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Privacy policy

Last updated

This page explains which personal data Octoras processes, why we do it, and what rights you have.

Data controller

Octoras
CVR (Danish company no.) 29681384
Aarhus, Denmark
Email: [email protected]

Data we process

When you contact us

When you use the contact form, we process your name, email and message. If you fill them in, we also process your company, phone number, website and the area you want to discuss. We also store the language you wrote in, the page you came from and any campaign parameters (UTM) in the address.

If you write directly to [email protected], we process the information you send us.

When you visit the site

The server records technically necessary data such as IP address, time and the page you visit. We use it only to run and protect the site.

If you accept statistics cookies, we load Google Tag Manager, which uses Google Analytics 4 to see how the site is used. Read more in our cookie policy.

When you use Octoras Portal

Octoras Portal (app.octoras.com) is only for our clients. When we give a client access, we process the user's name, email address and language, the password they choose (stored as an encrypted hash) and the time of their last login. The portal uses a session cookie, which is needed to stay logged in.

Data from Google Analytics and Google Search Console

When a client connects Google Analytics or Google Search Console to the portal, Octoras gets read-only access through Google's own login (OAuth). We store the email address of the Google account used and an encrypted access key.

We fetch only aggregated statistics about the client's own website: clicks, impressions, average position and the searches and pages with most clicks from Search Console, and visits, conversions and revenue per day from Google Analytics. We do not fetch data about individual visitors.

We use the data only to show the client their own visibility in the portal and in our work for them. We never sell it, never use it for advertising and never share it with others than the processors below. Octoras' use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements.

The access can be removed at any time by writing to us or under Third-party apps & services in the Google account. Then we stop fetching data.

Purpose Legal basis
To answer your enquiry and arrange a meeting GDPR Art. 6(1)(b) (steps before a possible contract) and (f) (legitimate interest in replying to you)
To run and protect the site Art. 6(1)(f) (legitimate interest)
Statistics via Google Tag Manager and Google Analytics Art. 6(1)(a) (your consent)
To give our clients access to Octoras Portal Art. 6(1)(b) (our agreement with the client) and (f) (legitimate interest in giving the client's staff access)
To show statistics from Google Analytics and Search Console in the portal Art. 6(1)(b) (our agreement with the client)

How long we keep data

  • We delete enquiries no later than 24 months after our last contact, unless we start working together.
  • We keep server logs only as long as they are needed to run and protect the site.
  • Statistics in Google Analytics are deleted after the period set in Google Analytics, at most 14 months.
  • We delete a portal login when the client's access ends, or earlier if the client asks.
  • We delete the access to Google when the connection is removed, and the statistics from Google when our work for the client ends, or earlier if the client asks.

Recipients

We never sell your data. We use these processors:

  • Hetzner Online GmbH, Germany – hosting of the site and database.
  • Cloudflare, Inc., USA – DNS, delivery and protection of the site. All traffic to the site passes through Cloudflare. Transfers take place under the EU-U.S. Data Privacy Framework.
  • Simply.com, Denmark – email.
  • Google Ireland Limited, Ireland – Google Tag Manager and Google Analytics, only if you have consented. Google may transfer data to the USA under the EU-U.S. Data Privacy Framework.

Your rights

You have the right to access the data we process about you, and to have it corrected or deleted. You can also ask us to restrict processing, object to it, or receive your data in a portable format. If you have given consent, you can withdraw it at any time.

Write to [email protected] and we will reply within one month.

You can complain to the Danish Data Protection Agency (Datatilsynet), Carl Jacobsens Vej 35, 2500 Valby, Denmark, datatilsynet.dk.

Changes

We update this policy when we change how we process data. The date at the top shows the latest change.