Privacy Policy

1. Who we are

Octodrop Limited ("Octodrop", "we", "us", or "our") provides operational software, workflow automation, integrations, dashboards, and AI-assisted platform features.

For privacy questions, access requests, correction requests, or complaints, contact nick@octodrop.com.

2. Personal information we collect

The personal information we collect depends on how you use Octodrop. It may include:

• contact details, such as name, email address, company, role, and phone number;
• account details, such as login information, workspace membership, permissions, and settings;
• billing and subscription information;
• support messages, sales enquiries, feedback, and call notes;
• usage data, such as pages viewed, product events, logs, device data, browser data, and IP address;
• workspace data, records, files, prompts, outputs, comments, and operational content that users upload or generate; and
• information from connected integrations where you choose to connect third-party services.

3. How we collect information

We collect information directly from you when you sign up, use the platform, contact us, connect an integration, or interact with our website.

We may also collect information from workspace administrators, other users in your organisation, connected third-party services, service providers, and publicly available sources where lawful and relevant.

Where New Zealand privacy law requires notice for information collected from another source, we will take reasonable steps to provide that notice or rely on a lawful exception. Customers are responsible for giving appropriate privacy notices to people whose information they add to their Octodrop workspace.

4. How we use personal information

We use personal information to:

• provide, secure, maintain, and improve Octodrop;
• create and manage accounts, workspaces, permissions, subscriptions, and billing;
• operate workflows, automations, dashboards, integrations, AI-assisted features, and support tools;
• respond to enquiries, provide support, and communicate service updates;
• monitor performance, troubleshoot issues, prevent fraud, and protect security;
• understand product usage and improve website and platform experiences;
• meet legal, tax, accounting, and regulatory obligations; and
• enforce our terms and protect our rights, users, and services.

5. AI and automation processing

When you use AI-assisted features, relevant prompts, records, files, metadata, and outputs may be processed by Octodrop and selected AI or infrastructure providers to deliver the requested feature.

AI outputs can be inaccurate or incomplete. You should review outputs before using them for business decisions, customer communications, or operational changes.

6. Sharing personal information

We may share personal information with:

• service providers that help us host, secure, support, analyse, bill, communicate, and operate Octodrop;
• third-party services and integrations that you choose to connect;
• workspace administrators and authorised users within your organisation;
• professional advisers, insurers, auditors, and payment or accounting providers;
• law enforcement, regulators, courts, or other parties where required or permitted by law; and
• a buyer or successor if Octodrop is involved in a merger, acquisition, restructure, or sale of assets.

We do not sell personal information.

7. Overseas disclosure

Some providers, infrastructure, support systems, and integrations may process or store information outside New Zealand. Where personal information is disclosed overseas, we will take reasonable steps to use appropriate safeguards or otherwise ensure the disclosure is permitted by applicable privacy law.

8. Cookies and analytics

Our website and app may use cookies, local storage, pixels, analytics tools, and similar technologies to keep you signed in, remember preferences, understand usage, improve performance, and protect the service.

Analytics tools may measure page views, section views, clicks, outbound links, pricing interactions, scroll depth, engagement time, device details, browser details, and approximate location so we can understand demand and improve the website and platform.

You can control some cookies through browser settings, but disabling cookies may affect parts of the service.

9. Security

We use reasonable technical, organisational, and administrative safeguards to protect personal information from loss, misuse, unauthorised access, disclosure, alteration, and destruction.

No system is completely secure. You are responsible for using strong passwords, protecting credentials, managing permissions, and keeping connected third-party accounts secure.

10. Retention

We keep personal information for as long as needed to provide the service, meet legal obligations, resolve disputes, enforce agreements, maintain security, and support legitimate business purposes.

Workspace data may be retained, deleted, exported, or archived according to product settings, account status, support requirements, legal obligations, and any written agreement with you.

11. Access and correction

You may ask to access or correct personal information we hold about you. Contact nick@octodrop.com and we will respond as required by applicable law.

If your information is controlled by an Octodrop customer workspace, we may refer your request to that customer or ask you to contact them directly.

12. Privacy complaints

If you have a privacy concern, contact us first at nick@octodrop.com so we can try to resolve it.

If you are not satisfied with our response, you can contact the New Zealand Office of the Privacy Commissioner at privacy.org.nz.

13. Changes to this policy

We may update this Privacy Policy from time to time. The latest version will be posted on this page with the updated date. If a change is material, we may provide additional notice through the website, app, email, or another reasonable method.