OctopusX Privacy Policy

Last Updated: November 3, 2026

1 Who we are and what this policy covers

Xixi Future Technology Limited operates OctopusX at https://octopusx.ai/. This policy explains our handling of personal information when you visit our website, create or use an account, access models through our services, pay for services or contact support. Our contact address is UNIT 617, 6/F KING CTR 5-9 KA HING RD KWAI CHUNG HONG KONG. Privacy enquiries may be sent to [email protected].

This policy explains processing and your choices; visiting the website is not consent to every activity. Service terms and the separate Refund Policy address their respective subjects. Applicable privacy rights and obligations remain effective regardless of contractual provisions.

2 Information you provide and its sources

We receive account and contact information you submit, such as your username and email, account settings, organisation or team relationships, and information included in support enquiries. Billing information can include payer details, invoice information, orders and payment references. We receive content that you send through the interface or API, including prompts, messages, uploaded material and file references, and the results returned for your requests.

Authorised administrators, representatives, payment services or model providers may supply information associated with your use. Provide accurate information that you have authority to submit. Avoid including others' personal information when unnecessary for the requested service.

3 Service records and necessary information

Service operation generates records such as account or API identifiers, selected models, request times, usage amounts, response status, errors, charges and transaction history. Website and service access may also involve IP addresses, browser or device information and security events. These records can identify you directly or become personal information when linked with your account. Website tracking is described separately in Section 11.

Some information is necessary to authenticate access, route requests, return results, calculate usage or process payments. If you do not provide it, we may be unable to supply that function. Optional support details should be limited to what resolves your issue; passwords, full payment-card numbers and secret API keys should not be included in ordinary correspondence.

4 Request content results and model training

We temporarily retain request text, uploaded files, outputs and file references to process requests and support retrieval of results, including asynchronous results. Some inputs and outputs are retained only as links rather than as copies of the underlying content. Request and response detail logging is a separate function: disabling it does not stop all task records, content or files from being stored. We do not back up request content, uploaded files or generated results. The service is not intended as permanent file storage.

OctopusX does not use your inputs, uploaded files or outputs to train models, or commission others to train models using that content. We do not use request content for marketing or sell it. We send the content needed to fulfil your request directly to the relevant model provider through its official API. Our current upstream API providers do not use these API requests for model training, but may retain request content temporarily under their own policies. We can submit deletion requests to those providers and follow up; we cannot guarantee immediate deletion by a provider.

5 Purposes and applicable grounds for processing

We process information to establish and administer accounts, deliver model access and results, manage teams, record usage, collect payment, handle refunds, answer enquiries and maintain service reliability. Information may also be necessary to investigate misuse, protect accounts, resolve disputes and meet applicable accounting, tax or legal duties. Website measurement and advertising-related activities have the distinct purposes and limits described in Section 11.

Where law requires a lawful basis, we use the basis appropriate to the activity: performing or preparing a contract, legal obligations, permitted legitimate interests after considering your rights, or consent when required. These are not interchangeable global permissions. We will explain materially different purposes and obtain additional consent where required before using information for them.

6 Organisation accounts and authorised access

If you use OctopusX for an organisation, its account administrators may control membership and permissions and access information available through their authorised role. Information associated with an organisation account may be visible to its administrators. Access to request content depends on the permissions granted and the service functions available.

Our personnel may access personal information only as necessary for assigned operational, support, security or legal duties. Support investigations are limited to relevant records. Where a written data-processing agreement applies to customer content, that agreement defines the parties' roles and the organisation's instructions.

7 Payments billing and refunds

Payment services process information needed to authorise, settle and reconcile payments. We may retain transaction identifiers, payment status, invoices and limited payment-method information, including card brand, last four digits, holder name or expiry where supplied. These records differ from full payment credentials. The provider receiving payment information depends on the payment method actually selected; its own privacy notice also governs its independent processing.

Billing records support balance calculation, enabled auto-recharge, refunds, dispute handling and required financial records. Removing a payment method from active use or closing an account does not erase all payment history. This policy does not change refund eligibility or payment conditions, which are addressed in the separate Refund Policy and applicable service terms.

8 Providers and other recipients

We disclose information needed for specific functions to model providers, hosting and storage services, payment services, website measurement providers and support providers where used. We connect directly to official model-provider APIs. Our principal model-provider brands include OpenAI, Anthropic, DeepSeek, Z.ai, Moonshot, ByteDance Seed, Alibaba and Google. This is a non-exhaustive list of brands, not a complete list of the legal entities that may receive information; the provider handling content depends on the model and service selected.

