Privacy Statement

INTRODUCTION  

Octavius Infrastructure Ltd (“Octavius”) registered office 4^th Floor, 45 London Road, Reigate, Surrey, RH2 9PY.  Company registration number 10735268.

Octavius Infrastructure Ltd is registered with the ICO ZA288865.

This privacy notice describes how we collect, use and store personal information about you during and after your business relationship with us. Octavius is the “data controller” and as such we are responsible for deciding how we hold, use, and store personal information about you.

It is important that you read this notice, together with any other privacy notice we may provide on specific occasions when we are collecting or processing personal information about you, so that you are aware of how, and why, we are using your personal information.

DATA PROTECTION PRINCIPLES

We will comply with all relevant data protection law (including the DPA 2018 / UK GDPR). This requires that the personal information we hold about you must be:

1. Used lawfully, fairly and in a transparent way.
2. Collected only for valid purposes that we have clearly explained to you and not used in any way that is incompatible with those purposes.
3. Relevant to the purposes we have told you about and limited only to those purposes.
4. Accurate and kept up to date.
5. Kept only as long as necessary for the purposes we have informed you about.
6. Kept securely.

INFORMATION WE HOLD ABOUT YOU

Personal data, or personal information, means any information about an individual from which that person can be identified, whether directly or indirectly. It does not include data where the identity has been removed (anonymous data).

There are also “special categories” of sensitive personal data which require a higher level of protection.

For our clients and suppliers we will collect, store, and use the following categories of personal information about you:

• Your contact information including name, address, email address, phone number;
• Your job title;
• Demographic information such as postcode, preferences, and interests;
• Technical data which includes your IP address, when you visit our website;
• Marketing & Communications data including your marketing preferences with us;
• Banking or financial information;

We do not routinely collect information about individuals under the age of 16.  If and individual visits our website or uses the “contact us” page and we discover they are under 16 we will delete any data stored, as a matter of urgency.

HOW YOUR PERSONAL INFORMATION IS COLLECTED

We typically collect personal information about you through our website, online “contact us” page, emails, and phone calls, or on our social media pages, or our Linked In page.

HOW WE WILL USE INFORMATION ABOUT YOU

We will use your personal information in the following circumstances:

Some of the above grounds for processing will overlap and there may be several grounds which justify our use of your personal information.

IF YOU DO NOT PROVIDE PERSONAL INFORMATION

If you do not provide certain personal information when requested by us, we may not be able to perform the contract we have entered into with you (such as providing you with our services or guarantees), or we may be prevented from complying with our legal obligations (such as financial and tax reporting).

SHARING YOUR INFORMATION

In order to provide our services to you and to comply with our legal obligations, it may be necessary for us to share some data we hold with the following:

• Suppliers and service providers which may include data storage facilities and IT service providers;
• Our accountant;
• Our own legal advisors.

DATA RETENTION

We will store your personal data for as long as we need to fulfil the purposes outlined in this privacy notice.  Some data will have a different retention period, for example invoicing information may be held for up to 7 years to comply with the Tax purposes, your contact details may be held for up to 2 years after last contact with you.

If you have any questions in relation to our retention of personal data, please contact the Data Protection Officer at dataprotection@octavius.co.uk

TRANSFER OF PERSONAL DATA OUTSIDE THE UK

We may transfer your information outside of the country in which it was collected.  Such transfers of data may be to a country which may not provide the same level of privacy protection as the UK. However, we will ensure that your personal data is adequately protected by using the appropriate lawful means.  Further details of these safeguards are available on request.

MARKETING

We may send you information about our services that we think may be of interest to you, this may be via email, telephone or SMS.  You can choose to restrict the collection or use of your personal information in the following ways:

• Whenever you are asked to fill in a form on the website, you may choose to tick the box to indicate that you do not want the information to be used for direct marketing;
• If you have previously agreed to us using your personal information for direct marketing purposes, you may change your mind at any time by contacting us at the address at the top of this notice or by emailing dataprotection@octavius.co.uk

We will not sell, distribute, or lease your personal information to third parties unless we have your permission or are required by law to do so. We may use your personal information to send you promotional information about third parties which we think you may find interesting, if you tell us that you wish this to happen.

