Legal

Privacy Policy

Last updated: 24 September 2026

The short version: this website sets no cookies, runs no analytics or ad trackers, and has no user accounts. When you send an enquiry, it goes directly to us — we use it to reply, and for nothing else.

1. Who we are

Octovia Nexus Investments CC (registration CC/2024/08273) is a software, IT and branding company based in Windhoek, Namibia, serving clients in Namibia and internationally. Contact: info@octovianexus.com · +264 81 238 4424.

2. What we receive from you

Quote form: the form on our homepage does not store anything on our servers. When you press send, it opens WhatsApp on your device with your message pre-filled — the message is only transmitted when you send it in WhatsApp, and it arrives on our business WhatsApp number. WhatsApp is a Meta service and processes that message under its own terms and privacy policy.
Email and phone: if you email or call us, we receive what you choose to share (name, contact details, project information).

We use this information to answer you, prepare proposals and deliver work — not for marketing lists, and we never sell it.

3. Campaign emails, our assistants and AI

Campaign emails: we send occasional campaign emails to businesses about our services. Every email explains how to opt out, and replying “no thanks” removes you from future sends.
Lead references: links in our emails may carry a lead reference (for example TECH-00042). If you arrive through such a link, the reference is stored in your browser for up to 30 days and included in your WhatsApp message or enquiry so we know which campaign brought you. We remove it from the address bar straight away so that copying and sharing the link does not pass your reference to someone else.
Website AI chat: when you submit a question in the website assistant, your question and the recent conversation are sent through our server to Anthropic’s Claude API to generate a reply. The conversation is held in the page’s memory and cleared when you start over or reload. The chat endpoint does not save a conversation to our customer records; hosting and provider processing are subject to their own policies. Do not enter passwords, payment details or sensitive personal information. Anthropic privacy information.
WhatsApp assistant: messages to our WhatsApp business number are first answered by an automated assistant, which collects your enquiry details and then hands the conversation over to a person. The assistant never quotes prices.
Where enquiries go: enquiries from the website form, from WhatsApp and from replies to our emails are stored in our customer records and shared with our team in a workspace tool so we can respond.
AI services: we use AI services to classify and summarise enquiries so the right person picks them up faster. AI does not make decisions about you. The website assistant can explain published starting prices, but final quotes are confirmed by our team.

4. What this website collects automatically

Chat usage protection: Cloudflare stores daily hashed IP identifiers and usage counters for up to 48 hours to enforce chat limits. These counters contain no questions or replies.
Hosting logs: the site is served by Cloudflare, whose infrastructure keeps standard server logs (IP address, browser type, pages requested) for security and operations.
Fonts and libraries: the site loads fonts from Fontshare and JavaScript libraries from public CDNs (jsDelivr, jspm). When your browser fetches those files, those services see your IP address and browser details, as with any website that uses a CDN.
Campaign attribution: if you arrive from one of our campaign links, the lead reference and campaign tags are stored in your browser (localStorage) for up to 30 days, as described in section 3. They stay on your device unless you send us an enquiry.
Cookieless analytics: we record which pages are visited and which campaign link brought you, using an analytics service that sets no cookies and does not track you across other websites.
Nothing else. No cookies, no advertising pixels, no fingerprinting, no cross-site tracking.

5. Project and client information

Information you share with us during a project — business details, credentials, documents, data — is treated as confidential, used only to deliver the agreed work, and shared only with people who need it to do that work. We are happy to sign a non-disclosure agreement on request.

6. Links to other websites

Our portfolio links to websites we have built (including client sites), to our promotional products store at promo.octovianexus.com, and to WhatsApp. Each of those has its own privacy practices — our store, for example, has its own privacy policy because it works differently (it has carts and accounts; this site does not).

7. Your choices and rights

Prefer not to use WhatsApp? Email us instead — the form is optional.
You may ask us at any time what personal information we hold about you from our correspondence, and ask us to correct or delete it. Write to info@octovianexus.com.
We keep correspondence only as long as we need it for the enquiry, the work and our legal or accounting obligations.

We aim to follow recognised international data-protection principles (lawful purpose, data minimisation, confidentiality) for all visitors, wherever you are in the world.

8. Changes to this policy

If we add features that change how data is handled (for example, analytics), we will update this page and the date above before they go live.

Questions about this policy? Email info@octovianexus.com.