We limit disclosures to information necessary for the relevant purpose and require protection, confidentiality and purpose restrictions appropriate to the relationship. Providers may also process certain information independently under their own privacy notices. We remain responsible for our own legal obligations. Contact support for information about the provider relevant to a particular service.

9 Legal disclosures and business changes

We may disclose relevant information when required by a binding legal obligation or valid authority request, or where legally permitted and necessary to investigate fraud, protect people or services, or establish or defend legal claims. Such disclosure should be limited to what the circumstances justify. Where lawful and appropriate, we will inform affected users; a legal restriction may prevent notice.

If a merger, acquisition, financing, reorganisation or transfer of the business requires information to be reviewed or transferred, access must be limited to the relevant transaction and subject to appropriate confidentiality and lawful handling. A business change does not provide unrestricted permission to repurpose personal information. We will communicate changes affecting the responsible operator and processing as required by law.

10 International processing

Our operator is based in Hong Kong, and our own servers, databases and file storage are located in Hong Kong. Model providers and other external providers may process information outside Hong Kong or outside your country. Their processing locations depend on the provider and service, and we do not guarantee that all processing takes place in Hong Kong. Data protection rules and governmental access powers can differ between locations.

Where applicable law restricts an international transfer, the transfer is subject to the lawful mechanisms and protective measures required by that law. You may contact support about the recipients, locations and safeguards relevant to your use. We do not guarantee a particular upstream storage region or a particular contractual transfer safeguard for every service. If your information is subject to location restrictions, contact support before submitting it to determine whether the service can meet those requirements.

11 Browser storage analytics and advertising tools

Browser storage supports login and essential service functions. We use Google Analytics 4 to measure website visits, usage and conversions, Google Ads only for conversion measurement, and Microsoft Clarity for heatmaps and session replay to identify page problems. We do not use Google Ads for remarketing or customer-list matching. These tools may process browser or device identifiers, IP addresses, visited pages, referral and conversion events, and interactions such as clicks and scrolling.

Meta Pixel is used on the overseas website only after you allow ad tracking. It sends page visits, new-account registrations, checkout starts and confirmed manual top-up purchases to Meta for advertising conversion measurement and visitor remarketing. Meta may receive browser identifiers, IP address, page URL and referrer, event type, and for a confirmed purchase its amount and currency. We do not send prompts, API keys or payment-card details through these events. You can decline or withdraw Meta tracking in Ad privacy settings; no Meta Pixel requests are made before you allow it or after you withdraw.

These three tools do not collect prompts, conversation text, uploaded files, generated results or file links that provide access to that content. We apply additional manual or programmatic cleanup to keep the related analytics records within our control for no longer than three months; any shorter provider retention period takes precedence. This limit is implemented through our additional cleanup measures and is not a uniform built-in retention setting of the three tools. Information that a provider processes independently is subject to its own policies; deletion of our records does not necessarily delete all records independently held by the provider.

You can refuse or withdraw optional tracking through the website's tracking-preference controls, after which the relevant tracking stops. Some or all of these tools may already run before you make your first choice. Our website does not automatically recognise Global Privacy Control (GPC) or other browser-based opt-out signals. Please use the website's tracking-preference controls to record your choice or contact support for assistance. Browser controls and provider privacy settings offer additional choices.

Google Ads conversion measurement can involve disclosure of website identifiers and conversion information to Google. Whether a disclosure is treated as a sale or sharing of personal information depends on the applicable legal definition and the processing involved. Our services are offered to users in the United States, including California, and Singapore. Where applicable law grants rights concerning sale, sharing or targeted advertising, you may exercise them through the tracking-preference controls or by contacting support. This policy does not limit rights that apply to you.

12 Retention by information category

We retain identifiable information only for as long as needed for the disclosed purpose or an applicable legal requirement, then delete it or make it no longer identifiable. Account information supports the account relationship; request content, outputs, files and links support request processing and result retrieval; operational records support billing, reliability and security. Request content, outputs and files are cleaned up manually according to the time necessary for those service purposes, without a fixed deletion deadline. You may request deletion through support; following appropriate verification, we will manually delete information under our control, subject to necessary retention exceptions.

