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Privacy Policy

Last updated: September 2026

Who we are

Octovia Nexus Promo (we, us) operates the website at promo.octovianexus.com from Windhoek, Namibia.

What information we collect

  • Account information: name, email, phone, billing/shipping address you provide when placing an order or registering.
  • Order information: products ordered, payment method (we do not store card details), delivery details.
  • Browsing data: standard web logs (IP, browser, pages viewed) used for security and analytics.
  • Enquiries: quote requests, newsletter sign-ups, WhatsApp messages to our business number, and replies to our emails, including the campaign reference (for example PROMO-00017) that identifies which email or campaign you came from.
  • Cookies: session cookies for cart and login. The site also remembers your cookie choice and, for up to 30 days, the campaign reference and tags from the link you arrived on, in your browser’s local storage.

How we use it

  • To process and deliver your orders.
  • To respond to enquiries and quote requests.
  • To improve our website and product range.
  • To send marketing emails — only if you opt in.

WhatsApp messages

When you message our business WhatsApp number, an automated assistant answers first. It identifies your enquiry from the reference in your message, and collects the details we need to prepare a quote: the product, quantity, branding, artwork, deadline and delivery town. It then hands over to a member of our team. The assistant never quotes prices, confirms stock or gives lead times — a person prepares and sends every quote.

How we handle enquiries

Quote requests, newsletter sign-ups, WhatsApp messages and replies to our emails are stored in our customer records and shared with our team in a workspace tool so that we can respond to you. We use AI services to classify and summarise enquiries so they reach the right person quickly; these services do not make decisions about you and are not used to quote prices.

You can stop newsletter and campaign emails at any time. Every email explains how, and replying “no thanks” removes you from our mailing list.

Sharing

We do not sell your personal information. We share it only with couriers for delivery, suppliers fulfilling branded items under confidentiality, the workspace and AI tools we use to manage enquiries, and authorities if legally required.

How long we keep records

We keep enquiry and quote records for as long as needed to respond to you and for five years afterwards for our business and tax records, unless you ask us to delete them sooner. Newsletter details are kept until you unsubscribe. To ask for a copy of your data, or for it to be corrected or deleted, email info@octovianexus.com; we respond within 30 days.

Your rights

You can request access to, correction of, or deletion of your personal data by emailing info@octovianexus.com. We will respond within 30 days.

Security

The website uses HTTPS encryption. Payment processing is handled by trusted third parties; we never store card numbers on our servers.

Contact

Questions about privacy: info@octovianexus.com · +264 81 238 4424