1. Introduction

At Octate Software L.L.C ("we," "us," or "our"), safeguarding your privacy is a top priority. This Privacy Policy outlines how we collect, use, disclose, and protect personal data when you access or use our Software-as-a-Service (the "Service") Enterprise Resource Planning (ERP).

2. Information We Collect

• Name, email address, phone number, and other contact details.
• Job title, company name, industry, and related business identifiers.
• Financial and billing information related to your subscription.
• Any data you input into the ERP system, including but not limited to customer, supplier, chart of accounts, inventory and employee records.

• Login timestamps, navigation patterns, feature usage, and session details
• IP address, browser type, device type, and operating system information

• We use cookies and similar tools to analyze your behavior, improve performance, and personalize your experience. For more information, please review our Cookie Policy for more information.

3. How We Use Your Information

Your data is used to:

• Deliver, maintain, and improve the ERP platform
• Authenticate users and manage accounts
• Process payments and provide customer support
• Communicate important updates, features, and service-related messages
• Analyze platform performance and user engagement
• Comply with legal and regulatory obligations
• Send marketing communications, where consent has been provided
• Fulfill contractual obligations under our service agreements

4. Legal Basis for Processing

We rely on the following legal grounds to process your personal data:

• Contractual Necessity: To comply with UAE and international data protection regulations (e.g., GDPR).
• Legal Obligation: To enhance platform security, improve performance, and protect our business.
• Consent: For marketing communications or other purposes requiring your explicit permission.

5. Data Sharing and Disclosure

We may share your data with:

• Authorized Service Providers: Including hosting partners (e.g., AWS), payment processors, analytics services, and support tools.
• Business Partners: As required to deliver integrated services or features.
• Legal Authorities: In response to lawful requests, regulatory requirements, or legal processes. In cases of merger, acquisition, or corporate restructuring, subject to confidentiality.

6. Data Security

We apply industry-leading technical and organizational measures to protect your data from unauthorized access or disclosure. Key safeguards include:

• Encryption of data in transit and at rest
• Role-based access controls
• Regular security audits and vulnerability assessments

7. Data Retention

Octate Software L.L.C retains user data for various essential purposes, including providing services, customer support, complying with legal obligations, and improving our offerings.

We have specific retention periods for different types of data, particularly for free trial accounts and terminated accounts. This ensures we hold data only as long as necessary, respecting your privacy while meeting our legal and operational requirements.

For detailed information on our data retention periods, the types of data we retain, and our deletion processes, please refer to our full Data Retention Policy

8. Your Rights

Under GDPR and applicable UAE data protection laws, you have the right to:

• Access your personal data
• Request correction of inaccurate or incomplete data
• Request deletion of your data ("Right to be Forgotten")
• Restrict or object to specific data processing
• Receive a copy of your data in a portable format
• Withdraw consent for processing activities where consent is the legal basis

To exercise these rights, please email us at info@octate.ooo

9. International Data Transfers

If we transfer personal data outside the UAE or European Economic Area (EEA), we implement safeguards (e.g., Standard Contractual Clauses) to ensure a high level of data protection. As we use AWS Cloud Infrastructure, some data may be processed in global data centers.

10. Changes to This Privacy Policy

We may periodically update this Privacy Policy. Material changes will be communicated via email or within the Service. Continued use of the Service constitutes your acceptance of the updated policy.

11. Contact Us

For questions, feedback, or privacy-related concerns, please contact:

Octate Software L.L.C
Dubai, United Arab Emirates