OctopAI Privacy Policy

Effective Date: June 12, 2025

OctopAI ("we," "our," "us") is committed to protecting the privacy of individuals who use our CRM platform and services. This Privacy Policy explains how we collect, use, disclose, and safeguard your information. This policy applies to our operations in Canada and the United States and is designed to comply with applicable privacy laws in both jurisdictions, including:

• Canada's Personal Information Protection and Electronic Documents Act (PIPEDA), as well as applicable provincial privacy laws such as:
  • Quebec's Act Respecting the Protection of Personal Information in the Private Sector (Bill 64);
  • Alberta's Personal Information Protection Act (PIPA);
  • British Columbia's Personal Information Protection Act (PIPA);
  • Other applicable provincial laws.
• U.S. federal laws, and state laws including but not limited to:
  • California Consumer Privacy Act (CCPA) and California Privacy Rights Act (CPRA);
  • Virginia Consumer Data Protection Act (VCDPA);
  • Colorado Privacy Act (CPA);
  • Connecticut Data Privacy Act (CTDPA);
  • Utah Consumer Privacy Act (UCPA);
  • Other emerging state privacy laws.
• Industry standards for data privacy and security.

1. Information We Collect

We collect personal and business information necessary to provide our services, including but not limited to:

• Contact Information: name, email address, phone number, business address.
• Business Account Information: company name, business activities, CRM data.
• User Credentials: usernames, passwords, and security authentication data.
• Payment Information: billing details, payment card information (processed by third-party payment processors).
• Usage Data: log data, IP addresses, device identifiers, browser type, usage activity, location data.
• Communications: customer service inquiries, feedback, and support requests.

We collect this information:

• Directly from you when you register or use our services.
• Automatically when you use the platform.
• From third-party integrations or authorized service providers.

2. How We Use Your Information

• To provide, maintain, and improve our services.
• To authenticate users and secure accounts.
• To process transactions and manage subscriptions.
• To provide customer support and respond to inquiries.
• To send administrative notifications, product updates, and marketing communications (with consent where required).
• To comply with legal obligations and enforce our terms of service.

3. Consent and Legal Basis for Processing

• For Canadian users, we rely on your consent under PIPEDA and applicable provincial laws. Your consent may be implied or express, depending on the circumstances.
• For U.S. users, we rely on consent, legitimate business interests, performance of contractual obligations, or legal requirements under applicable federal and state laws.

4. Data Sharing and Disclosure

We do not sell personal information. We may share your information in the following limited circumstances:

• With service providers who perform services on our behalf (e.g., hosting, payment processing, analytics, customer support).
• With business partners and integrations you authorize.
• As required by law, regulation, subpoena, or court order.
• In the event of a business transaction such as a merger, acquisition, or asset sale.

All third-party service providers are contractually obligated to protect your information and only use it as necessary to provide services to OctopAI.

5. Cross-Border Data Transfers

Your information may be stored and processed in Canada, the United States, or other jurisdictions where our service providers operate. We implement appropriate safeguards to ensure that personal information transferred across borders is protected in accordance with applicable privacy laws, including standard contractual clauses and other lawful transfer mechanisms where required.

6. Data Retention

We retain personal information as long as necessary to provide services, comply with legal obligations, and resolve disputes. When no longer needed, data is securely deleted or anonymized.

7. Your Rights

For Canadian Residents (All Provinces):

• Right to access and correct personal information.
• Right to withdraw consent (subject to legal or contractual restrictions).
• Right to file complaints with your applicable privacy commissioner, such as:
  • Office of the Privacy Commissioner of Canada (OPC);
  • Commission d’accès à l’information du Québec;
  • Alberta Information and Privacy Commissioner;
  • British Columbia Information and Privacy Commissioner.

For U.S. Residents (All States):

• Right to know what personal information we collect and how it is used.
• Right to request access to, correction, or deletion of personal information.
• Right to opt-out of the sale or sharing of personal information (Note: we do not sell your personal information).
• Right to data portability.
• Right to non-discrimination for exercising your privacy rights.
• Right to limit the use and disclosure of sensitive personal information where applicable.

8. Data Security

We implement industry-standard administrative, technical, and physical safeguards to protect personal information against unauthorized access, loss, misuse, or alteration. Despite these efforts, no system can be completely secure, and we encourage users to take appropriate security measures to protect their information.

9. Children's Privacy

OctopAI is not intended for use by individuals under the age of 16. We do not knowingly collect personal information from children. If we become aware that we have collected such information, we will take steps to delete it.

10. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technologies, or legal requirements. We will notify users of material changes and post the updated policy on our website with a revised effective date.

11. Contact Us

If you have any questions, concerns, or requests related to this Privacy Policy, please contact us at:

Email: [email protected]

12. Additional Disclosures for U.S. State Laws

Residents of certain U.S. states may have additional rights under their state-specific privacy laws. Where applicable, we honor these rights in accordance with each state's legislation. If you are a resident of California, Virginia, Colorado, Connecticut, Utah, or any other state with consumer privacy laws, you may contact us to exercise your rights.