Privacy Policy

We value the trust you place in us and to this respect we are committed to protecting your privacy.
This privacy policy aims to help you understand how we, Octobiz Ltd, our affiliated companies and subsidiary companies, collect, use and disclose your personal data as well as inform you of your rights regarding your personal data.

Your personal data will be controlled by us, Octobiz Ltd, a company registered under the laws of the Republic of Cyprus, with registration number ΗΕ 471900 and registered address 1 Kalymnou, “Q MERITO”, 4th Floor, Agios Nikolaos, Kamares, 6037 Larnaca, Cyprus.

This Privacy Policy is separate and in addition to the client confidentiality obligations we have towards you.

Personal Data we collect

The personal data that we may collect includes:

• Basic information: such as your name (including name prefix or title), the company you work for, your title or position and your relationship to a person;

• Contact information: such as your postal address, business address, residential address, email address, telephone number, mobile number, and fax number(s);

• Compliance, identification, and background information: provided by you or collected as part of our business acceptance processes and legal due diligence / know your clients obligations which we are required to implement. This may include information such as your education, tax identification number, passport or national identity card details, country of domicile and/or your nationality. In addition, we may collect details relevant to international sanctions and restrictive measures and any other information in order to assess whether you are a politically exposed person or money laundering risk;

• Publicly available information: Information collected from publicly available resources, including but not limited to information collected from databases we use to carry out compliance screening or credit rating agencies.

Collection of your Personal Data

We may collect personal data from you:

• In the course of our business and contractual obligations;

• In order to comply with legal and regulatory obligations;

• When you or your company seek our services;

• When you or your company contact and/or request information from us through our website, in person, over email or over the telephone. We may monitor, record, and store any such communication;

• When you or your company provide services to us, or otherwise offer to do so;

• We may collect or receive information about you from publicly available sources or from third parties, most commonly where we need to conduct background checks about you.

In the event that you provide us with personal data of other people, such as your employees, directors and shareholders of your companies, or any other person who conducts your business with you, you must ensure that you are entitled to disclose that personal data to us, that they are familiar with this Privacy Policy, and that we can proceed in using and disclosing that data in the manner described herein.

We may also collect personal data from your adviser and intermediary for the purpose of providing the requested services to you.

How we use your Personal Data

We will use your personal data for the following defined purposes:

• To perform the contract we are to enter into or have entered into with you or your company;

• To provide the services you have requested;

• To manage and administer our relationship with you or your company (this includes but is not limited to accounting and finance review, operational analysis, and any other services);

• To fulfil and comply with our legal obligations, including reporting to and/or being inspected by national and international regulatory, law enforcement, and government bodies;

• Upon your instruction or request from your company, advisor, intermediary, or other relevant third party entity;

• If we have been legitimately asked to provide information for legal or regulatory purposes or as part of legal proceedings or prospective legal proceedings;

• To analyse and improve the services we provide to you.

Disclosure of your personal data

We may have to share your personal data with:

• Our professional advisors/service providers where it is necessary for us to obtain their advice or professional assistance such as subject matter experts;

• Our IT Service Providers and Data Storage Providers;

• Any third party to whom we assign or novate any of our rights or obligations;

• Companies providing services for the purposes of legally required compliance checks, as well as companies providing similar services including financial institutions;

• Third parties with whom we engage in delivering services to you;

• Relevant authorities, courts, government bodies, and law enforcement agencies when we are required to do so in accordance with any applicable law, regulation, judicial or official request.

We will obtain your prior specific consent before we share your personal data with any third party for any purpose not directly connected with the provision of our services.

Legal Grounds we Use Processing of your Personal Data

We will only collect and process your personal data where we have a legal basis in accordance with data protection regulations, such as:

• Consent (where you have given consent for one or more specific purposes);

• Contract (where processing is necessary for the performance of a contract);

• Legitimate interest.

Where we rely on your consent to process personal data, you have the right to withdraw or decline your consent at any time without affecting the lawfulness of processing based on consent before its withdrawal. Where we rely on legitimate interests, we shall specify the legitimate interests pursued and you have the right to object.

Security of your Personal Data

We use a range of physical, technical, and organizational measures to keep your personal data secure and confidential.

International Transfers of your Personal Data

In order to provide our services, we may need to transfer your personal data to jurisdictions outside the European Union. In such cases, we will implement the appropriate measures to ensure that your data remains protected and that the recipient has entered into European Commission standard contractual clauses with us.

How long do we keep your personal data?

We will retain your personal data only as long as it is reasonably necessary to do so for the requested services, or where we are legally required to keep it.

This includes satisfying any legal, accounting, compliance, or reporting obligations.

Access and Control Your Personal Data

You have the right to:

• Delete data: Request erasure of all or some of your personal data (e.g., if no longer necessary or upon consent withdrawal).

• Change or correct data: Request updates or corrections if inaccurate. Email us at info@octo.biz with updates.

• Object to, limit, or restrict use of data: Ask us to stop or limit usage if you believe we have no legal right to use it.

• Access and/or transfer your data: Request a copy of your data and the data you provided in machine-readable form.

If you wish to exercise any of these rights, contact us at info@octo.biz. We may request identity verification before fulfilling such requests.

We may charge a reasonable administrative fee for unfounded, repetitive requests or for additional copies of your data.

If you are not satisfied with how we manage your personal data, you have the right to make a complaint to the data protection authority in Cyprus: www.dataprotection.gov.cy

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Changes to our Privacy Policy

We reserve the right to update this Privacy Policy when required by law or when deemed necessary.

Updates will be posted to our website and take immediate effect once made available.

Get in touch

Please contact us with any questions, comments, or clarifications at:
📧 info@octo.biz

Version: 28th of June 2025