Privacy Policy

Throughout this Privacy Policy, “Octosoft”, “we”, “us” or “our” refers to Octosoft Technologies Limited. Further, for purposes of this Privacy Policy, “Website” includes our Octosoft.ai, its subdomains and any mobile applications owned by Octosoft.

This Policy describes how personal data and/or other information about you may be used and disclosed and how you can get access to this information.

1. Introduction:

At Octosoft, we value the trust you have placed in us and intend to continue to earn your trust each day. Protecting the privacy of your personal information is a major priority throughout all of our business practices and procedures. Our commitment to protecting your privacy is reflected in this Privacy Policy, which describes our policies in using, gathering, communicating, and protecting information about you. Our procedures and policies protecting and safeguarding your personal information are maintained both while you are insured under a policy we administer and for any time thereafter.

2. Information We Collect:

2.1 Directly From You

Personal Information We Collect:
At Octosoft, we value the trust you have placed in us and intend to continue to earn your trust each day. Protecting the privacy of your personal information is a major priority throughout all of our business practices and procedures. Our commitment to protecting your privacy is reflected in this Privacy Policy, which describes our policies in using, gathering, communicating, and protecting information about you. Our procedures and policies protecting and safeguarding your personal information are maintained both while you are insured under a policy we administer and for any time thereafter.

Contact Information (e.g., name, phone number, address, and email address);
Date of Birth; marital status and your dependents,
Financial information (e.g., bank account, debit and credit card account numbers, balances and information related to payment for healthcare services), and (as applicable) your academic enrollment status or employment details;
Government identification numbers (e.g., Driver’s License Number, National Voter’s Card Number, National Identification
Benefits coverage information and health information (e.g., health insurance status and information related to healthcare services received from healthcare
Geo-Location and other demographic information. Sensitive personal information/information necessary to conduct our business (e.g. health history, family health history).

2.2 From Website Usage

In connection with your use of our Website, we may collect the following information:

Your Internet Protocol (IP) address;

Your Internet Protocol (IP) address;
Your usage logs, device & browser data
The e-mail addresses of users who communicate with us;
Aggregate Information on what pages on our website users’ access or visit.
Login Information;
Information volunteered by the user, such as site registration and email update requests.
Information necessary to complete transactions with us.

2.3 From Third Parties

We receive information from you and others regarding premium payments and reimbursements. This information may include, among other things, your ATM card numbers, bank account numbers, and other material relating to payments to/from you;

We retain personal information only so long as required by our business practices or by applicable law.

2.4 Notice:

We do not disclose any non-public information about you to anyone, except as authorized or as permitted or required by law.
We do not sell or otherwise disclose your personal information to anyone for purposes unrelated to our products and services.
We use the personally identifiable information you voluntarily provide to register you as a user of the Website or to complete transactions with us at your request.
We will not use your information for any purpose that you have not expressly authorized. Your information is not sold, rented, or shared with other entities or organizations for commercial purposes or in ways different than what is disclosed in this Privacy Policy;
From time to time, we may disclose information to fulfill certain legal and regulatory requirements or if we believe, in good faith, that such disclosures are legally required or necessary to protect others’ rights or to prevent physical harm or financial loss or in connection with an investigation of suspected or actual illegal activity.
We may also provide information to a court, government agency, or other third parties when subpoenaed or as otherwise required by law.
Further, in the event Octosoft is subject to a merger or acquisition, we may provide information to the new owners of the business.
Disclosure may also be required for company audits or to investigate a complaint or security threat.
In the event of a data breach involving your personal information, we will notify you and the Nigeria Data Protection Commission within 72 hours, in line with NDPA Section 42.