It is the right of the individual to opt-out of, or unsubscribe from, any marketing material.  Full details of how to do this will be included within each marketing communication.  You may also opt-out by contacting dataprotection@octavius.co.uk.

YOUR DATA PROTECTION RIGHTS

It is important that the personal information we hold about you is accurate and current. Please keep us informed if your personal information changes during your working relationship with us.

There are eight rights available to you, but not all of them will apply to every situation.  It will depend on which lawful basis for processing we use to process your information.  For more information on this please contact our data protection officer at dataprotection@octavius.co.uk

YOUR RIGHTS:

• The right of Access –  You may submit a Subject Access Request – this enables you to receive a copy of the personal information we hold about you. To action this request, please email our data protection officer at dataprotection@octavius.co.uk.
• We require a suitable form of identification and under normal circumstances, we will supply this to you within one calendar month of your request and of identification being received.  No fee is usually payable; however, we may apply an appropriate fee if the request is deemed to be excessive, or repetitive.
• The right of Rectification – this enables you to have any incomplete or inaccurate information we hold about you corrected.
• The right to Erasure – this enables you to request us to delete or remove personal information when there is no good reason for us to continue processing it.
• The right to be Informed – you have the right to be informed of how we will collect and use your data, most of the information you will need is in this privacy notice. 
• The right to Object to processing – in certain circumstances, you have the right to request we suspend the processing of your data. 
• The right to Restrict processing – you have the right to request that we limit the way we use your data, whilst we are not obliged to delete the data, we have refrain from using it. 
• The right of Data Portability – you have the right to request the transfer of your personal data to a third party.
• Rights in relation to automated decision making and profiling – you have the right not to be subject to a decision based solely on automated means including profiling.
• Right to Withdraw Consent – where we rely on consent to process your data, you have the right to withdraw this at any time, without giving reason. To withdraw your consent, please contact the data protection officer, dataprotection@octavius.co.uk. Once received, we will not process your data for the reasons you have agreed to, unless we have another legal basis for doing so.

Please contact us if you require more information on any of the rights available to you.

COOKIE STATEMENT

• What Exactly Are Cookies? –  In order to collect the information as described in this notice, we may use cookies and similar technologies on our website.  A cookie is a small piece of information (text file) which is sent to your browser and stored on your computer’s hard drive, mobile phone or other device, to remember information about you.
• Cookie Consent and Opting Out –  When you arrive on our website, only the strictly necessary cookies will be installed and a banner is displayed at the bottom of the page, where you can manage your cookie preferences.  By consenting to accept all cookie types to your device (strictly necessary, performance, functional and targeting) we can deliver a more tailored and relevant Octavius Infrastructure Ltd experience to you both on our sites, and across the wider web. If you do not accept any cookies then we will not enable any cookies, other than those that are strictly necessary for the operation of our website. However, if you choose to block all cookies, you may not be able to fully experience the interactive features of our website, our platforms and our services.

Some cookies may be set through our website by our advertising partners. They record your visit to our website, the pages you have visited and the links you have followed, and may be used by our partners to gain a greater understanding of your interests and show you relevant adverts on other sites. They do not directly store personal information, but are based on uniquely identifying your browser and internet device. If you do not allow these cookies, you will continue to receive advertising, but this may be less targeted to your interests.

For a full list of cookies we use, please see our Cookie Policy 

We reserve the right to update this privacy notice at any time. If you have any questions about this privacy notice, please contact us at the address above or by emailing dataprotection@octavius.co.uk.

HOW TO MAKE A COMPLAINT

As an addition to the rights listed above, you also have the right to complain if you think we have made an error with your data.  Of course, we would like you to contact us first to see if we can help to rectify any issues, our address is Octavius Infrastructure Ltd, 4th Floor, 45 London Road, Reigate, Surrey, RH2 9PY, or you can email us at dataprotection@octavius.co.uk.  If you feel you need to appeal our decision, your case will be addressed by Management.  If you still feel that you would like to take the complaint further, you have the right to contact the Information Commissioners Office (ICO). Their details are:

www.ico.org.uk/for-the-public/

The Information Commissioners Office

Wycliffe House

Water Lane

Wilmslow

Cheshire

SK9 5AF

Phone number:  0303 123 1113

This privacy notice was last updated September 2025.