Legal · Octave AMS
Privacy Policy
Effective 12 October 2026
Draft under legal review. Bracketed details are still to be confirmed, and this document is not yet in effect.
In short
- We don’t sell personal data or use it for advertising.
- This website uses no analytics or advertising cookies.
- Associations own and control their members’ data; we process it on their instructions.
- We share data only with providers that help run the Service, such as AWS for hosting and email and Arkesel for SMS.
- You can access, correct, or delete your data, or leave the waitlist, by emailing support@octaveams.com.
This summary is for convenience; the full text below is what applies.
01Who we are and what this covers
Octave AMS is provided by [Novatron legal entity name], trading as Novatron (“we”, “us”). This policy explains how we handle personal data when you visit this website, join the waitlist, contact us, or use the Octave AMS application.
We act in two roles:
- As controller for data about website visitors, waitlist sign-ups, people who contact us, and the accounts of customers and users.
- As processor for the data an association keeps in its workspace — member records, forms and submissions, events and attendance, and messages. The association decides how that data is used; see section 4.
02Information we collect
Information you give us.
- Waitlist: your email address and, if you choose, your name, association, role, and association size.
- Contact form and email: your name, email, organisation, topic, and message.
- Accounts: your name, email address, sign-in identifiers, and profile details you add.
- Billing, once paid plans launch: billing contact and transaction details. Card details are handled by our payment provider, not stored by us.
Information associations put in the Service — member details, unit and role assignments, form submissions, event registrations and attendance, and communications. What is included depends on how each association configures its workspace.
Information collected automatically — when you use the application, technical data such as IP address, browser and device type, timestamps, and records of actions in the audit log, which we use to operate and secure the Service.
On this website, we do not use analytics or advertising cookies. See section 10 for the small amount of browser storage we use.
03How we use it, and why
| Purpose | Data | Legal basis |
|---|---|---|
| Provide and run the Service | Account, workspace, technical data | Performance of our contract |
| Manage the waitlist and tell you about availability | Waitlist details | Your consent, which you can withdraw |
| Reply to your enquiries | Contact form and email content | Our legitimate interest in responding |
| Keep the Service secure and prevent abuse | Technical data, audit log | Legitimate interest; legal obligation |
| Billing, tax, and accounting | Billing details | Contract; legal obligation |
| Improve the Service | Aggregated or de-identified usage | Legitimate interest |
| Comply with law and enforce our terms | As needed | Legal obligation; legitimate interest |
04Data associations keep about their members
When an association uses Octave AMS, it is responsible for the member data it collects and for telling its members how that data is used. We process it only on the association’s instructions: to store it, show it to authorised users, send the notifications the association requests, and keep it secure.
If you are a member and want to access, correct, or delete your information, please contact your association. If you contact us instead, we will pass your request to them and help them respond.
06International transfers
Our providers may store or process data outside your country, including in the United States. Where the law requires, we use appropriate safeguards for these transfers, such as contractual protections, and we take steps to make sure your data receives a comparable level of protection.
07How long we keep it
| Data | Retention |
|---|---|
| Waitlist details | Until you ask us to remove them, or the waitlist closes |
| Contact enquiries | Up to 24 months after the conversation ends |
| Account data | For the life of the account, then deleted or anonymised |
| Workspace (customer) data | As the association decides; deleted after its account ends, following any export window in our Terms |
| Billing records | As long as tax and accounting law requires |
| Security logs | For a limited period needed to secure the Service |
08Security
We use measures designed to protect personal data, including encryption in transit, role-based access controls, restricted internal access, and an audit log of workspace actions. No method of transmission or storage is completely secure. If a breach affects your data, we will notify you and the relevant authorities where the law requires.
09Your rights
Depending on where you live, you may have the right to:
- access the personal data we hold about you and get a copy of it;
- correct inaccurate or incomplete data;
- ask us to delete your data;
- object to or restrict certain processing;
- receive your data in a portable format;
- withdraw consent at any time, for example to leave the waitlist.
To exercise these rights, email support@octaveams.com. We will respond within the time the law requires and may need to verify your identity. These rights apply under laws such as Ghana’s Data Protection Act, 2012 (Act 843), and the EU and UK GDPR where applicable. You also have the right to complain to your data protection authority — in Ghana, the Data Protection Commission.
10Cookies and browser storage
This website does not set analytics or advertising cookies. It stores two small values in your browser:
| Name | Type | Purpose |
|---|---|---|
| octave-theme | Local storage | Remembers your light or dark theme choice |
| octave-intro | Session storage | Shows the opening animation only once per visit |
The Octave AMS application uses cookies and similar storage that are strictly necessary for signing in and keeping your session secure. You can clear browser storage at any time in your browser settings.
11Children
Our website and accounts are not intended for children. Associations may record younger members in their workspaces, and in that case the association is responsible for obtaining any consent from parents or guardians that the law requires.
12Changes to this policy
We may update this policy. We will post the new version here and update the effective date, and for material changes we will notify account holders by email or in the Service before they take effect.
13Contact us
Questions or requests about privacy: support@octaveams.com. Postal address: [Novatron legal entity name], [Registered office address]. See also our Terms of Service.