3. Confidentiality and Security of Personal Information

We restrict access to information about you to those employees and third parties who need to know that information, in order to provide the benefits and services pertinent to your service request. All personal information exchanged with third parties (such as health care providers, insurance companies, and entities administering claims) are restricted by confidentiality agreements. Our employees are trained and required to safeguard all such information. We maintain physical, electronic, and procedural safeguards that comply with federal and state regulations to protect information about you from disclosure. If at any time in the future, it is necessary to disclose any of your personal information in a manner that is inconsistent with this Policy, we will give you advance notice of the proposed change so that you will have the opportunity to consent or refuse consent to such disclosure;
We will apply the policies discussed above in the event we propose to disclose your information to a third party. If we propose to disclose your information to a third party that is acting as our agent or on our behalf, we will ensure that the third party has agreed to assure adequate protection of your information.

4. Choice/Opting Out:

You may choose to restrict our use of your information. You may exercise your choice to “opt out” of providing personal information in many ways. When selecting to use certain services or features of our Website, you can choose whether to share personal information with respect to the particular service or feature. If you receive communications from us that you do not want to receive, you can opt-out from receiving these communications, by requesting that we remove your information from our database.
You may also opt out entirely from providing personal information to us by not creating an account on our Website, or not completing transactions with us through the Website. You may also choose at a later date to have your name removed from our database. However, certain sections of our Website do require registration in order to use these sections and services. If you choose not to register or provide certain information, these sections will not be available for your use.
We will not use your information for any purpose other than for those purposes you have authorized. Further, we will not use your information for a purpose that is incompatible with the purpose for which it was originally authorized by you.
If you choose to opt out entirely, kindly send an email to: hello@octosoft.ai. You could also delete your Octodoc account and this options is available on our Octodoc Mobile Application.

5. Security:

Your user account containing your information is password protected. Only those who log on with your password can access your account. Our authorized personnel may also access your user account. Any transactions requiring you to enter personal identifying information are submitted via a secure, encrypted page. We have taken appropriate security measures to protect your personal information from loss, misuse and unauthorized access, disclosure, alteration, and destruction. However, please remember that you play a valuable part in security as well. Your password (or two-factor authentication) to access your account should never be shared with anyone.

After you have finished using the Website, you should log off and exit your browser so no unauthorized persons can use our Website with your name and account information. Furthermore, if you provide any information to parties who operate websites that are linked to or from our Website, different rules may apply to their collection, use, or disclosure of your personal information. We encourage you to review the privacy policies of such other sites before revealing any sensitive or personal information. Despite precautions taken by you or by us, “perfect security” does not exist on the Internet. We cannot ensure or warrant the ultimate security of any information you transmit.
We make every effort to ensure that the information on the Website, as well as the information which you have provided to us, is reliable for the use you intend, and that it is accurate, complete and current. To assist us in ensuring that your information is relevant on an ongoing basis for its intended urposes, we encourage you to update your information on the Website as frequently as may be necessary.

6. Accessing our Websites through Mobile Devices:

If you access our websites on a mobile telephone or mobile device, we may also collect the related unique device identifier and mobile device IP address, as well as information about that device’s operating system, mobile carrier, and location information.
When you provide us your mobile device phone number as your contact phone number, you consent to the use of your mobile device phone number for the purposes identified in this Privacy Policy. If you choose to receive notifications from us on your mobile device (e.g., text notifications), you also consent to the use of your mobile phone number for that purpose.

7. Cookies:

Cookies are pieces of information that a website transfers to a user’s computer for purposes of storing information regarding the user’s preferences. Just as many major websites use cookies as a standard practice to provide useful information to a user, Octosoft uses cookies to deliver website content specific to your identified interests and to guide you through your session on the Website.

By themselves, cookies do not personally identify users, although they do identify a user’s computer. A user can opt not to take advantage of the cookie benefits by setting his or her browser to refuse cookies.

8. Your Access to Your Personal Information:

You may request a copy of our records of personal information relating to you and may ask us to correct the information contained in those records. Note that we may not be able to correct inaccuracies in the information provided to us by others.

We will make reasonable efforts to verify and correct any personal data inaccuracies. Where correction is not possible (e.g., data sourced from third parties), we will inform you and explain why.

