Privacy policy

Last Updated: 2025-12-05

We care about your privacy and believe transparency matters. This policy explains what we collect, why we collect it, how we use it, and what rights you have. By visiting or purchasing from Octopied Mind Inc., you agree to the terms below.

1. Purpose & Scope

This policy covers all personal information collected through octopiedmind.com, our emails, SMS messages, and customer support channels. It applies worldwide.
We follow Canadian privacy laws (PIPEDA and Quebec Law 25), the EU/UK GDPR, and the latest U.S. state privacy laws (including CA, CO, CT, UT, VA, TX, and OR).

2. Information We Collect

a) Information you provide

  • Name, email, phone number, shipping and billing address

  • Payment information (processed securely by third parties like Shopify, Shop Pay, PayPal, Klarna, Sezzle)

  • Communications via email, SMS, chat, reviews, surveys, or support tickets

  • Loyalty, referral, and affiliate details through Smile.io and UpPromote

  • Return and exchange details via Loop Returns

b) Information collected automatically

  • IP address, browser type, operating system, time zone

  • Pages visited, clicks, referring sites, search terms

  • Marketing identifiers and pixel data (Meta, TikTok, Google Ads)

  • Approximate location from IP for fraud prevention and analytics

3. How We Use Your Information

We use your information to:

  • Process and fulfill orders, returns, and exchanges

  • Communicate about orders, support, or promotions

  • Personalize shopping experiences and recommend products

  • Detect and prevent fraud

  • Measure performance of our site, ads, and campaigns

  • Comply with legal, tax, and accounting requirements

We only send marketing if you’ve consented or if it’s legally permitted. You can unsubscribe anytime.

4. Sharing & Disclosure

We don’t sell your information for money. We share limited data with trusted partners to operate our business.

Service providers include:

  • Shopify (storefront, checkout, analytics, fraud checks)

  • NRI 3PL & ChitChats (fulfillment and shipping)

  • Gorgias & Tidio (customer support and chat)

  • Klaviyo (email and SMS marketing)

  • Meta, TikTok, Google Ads (advertising and performance tracking)

  • Loop Returns, Smile.io, UpPromote, Loox Reviews (returns, loyalty, affiliates, reviews)

  • QuickBooks Online, Datma Reports (finance and analytics)

We may also share information when required by law or to protect our rights.

5. Cookies & Targeted Advertising

We use cookies and similar technologies to:

  • Keep the site running smoothly

  • Understand traffic and improve performance

  • Show ads relevant to your interests

You can manage cookies through your browser or via our Cookie Settings. Blocking cookies may affect site performance.

We use advertising pixels (Meta, TikTok, Google) to personalize and measure ads. Under certain U.S. laws, this is considered a “sale” or “sharing” of data. You can opt out anytime at:
octopiedmind.com/pages/ccpa-opt-out

We also honor Global Privacy Control (GPC) browser signals.

For more details about how we use cookies and your advertising choices, visit our Cookie Policy and Do Not Sell / Share My Personal Information

6. Your Rights

Depending on where you live, you may have the right to:

  • Access, correct, or delete your personal information

  • Withdraw consent at any time

  • Object to certain processing or targeted advertising

  • Request a copy or transfer of your data

  • File a complaint with your local data authority

To make a request, email support@octopiedmind.com with your name, email, shipping address, and order number. We verify all requests to protect your privacy.
If you disagree with our response, you may appeal by replying to the same inbox.

7. Financial Incentives & Loyalty Programs

When you join our SMS list, loyalty program, or affiliate network, you may receive rewards such as discounts between 5% and 50%, early access, or other perks.
Participation is optional, and you can withdraw at any time by unsubscribing or closing your account.

8. Data Retention

We retain information only as long as needed:

  • Orders, invoices, and tax data: 7 years

  • Marketing contacts: until unsubscribed or after 24 months of inactivity

  • Support chats and tickets: 24 months after closure

  • Advertising identifiers and analytics: 13 months

  • Loyalty, referral, and return data: up to 3 years after last activity

After these periods, we delete or anonymize the data.

9. Security Measures

We maintain safeguards to protect your data:

  • MFA on major systems (Shopify, Google Workspace, Klaviyo, NRI, Gorgias)

  • Role-based access and encryption in transit and at rest

  • Annual vendor reviews and staff confidentiality agreements

No system is perfect, but we act quickly on any suspected breach and will notify affected users when required.

10. International Transfers

Your data may be stored or processed in Canada, the United States, and other countries.
We use Standard Contractual Clauses (SCCs) and equivalent safeguards for international transfers.

EU/UK Representative: Olivier Willocx

European Data Protection Office (EDPO) and EDPO UK LTD.

EDPO UK Ltd, Unit 33, Waterside, Schooner Court, 44-48 Wharf Road, London, N1 7UX, United Kingdom

EU Certificate: https://www.smartcertificate.com/SmartCertificate/?1%7cb997734c-2eec-4131-bded-60bb82981bb5%7cec53cfa4-b6c2-40f8-8c73-7998f5aeaa2a

UK Certificate: https://www.smartcertificate.com/SmartCertificate/?1%7caec23aa7-b17d-4258-b54f-868e25c3f565%7cec53cfa4-b6c2-40f8-8c73-7998f5aeaa2a

11. Minors

Our store is designed for adults. We don’t knowingly collect data from anyone under 18. If a minor’s information has been provided, contact us so we can delete it.

12. Do Not Sell / Share My Personal Information

We don’t sell data for money. Certain analytics and advertising activities may be considered “sharing” under state laws.
You can opt out using the Do Not Sell / Share link in our footer or the Global Privacy Control (GPC) signal in your browser.

13. Changes to This Policy

We update this policy when our practices or laws change. The “Last Updated” date always shows the current version. Major changes will be announced through our website or email.

14. Contact Information

Questions, requests, or complaints:
Octopied Mind Inc.
9195A Torbram Rd, Brampton, ON L6S 6H2 Canada
Email: support@octopiedmind.com