Privacy policy

The policy

This policy outlines our commitment to protecting the privacy of individuals who visit our website and use our activity monitoring website and mobile app.


Octoply manages data according to the UK Data Protection Act 2018 (DPA 2018) and UK GDPR.

Our commitment to ensuring the protection of personal data is at the core of our systems and services and we take our obligations very seriously. To comply with the General Data Protection Regulations (GDPR) and to assure we maintain compliance through the coming UK Data Protection Act and further regulatory updates, we continue to review our policies in line with the regulations and guidelines published by the Information Commissioner’s Office and the NHS Digital Codes of practice for handling information in health and care.

Our hosting partner is Krystal Hosting They maintain the following policies in support of their hosting processes:

  • Data Protection Policy
  • Information Classification, Handling and Protection Policy
  • Acceptable Use Policy
  • IT Security and Infrastructure Policy

Further information can be found on their website at

Where do we store our data?

All data is hosted within the EEA. Our hosting partner is Krystal Hosting.

What personal data does Octoply store?

We ask for your personal information, such as your contact details, your relevant qualifications, current and previous employers and contact details for referees when you are applying for employment via our website.

We require this information for our own internal record keeping and so that we can clearly identify you and respond appropriately to your enquiry.

This data is stored within the databases behind Octoply’s website.

Who has access to Octoply’s hosted data and how is access controlled?

The Octoply website allows users with the appropriate secure login and access permissions to securely view and edit data in order to provide services.

Information collected when you use our website

We ask for and collect personal information from you when you submit a form on our website.

We ask for your personal information, such as your contact details, your relevant qualifications, current and previous employers and contact details for referees when you are applying for employment via our website.

How we use the information we collect

We use this information to:

  • Maintain and improve our service.
  • Provide customer service and support.
  • Personalise the website and our service.

Controlling your personal information

We will not sell, distribute or lease your personal information to third parties unless we have your prior permission or are required by law to do so.

If you believe that any information we are holding on you is incorrect or incomplete, please email us as soon as possible. We will promptly correct any information found to be incorrect.

Equally, if you wish us to remove your personal information from our record, please email your request to us at and we will ensure that it is removed immediately.

Communication preferences

You may join our mailing list and give us consent to send you marketing communications. You can unsubscribe from this list at any time, either by using the Unsubscribe button in our email, or by sending a request to

How long we retain your personal information

We will retain your personal information for the period necessary to fulfil the purposes outlined in this Privacy Policy unless a longer retention period is required or permitted by law. After this period, it will be deleted or in some cases anonymised.

We may also keep a record of correspondence with you (for example, if you have asked us a support question or made a complaint) for as long as is necessary to protect us from a legal claim. Any data contained in day-to-day queries and communication with you will as starting point be deleted no more than 12 months after the end of the last communication.

Where we have collected the personal information based on your consent and we have no other lawful basis to continue with that processing, if you subsequently withdraw your consent, then we will delete your personal information. Personal data collected for direct marketing communication (when we inform you about goods or services) based on your consent will as a starting point be deleted no more than 12 months after the last piece of communication was sent, or 12 months after your consent was withdrawn.

In certain circumstances we may retain your personal data for a longer period where such retention is necessary for compliance with a legal obligation to which we are subject, to resolve disputes and enforce our agreements.

Upon request we are able to provide you with information about whether we hold any of your personal information. To request this information please contact us at To make a request to have personal information removed, please email

We value the security of your personal information highly and we follow generally accepted standards to protect all of the personal information submitted to us, both during transmission and once it is received. If you have any questions about the security of your personal information, you can contact us at

Links to other websites

Our website may contain links to other websites of interest. However, once you have used these links to leave our site, you should note that we do not have any control over that other website. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy statement. You should exercise caution and look at the privacy statement applicable to the website in question.

Changes to this policy

If there are any material changes to this policy, we will post a prominent notice on our website to notify you of such a chance. We encourage you to review this page from time to time for latest information on our privacy practices. Your continued use of the website or our service constitutes your agreement to be bound by such changes to this policy.

Contact us

If you have questions regarding this policy, please contact us by email at

Terms of Use

This legal notice applies to the entire contents of the Octoply ( website and to any email correspondence we may have with you. Please read these terms carefully before using the website or contacting us. Using the website confirms that you accept these terms regardless of whether or not you choose to do business with us.

We may change these terms of use from time to time by updating this page. You should check this page from time to time to ensure that you are happy with any changes. These terms of use are effective from August 13th 2021.

If you continue to browse and use this website you are agreeing to comply with and be bound by the following terms and conditions of use, which together with our Privacy Policy govern Octoply’s relationship with you in relation to this website. The use of this website is subject to the following terms of use:

  • The content of the pages of this website is for your general information and use only. It is subject to change without notice.
  • Neither we nor any third parties provide any warranty or guarantee as to the accuracy, timeliness, performance, completeness or suitability of the information and materials found or offered on this website for any particular purpose. You acknowledge that such information and materials may contain inaccuracies or errors and we expressly exclude liability for any such inaccuracies or errors to the fullest extent permitted by law.
  • Your use of any information on this website is entirely at your own risk, for which we shall not be liable. It shall be your own responsibility to ensure that any services or information available through this website meet your specific requirements. The Octoply team will not be liable to users or any third party for any damages whatsoever, whether direct, indirect, incidental or consequential relating to or arising out of a visitor’s use of this website.
  • Unless otherwise stated, the copyright and other intellectual property rights in all material on the website (including photographs and graphical images) are owned by Octoply. The logos and service icons displayed on this site belong to Octoply. We retain all rights in and to the logos and icons and nothing grants users the right to use, reproduce or display them.
  • While it is the aim of the Octoply team to have the website available 24 hours a day, we shall not be liable if for any reason the website is unavailable at any time or for any period. Access to the website may be suspended temporarily and without notice in the case of system failure, maintenance or repair or for reasons beyond our control.
  • Other than personally identifiable information, which is covered under our Privacy Policy, any material you transmit or post to the website shall be considered non-confidential and non- proprietary. Octoply shall have no obligations with respect to such material.
  • Unauthorised use of this website may give rise to a claim for damages and/or be a criminal offence. You are prohibited from posting or transmitting to the website any material:
  • that is threatening, obscene, indecent, offensive, pornographic, abusive or discriminatory,
  • for which you have not obtained all necessary licences and/or approvals or
  • which is technically harmful (including computer viruses, harmful data or other malicious software).
  • Octoply shall fully co-operate with any law enforcement authorities or court order requesting us to disclose the identity of anyone posting any material in breach of the clauses listed under 7.
  • Octoply includes links to other websites. These links are provided for your convenience to provide further information. We have designed some of the listed websites and in those cases we are happy to say that we endorse them. In other cases where we provide website(s) as reference, we have no responsibility for the content of the linked website(s).
  • If you wish to create a link to this website from another website or document, please seek Octoply’s prior written consent.
  • Your use of this website and any dispute arising out of such use of the website is subject to the laws of England, Scotland and Wales.

Internet copyright notice

This website and its content is copyright of © Octoply 2019-2021. All rights reserved.

Any redistribution or reproduction of part or all of the contents in any form is prohibited other than printing or downloading to a local hard disk extracts for your individual, personal and non-commercial use only.

You may not, except with our express written permission, distribute or commercially exploit the content. Nor may you transmit it or store it in any other website or other form of electronic retrieval system.