After account closure, account, order and payment records in the business system are retained for three months and then included in periodic manual cleanup. Cleanup does not necessarily occur on the exact day the three-month period ends. Necessary financial records are archived separately and retained for at least seven years from completion of the relevant transaction for accounting, tax and applicable legal obligations. That archive is not deleted as part of business-system cleanup. This financial retention period does not apply to request content merely because it was processed through the service.

Support records are retained for as long as necessary for the issue and associated obligations. The analytics-record limit is described in Section 11. Where security incidents, unresolved disputes or legal obligations require further retention, we retain only the information necessary for that purpose and restrict its use accordingly. Retention by external providers is governed by their own policies; we can request deletion and follow up as described in Section 4.

13 Account closure and deletion are different

Account closure disables access, cancels active subscriptions, stops auto-recharge and removes payment methods from active use. It does not immediately erase all historical information. Associated business-system records are retained for three months before periodic manual cleanup, while necessary financial records remain in the separate archive described in Section 12. Save information you need before closure and consult the separate Refund Policy for any balance-related request.

To request deletion of personal information, contact support and identify the information concerned. Our designated personnel will verify the request, coordinate manual deletion of information under our control, and communicate the outcome. We can also submit deletion requests to relevant upstream providers and follow up, but cannot guarantee immediate deletion by those providers. If information must be retained under an applicable exception, we will explain the category and reason to the extent lawful. Account closure does not waive privacy rights, and a deletion request does not remove outstanding financial or legal obligations.

14 Security and incident handling

We apply safeguards proportionate to processing risks, including limiting access and protecting credentials and systems. No method of transmission or storage can guarantee absolute security. Keep your credentials secure and notify support promptly of suspected unauthorised access; avoid including secrets or unnecessary personal information in reports.

If we become aware of a personal-information security incident, we will investigate, take reasonable containment and remediation steps, and assess affected information and potential harm. We will notify competent authorities and affected people when the applicable law requires, following the relevant conditions and deadlines. Notification will explain available protective steps and relevant facts to the extent known and lawful.

15 Your privacy rights and choices

Depending on the law applicable to you and the processing, you may request confirmation and access, correction, deletion, restriction, objection or portability, and withdraw consent where processing relies on it. Some laws provide choices concerning targeted advertising, sale or sharing. These rights have conditions and exceptions; the same set is not necessarily available in every jurisdiction. Consent withdrawal does not invalidate earlier lawful processing.

You may also complain to a competent privacy authority, including Hong Kong's Office of the Privacy Commissioner for Personal Data where appropriate. You do not have to complete our internal review before approaching an authority. If your information is handled for an organisation under its instructions, we may need to coordinate with that organisation without relieving ourselves of any obligations directly applicable to us.

16 How to submit and follow up a request

Email [email protected] with your account email, the right or concern involved and enough detail to locate the relevant information. We will request only verification reasonably necessary to protect you and others; an authorised representative may need to show authority. Our designated privacy-request personnel will verify requests, coordinate with relevant personnel and communicate the response. We may clarify scope, protect other people's information or explain why a request cannot be fully fulfilled.

We will respond within the applicable legal deadline. Where GDPR request rules apply, this normally means one month, with a permitted extension of up to two further months and notice within the first month. Hong Kong data-access requests generally require compliance or a legally supported written explanation within forty calendar days after receipt; where full compliance cannot be completed within that period, applicable duties to comply as soon as practicable still apply. We will explain an applicable extension, refusal or lawful fee and available next steps. Reply to request review if you believe information was overlooked or the outcome was incorrect.

17 Adults sensitive information and third-party services

OctopusX is intended for people aged eighteen or older who have legal capacity and, where acting for an organisation, appropriate authority. We do not intend to collect personal information from children through their own use. If you believe a child has supplied information, contact support so we can assess the information, stop inappropriate use and take action required by applicable law.

Do not submit sensitive or specially protected information unless you have confirmed a lawful and suitable basis for the intended processing and provider route. Links to external websites and independently operated services have their own privacy practices. Our link does not establish control over them. Provider notices help explain their activities, but do not replace our responsibility to explain our own disclosures and processing.

18 Changes and contact

We may update this policy to reflect changes in services, processing or legal requirements. The published version will display its last updated date. For material changes affecting how your information is handled, we will use a prominent service notice or account email as appropriate. Where a new activity requires consent, merely publishing an updated policy or your continued use will not replace that consent.

For privacy enquiries, contact [email protected] or write to Xixi Future Technology Limited at UNIT 617, 6/F KING CTR 5-9 KA HING RD KWAI CHUNG HONG KONG. Identify the service and issue concerned.