultures is incorporated and takes over responsibility for this website, or when the way we handle information changes.