Legal
Privacy Policy
This policy explains what data Octobit8 collects when you visit our website or use our services, how we use it, and what rights you have over it.
Last updated: June 2026
1. Overview
Octobit8 Private Limited ("Octobit8", "we", "us", or "our") is an AI software company registered in India and operating from 185 Bara Lal Christ Nagar, Varanasi, Uttar Pradesh 221007. We develop AI-powered business solutions for Healthcare, Education, Travel, Hospitality, Finance, and Logistics industries.
This Privacy Policy applies to our website at octobit8.com and any services accessible through it. By using the website, you agree to the practices described in this policy. If you do not agree, please discontinue use.
We are committed to handling personal data responsibly in accordance with India's Digital Personal Data Protection Act 2023 (DPDP Act) and, where applicable to EU/EEA visitors, the General Data Protection Regulation (GDPR).
2. Data We Collect
We collect data in the following ways:
Contact Form Submissions
When you use our Contact page, we collect your name, email address, company name (optional), phone number (optional), and the message you submit. This information is stored server-side and used solely to respond to your enquiry.
AI Chatbot Conversations
Our website includes an AI chatbot powered by Anthropic's Claude API. Messages you send to the chatbot are transmitted to Anthropic's servers for processing. We do not store chatbot conversation history on our servers; however, Anthropic may process and retain data according to Anthropic's own privacy policy. Please do not share sensitive personal information (health records, financial details, passwords) in the chatbot.
Server & CDN Logs
AWS CloudFront and our hosting infrastructure automatically record standard access logs, including your IP address, browser type, pages visited, referring URL, and timestamps. These logs are used for security monitoring, debugging, and performance analysis. They are not linked to your personal identity.
Job Applications
If you apply for a role by emailing hrindia@octobit8.com, we collect the personal data in your email and CV. This data is used only to evaluate your application and is retained for up to 12 months after the position is filled.
We do not collect data through advertising trackers, social media pixels, or third-party analytics platforms.
4. Third-Party Services
We use the following third-party services that may process data from or about you:
Anthropic (Claude API)
— AI chatbot responsesMessages you send to the chatbot are forwarded to Anthropic's API endpoints. Anthropic processes these to generate responses.
⚠ Do not send sensitive personal data via the chatbot.
Amazon Web Services (AWS)
— Website hosting and content deliveryOur static site is served from AWS S3 via CloudFront. Standard CDN access logs (IP, browser, timestamp) are collected by AWS.
We do not sell, rent, or share your personal data with any other third parties, advertisers, or data brokers.
5. How We Use Your Data
We use collected data for the following purposes:
- ▸To respond to enquiries submitted via the Contact form.
- ▸To process and evaluate job applications submitted to hrindia@octobit8.com.
- ▸To provide and improve the AI chatbot experience.
- ▸To monitor website security, performance, and uptime via infrastructure logs.
- ▸To comply with legal obligations under applicable law.
We do not use your data for automated decision-making, profiling, or targeted advertising.
The legal basis for processing under GDPR is legitimate interests (website security, responding to enquiries) and consent (chatbot usage, cookie preferences). Under the DPDP Act 2023, our processing is based on consent and legitimate use.
6. Data Retention
| Data type | Retention period |
|---|---|
| Contact form submissions | 24 months from receipt, or until you request deletion |
| Job application data | 12 months after the vacancy is filled |
| Infrastructure access logs | Up to 90 days (standard AWS CloudFront log retention) |
| Cookie consent preference | Until you clear your browser data |
| Chatbot conversation data | Not retained by Octobit8 (processed by Anthropic per Anthropic's policy) |
7. Your Rights
Depending on your location, you may have the following rights regarding your personal data:
Right to access
Request a copy of the personal data we hold about you.
Right to rectification
Ask us to correct inaccurate or incomplete data.
Right to erasure
Request deletion of your personal data where no legal obligation requires us to retain it.
Right to restriction
Ask us to limit processing of your data in certain circumstances.
Right to data portability
Receive your data in a structured, machine-readable format (GDPR, Art. 20).
Right to object
Object to processing based on legitimate interests.
Right to withdraw consent
Withdraw consent at any time (e.g. by clearing cookie preferences). Withdrawal does not affect prior lawful processing.
Right to complain
Lodge a complaint with a supervisory authority — the Data Protection Board of India (DPDP Act) or your national data protection authority (EU/EEA).
To exercise any of these rights, contact us at contact@octobit8.com. We will respond within 30 days. We may ask you to verify your identity before processing a request.
8. Security
We take reasonable technical and organisational measures to protect your data against unauthorised access, loss, or disclosure:
- ▸All website traffic is served over HTTPS via AWS CloudFront with TLS 1.2+.
- ▸Contact form submissions are stored on secured server infrastructure with access-controlled logs.
- ▸API keys (including the Anthropic API key) are stored as environment secrets and never exposed in the browser bundle in plain form.
- ▸We follow the principle of least privilege for all infrastructure access roles.
No method of transmission over the internet is 100% secure. If you believe your data has been compromised, please contact us immediately at contact@octobit8.com.
9. Children's Privacy
Our website and services are intended for business professionals and are not directed at children under 18 years of age. We do not knowingly collect personal data from minors. If you believe a minor has provided us with personal data, please contact us and we will delete it promptly.
10. Changes to This Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, technology, or legal requirements. When we make material changes, we will update the "Last updated" date at the top of this page. We encourage you to review this page periodically.
Continued use of the website after a change constitutes acceptance of the updated policy. If you object to any changes, please discontinue use and contact us to request data deletion.
11. Contact Us
For questions, requests, or concerns about this Privacy Policy or how we handle your personal data, please reach out to us:
We aim to respond to all data-related requests within 30 days. For urgent security concerns, please mark your subject line "URGENT — Privacy".
Last updated: June 2026 · Octobit8 Private Limited
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