To submit a request to review your information, write us at the address below and include, as applicable, your name, your Member ID, your Policy Number and Government identification number, and identify the information you want to review. If you want to request a change to inaccurate information or lay a complaint, you may call us at +234 (0) 201 889 0800 or write us at the address below:

To:

Octosoft Technologies Limited

Sum House, 350 Borno way

Alagomeji-Yaba

Lagos, Nigeria

You do not need to contact us or take any other action to preserve the privacy of your personal information as a result of this Policy.

9. Effective Date and Future Changes:

This Privacy Policy is effective as of April 2021. We may update this Privacy Policy from time to time. We encourage you to periodically review the Website and posted Privacy Policy periodically for any updates or changes. Your continued access or use of our Website shall be deemed your acceptance of all terms and conditions contained in this Privacy Policy.

10. Governing Laws:

The rights and obligations under this Privacy Policy are governed by the laws of the Federal Republic of Nigeria, including but not limited to the Nigerian Data Protection Regulations (NDPR) (2019) and Nigerian Data Protection Act(NDPA)(2023).

Data hosted outside the territory of Nigeria, All Personal Information you provide to us is stored on our secure servers as well as secure physical locations and cloud infrastructure (where applicable). The data that we collect from you may be transferred to and stored at a destination outside Nigeria, the United Kingdom or the European Economic Area (“EEA”). Whenever your information is transferred to another location, we will take all necessary steps to ensure that your data is handled securely and in accordance with this Privacy Policy. Where data is transferred outside Nigeria, such transfer will only occur with appropriate safeguards in place, such as data processing agreements or standard contractual clauses, in compliance with NDPA 2023

You agree to be bound by the terms and conditions contained within this Privacy Policy, which form a legally binding agreement between us and you.

11. Lawful Basis for Processing Your Personal Data:

We only collect and use your personal data when we have a lawful reason to do so. These reasons may include:

Your Consent: When you give us permission to process your data (e.g., marketing emails).
Contractual Necessity: When we need your data to provide healthcare coverage or related services.
Legal Obligation: When required to comply with Nigerian laws and regulations.
Vital Interests: To protect your life or the life of another person in emergency healthcare situations.
Public Interest or Official Duties: For tasks carried out in the public interest, such as reporting on national health trends.
Legitimate Interest: When we use your data in a way you’d reasonably expect, and it has minimal impact on your privacy (e.g., improving services).

12. Your Rights Under the NDPA:

Under Sections 34–39 of the Nigeria Data Protection Act (NDPA), you have rights concerning how your data is handled. These include:

Right to Access: You can ask to see the personal data we hold about you.
Right to Correction: You can request that inaccurate or incomplete data be corrected.
Right to Erasure: You can ask us to delete your data when it’s no longer needed or if you withdraw consent.
Right to Object: You can object to how we use your data, especially for marketing or profiling.
Right to Data Portability: You can request a copy of your data in a format that lets you move it to another provider.
Right to Restrict Processing: You can ask us to limit how we use your data in certain situations.
Right to Withdraw Consent: Where consent was used, you can withdraw it at any time without affecting previous lawful processing.

13. Your Representations:

By using our Services, you represent and warrant to us that: You are at least 18 years of age; and

You are authorized to purchase and bind this insurance on behalf of the individual, company or entity applying for medical coverage;

You authorize Octosoft, as well as its agents and representatives, to obtain information from a third party in order to assess your insurability, or for any permissible purpose.

14. How to Exercise Your Rights:

You can exercise any of your rights by contacting our Data Protection Officer (DPO) through the following:

📧Email: toni.animashaun@octosoft.ai
📞Phone: +234 (0) 201 889 0800
📍Address: 350 Borno way, Alagomeji, Yaba, Lagos.

We will respond to your request within 30 days, as required by law.

