At OctaWeb, protecting your personal information is a priority. We follow the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018, which set out strict rules for how organisations must handle personal data. These laws also give you clear rights over how your information is collected, stored, and used.

Our Privacy & Cookies Notices

Our Privacy and Cookies Notices explain:

•  What data we collect

•  How we use it

•  What rights you have

•  The tools available to manage your preferences

We may update these notices from time to time, so it’s worth checking back regularly to stay informed.

Want to check and/or update your communication preferences online?

1. Login to your Client Portal
2. Select Account Details from the home page, go to Email preferences section and use the tick box options next to each preference to set them to on or off.

Understanding Your Data Rights #

Under UK GDPR, anyone whose personal data is processed is called a data subject. As a data subject, you have important rights, including the right to:

•  Be informed about how your data is used

•  Access and receive a copy of your personal data

•  Rectify inaccurate or incomplete data

•  Erase your data in certain circumstances (“right to be forgotten”)

•  Restrict how your data is processed

•  Object to the processing of your personal data

These rights apply regardless of how you originally provided your information.

Making a Request #

You can exercise your data rights at any time.  

Requests can be made in any format – including phone, live chat, letter, or email.

The preferred and most secure way to submit a data rights request is through our dedicated GDPR Portal.

Submitting your request through the portal helps us verify your identity, track your request, and process it as efficiently as possible.

• You do not need to give a reason for your request  

•  In most cases, we cannot charge a fee. A reasonable fee may only apply if the request is excessive, unfounded, or if you ask for multiple copies of your data

•  We will respond within one calendar month of receiving your request
 If your request is complex, we may extend the deadline by up to two further months – we will notify you if this is necessary  

•  Where information is provided, it will usually be shared digitally

What Happens Next #

•  We will acknowledge your request via email

•  If we need more information to confirm your identity or clarify your request, we will contact you – the one‑month timeframe begins once we have what we need.

•  A completed request may take up to one calendar month from confirmation.

•  Your information will be provided securely through our GDPR Portal, and you will receive a notification when your files are ready to download