Privacy Policy

Last updated: March 2025

1VA, operated by Octogle Technologies (“we”, “us”, or “our”), is committed to protecting your privacy. This Privacy Policy explains how we collect, use, store, and protect your personal data when you use our website at https://1va.ai and our managed AI virtual assistant services.

By using our website or services, you agree to the practices described in this policy.

1. Data We Collect

We collect the following categories of personal data:

1.1 Information You Provide

Contact form submissions: your name, email address, company name, and any message content you provide.
Account information: details provided when signing up for our managed AI virtual assistant service.
Communications: any correspondence you send to us via email or other channels.

1.2 Information Collected Automatically

Usage analytics: pages visited, time spent on pages, referring URLs, and general interaction patterns.
Device information: browser type, operating system, screen resolution, and device identifiers.
IP address: collected for security and analytics purposes, anonymised where possible.

2. How We Use Your Data

We process your personal data for the following purposes:

To respond to your enquiries and provide customer support.
To deliver and manage our managed AI virtual assistant services.
To improve our website, services, and user experience.
To send service-related communications (not marketing, unless you opt in).
To comply with legal obligations.

3. Legal Basis for Processing (GDPR)

Under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018, we process your data on the following lawful bases:

Consent: when you submit a contact form or opt in to communications.
Contractual necessity: when processing is required to deliver services you have requested.
Legitimate interests: to improve our services, ensure security, and analyse usage patterns, provided these interests do not override your rights.
Legal obligation: where we are required to process data to comply with applicable law.

4. Data Processors and Third Parties

We share personal data only with trusted third-party processors who assist in operating our website and services:

Vercel: website hosting and deployment infrastructure. Data may be processed in accordance with Vercel's Privacy Policy.
Resend: transactional email delivery for contact form submissions and service communications. See Resend's Privacy Policy.

We do not sell, rent, or trade your personal data to any third parties.

5. AI Training

Your data is not used to train AI models. Any data processed as part of our managed AI virtual assistant service is used solely for delivering the service to you. We do not use customer data, communications, or usage patterns to train, fine-tune, or improve any artificial intelligence or machine learning models.

6. Data Security

We implement industry-standard security measures to protect your personal data:

Encryption in transit: all data transmitted between your browser and our servers is encrypted using TLS 1.3.
Encryption at rest: stored data is protected using AES-256 encryption.
Access controls: personal data is accessible only to authorised personnel on a need-to-know basis.
Regular audits: we periodically review our security practices and update them as necessary.

7. Data Retention

We retain your personal data only for as long as necessary:

Contact form data: retained for up to 24 months from the date of submission, unless an ongoing relationship exists.
Account and service data: retained for the duration of your service agreement and up to 12 months thereafter.
Analytics data: aggregated and anonymised data may be retained indefinitely. Identifiable analytics data is retained for up to 26 months.

You may request early deletion of your data at any time (see Your Rights below).

8. Your Rights

Under the UK GDPR, you have the following rights regarding your personal data:

Right of access: request a copy of the personal data we hold about you.
Right to rectification: request correction of inaccurate or incomplete data.
Right to erasure: request deletion of your personal data where there is no compelling reason for continued processing.
Right to restrict processing: request that we limit how we use your data.
Right to data portability: receive your data in a structured, commonly used, machine-readable format.
Right to object: object to processing based on legitimate interests or for direct marketing.
Right to withdraw consent: withdraw consent at any time where processing is based on consent.

To exercise any of these rights, contact us at hello@1va.ai. We will respond to your request within 30 days.

You also have the right to lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk.

9. Cookies

Our website uses cookies to ensure functionality and improve your experience. For detailed information about the cookies we use and how to manage them, please see our Cookie Policy.

10. International Data Transfers

Some of our third-party processors (such as Vercel and Resend) may process data outside the United Kingdom. Where this occurs, we ensure appropriate safeguards are in place, including Standard Contractual Clauses (SCCs) or equivalent mechanisms approved under UK data protection law.

11. Children's Privacy

Our services are not directed at individuals under the age of 18. We do not knowingly collect personal data from children. If you believe we have inadvertently collected data from a minor, please contact us immediately.

12. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or applicable law. We will post the revised policy on this page with an updated “Last updated” date. We encourage you to review this page periodically.

13. Contact Us

If you have any questions about this Privacy Policy or our data practices, please contact us:

Email: hello@1va.ai
Website: https://1va.ai
Operated by: Octogle Technologies