15. Data Retention – How Long We Keep Your Data

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

For the purpose it was collected (e.g., service delivery, support)
To meet legal and regulatory requirements
To resolve disputes or enforce our agreements

After this period, we securely delete or anonymize the data.

16. Intellectual Property Rights

Our names, graphics, and logos used in connection with our Services, service marks, icons, page headers, page layouts, illegal scripts, and unique terminology are our trademarks and trade dress (collectively, “Proprietary Marks”) in the Federal Republic of Nigeria. You may not use our Proprietary Marks without our express and written permission.

Octosoft makes no proprietary claim to any third-party names, trademarks, or service marks appearing on our Services as the rights related to these names, trademarks, or service marks belong to their respective owners;

Any information, advice, data, software, or other content, which may be contained in or downloaded from our Services (collectively referred to as “Content”), including, but not limited to, all text, graphics, charts, images, videos, icons, and renditions, are copyrighted by, or otherwise licensed to, us or our Content suppliers.

We also own copyrights to a collective work in the selection, coordination, arrangement, organization, navigation, presentation, display, and selective alteration of the Content (referred to as “Collective Work”). All softwar e used in providing or supporting our Services (“Software”) is our property or the property of our software vendors and is protected by the Federal Republic of Nigeria and international copyright laws.

Any access you may have, including but not limited to, viewing, reading, printing, downloading or otherwise using the Content, Collective Work, or Software does not waive any of our rights and does not entitle you or any third party to any ownership or intellectual property rights.

You are solely liable for any damages arising from your infringement of our or any third-party intellectual property rights with respect to the Proprietary Marks, Content, Collective Work, Software, or third-party names, trademarks or service marks.

You are solely responsible for any harm incurred to us or our affiliates as a direct or indirect result of your copying, distributing, redistributing, publishing, or using the same for purposes that are expressly or impliedly in violation of this Terms of Use.

17. No Third-Party Binding Effect

The Terms of Use are between you and Octosoft, and no provision within the Terms of Use confers any implied or express right to any third party. The Terms of Use do not provide you with any authority to bind Octosoft in any way.

18. Assignment

You may not transfer, assign, or license your rights under the Terms of Use without our prior express and written consent.

19. Our Services Are Not Intended for Minors

Our Services are not directed at minors, that is, persons younger than 18 years old. If you are not at least 18 years old, please do not attempt to access our services. We do not knowingly contact or collect personal information from persons under 18 years old, and such a person should not provide us with any information.

Our services are also not intended for use by children under the age of 13. In accordance with the Nigeria Data Protection Act (NDPA) 2023 and international best practices, we do not knowingly collect personal information from children without verifiable parental or guardian consent. If we become aware that we have inadvertently collected personal data from a child without proper consent, we will take immediate steps to delete such information. By using our services, you confirm that you are at least 18 years of age or have received permission from a parent or legal guardian.

No data will knowingly be collected from persons under 18 and where such data is discovered, it will be deleted immediately.

20. Written Modification

The Terms of Use shall only be modified in writing. The individual employees of Octosoft, Octosoft’s affiliate companies, and third parties are not authorized to modify the Terms of Use except by the mechanism stated herein. Any employee offering to modify the Terms of Use is not acting as an agent of Octosoft or with proper authority to bind Octosoft.

You agree not to rely on any statement, written or oral, by any employee or agent of Octosoft or any third party with respect to modification or interpretation of the Terms of Use.

21. Notices

Notices to you: In using our Services, you may choose to communicate with us by providing us with feedback, comments, questions, or proposals. In doing so, you agree to allow Octosoft to use this information in any way consistent with the Terms of Use and our Privacy Policy.

When you submit contact information to us as part of an attempted or completed request for a quote or offer for goods or services, you consent to receive telephone calls, emails, text messages, mailers, or other similar communications in connection with these goods and services.

In the event Octosoft may choose or become obligated to provide you with notices under or related to the Terms of Use, you consent to receive such notices or related communications by Octosoft posting them on its Website, by sending them to you via an email address you provided, or by sending them to a postal address you provided, at our discretion.

