Privacy Policy
Last updated: September 2026
Who we are
Octavan is a sole proprietorship providing advertising management and call answering services to roofing contractors in the Dallas–Fort Worth area. Contact: hello@octavan.com.
What we collect
Through this website: the name, company, work email, phone number, and estimated missed-call volume you enter in a form, plus your IP address, browser user agent, the page URL, and the referring URL at the moment of submission. We also store the exact consent text you agreed to and the timestamp. We do not use tracking cookies for advertising on this site. Visits are counted with Cloudflare Web Analytics, which sets no cookies and does not identify you.
Why we collect it
To contact you about the services you inquired about, and to keep a record that you consented to being contacted. The consent record exists to protect both of us if there is ever a dispute about whether contact was authorized.
Call data, if you become a customer
Once a system is live for your business, we process calls placed to your business number on your behalf: audio recordings, transcripts, caller phone numbers, and the structured intake fields the system collects. This data belongs to you. We act as a processor of it, not an owner.
How long we keep it
Website inquiries and consent records: 24 months. Call recordings: 90 days, then deleted. Transcripts and summaries: 12 months, then the text is removed while the aggregate counts remain so your historical reports do not change. Aggregate, non-identifying statistics may be kept indefinitely.
Who we share it with
We use third-party sub-processors to deliver the service: a voice platform to handle calls, an email provider to send notifications, a database and file host to store data, and a hosting provider to run the website. We do not sell your data, and we do not share it with anyone for their own marketing.
Call recording
Calls handled by the system are recorded, and every call opens with a spoken notice that it is being recorded and that the caller is speaking to an automated assistant. We use a single announcement written to the strictest state standard rather than varying it by state.
Your rights
You can ask us what we hold about you, ask for a copy, ask for it to be corrected, or ask for it to be deleted. Email hello@octavan.com and we will respond within 30 days. If you ask to be removed from contact, you are added to a do-not-call record the same day.
Security
Data is stored with access controls, transport encryption, and row-level isolation so one customer cannot access another customer’s records. Recordings are stored in a private bucket and served only through short-lived signed links.
Changes
If this policy changes materially we will update the date at the top. The consent text stored with each inquiry is versioned, so we can always show you exactly what you agreed to on the day you agreed to it.