You further agree that any such communication as described herein satisfies any legal requirement that the communication must be provided in writing.

Notices to Octosoft: If you have any questions about the Terms of Use or wish to notify us in relation to your use of our Services, you may contact Octosoft by email at hello@octosoft.ai ; or by calling +234 (0) 201 889 0800.

22. Severability

Except as otherwise provided herein, in the event that any provision contained within the Terms of Use is deemed to be unenforceable, invalid, or ambiguous, such provision shall be limited or discarded to the minimum extent necessary so that the remaining provisions of the Terms of Use remain in full force and enforceable.

23. Non-Waiver

Neither party shall be deemed to have waived, in whole or in part, any of its rights granted herein by its failure to exercise, in whole or in part, any right herein.

24. Force Majeure

Neither party shall be responsible for any delay or failure in any performance due to acts of God, war, warlike conditions, blockade, embargoes, riots, government restriction, labor disturbances, unavailability of anticipated or usual means of supplies, wrecks, epidemics, quarantine, fire, flood, earthquake, explosion, any unforeseen change in circumstances, or any other causes beyond any party’s reasonable control.

25. Entire Agreement

You agree to be bound by the terms and conditions contained within the Terms of Use, as well as our Privacy Policy. Collectively, these form a legally binding agreement between us and you. The Terms of Use and only the Privacy Policy expressly incorporated by reference herein constitute the entire agreement of the parties and supersede any prior or contemporaneous agreements, understandings, warranties, or understandings, whether written or oral, whether express or implied, with connection to our Services.

26. Dispute Resolution and Jurisdiction

You agree that the Terms of Use are governed and interpreted in accordance with the laws of the Federal Republic of Nigeria. By using our Services, you agree and submit to the exclusive jurisdiction of the High Courts of Lagos in order to resolve any dispute arising from your use of the Services, including but not limited to the enforcement of any arbitration award. You further agree to waive any objection to such jurisdiction or venue.

The Parties shall in good faith, use their reasonable best efforts to resolve any dispute that may arise in relation to this Agreement through dialogues and negotiations within twenty (20) days of such dispute’s occurrence. Where the Parties cannot jointly resolve the dispute wholly or partly, the dispute shall be referred to and finally resolved by arbitration in accordance with the Arbitration and Mediation Act (2023). The arbitral tribunal shall be composed of one (1) arbitrator who shall be jointly appointed by the Parties.

Where the Parties are unable to agree on a choice of arbitrator, the nomination shall be made by the Chairman for the time being of the Nigerian branch of the Chartered Institute of Arbitrators, United Kingdom. The seat or legal place of arbitration shall be Lagos, while the language to be used in the arbitral proceedings shall be English.

All reasonable costs and expenses attributable to the arbitration (including the fees of the arbitrator) shall be allocated equally between the Parties unless the arbitrator shall determine it is appropriate under the circumstances to allocate such costs and expenses in a different manner.

27. Anti – Bribery and Corruption

At Octosoft, we are committed to conducting business ethically and in full compliance with applicable anti-bribery and anti-corruption laws.

We do not, and will not, tolerate any form of bribery or corrupt practices—whether direct or indirect, through employees, agents, partners, or third parties acting on our behalf.

By engaging with our services or entering into any agreement with us, you confirm that:

Neither you nor anyone acting on your behalf has offered, given, requested, or accepted any bribe, kickback, or other improper payment in connection with Octosoft.
You have in place, and will maintain, appropriate controls to prevent bribery and ensure compliance with all relevant anti-corruption laws and standards.

If you become aware of, or suspect, any activity related to our business that may breach this commitment, you must promptly notify us. Octosoft will take all necessary steps, including reporting and investigation, to ensure full adherence to legal and ethical standards.

Our integrity is core to how we operate. We expect the same from all those we work with.

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