Last updated: 11 September 2026

1. Who we are

OctaFlow is an independent consultancy for intralogistics, material handling equipment (MHE) and operational processes, based in Valkenburg (South Holland), the Netherlands. OctaFlow is the controller for the processing of personal data described in this statement.

Contact: info@octaflow.nl or +31 6 59116777.

2. Which data we process and why

Contact and booking form

When you fill in the contact form or book an intro call, we process your name, organisation, email address, phone number and your message. We use this data solely to respond to your request and, where appropriate, to schedule an appointment. The legal basis is taking steps at your request prior to entering into a possible contract (Article 6(1)(b) GDPR).

We keep these messages no longer than necessary to handle your request and any follow-up contact.

Free online checks

For the Warehouse Performance Check, the MHE Fleet Health Check and the Octagon we process your name, organisation, email address and phone number, together with the answers you give. We use that data to send you the report and to contact you about the outcome. The legal basis is taking steps at your request prior to entering into a possible contract (Article 6(1)(b) GDPR).

Residual Value Check

For the Residual Value Check we process, alongside your contact details, the details of the equipment you register: make, type, year, serial number, running hours, specification, condition, faults, your own remarks and the photos you add. That data is needed to let dealers make an offer and to report the outcome back to you.

The file that goes to the market is anonymised. Dealers see the specifications, the condition and the photos under a reference, but no company name, address, contact details or serial numbers. Those stay with OctaFlow. When photos are sent, the data recorded in them is removed automatically, including location data and the device they were taken with.

If you start a registration but do not complete it, the photos you had already added are deleted automatically after 30 days. A completed registration is kept with its photos until twelve months after the process ends, so that it remains traceable what was offered and on what basis. After that the file, the photos and your contact details are deleted automatically. Our own overview keeps only the reference, the date, the company name and the number of machines, as an administrative record.

Website statistics (only with your consent)

To understand how the website is used and where we can improve it, we use Google Analytics 4 (Google Ireland Ltd.) and Microsoft Clarity (Microsoft Ireland Operations Ltd.). These services collect data about your visit, such as pages viewed, click behaviour, approximate location and device and browser information.

These services are only loaded after you have given consent via the cookie banner (Article 6(1)(a) GDPR). If you choose "Necessary cookies only", no statistics are collected and no tracking cookies are set.

3. Cookies and similar technologies

Necessary (always active)

  • octa-consent (localStorage): remembers your cookie choice, valid for 12 months.
  • octa-lang (localStorage): remembers your language preference (Dutch or English).

This storage is technically necessary and contains no personal data; no consent is required for it.

Statistics (only after consent)

  • _ga, _ga_* (Google Analytics): distinguishing visitors, up to 2 years.
  • _clck, _clsk (Microsoft Clarity): recognising visitor and session, up to 1 year and 1 day respectively.
  • MUID (Microsoft): browser identification, up to 13 months.

4. Who we share data with

We never sell your data. For website statistics, Google and Microsoft act as processors; they may process data on servers in the United States. Both companies are certified under the EU-US Data Privacy Framework, which ensures an adequate level of protection. The contact form is sent via our own hosting (Strato) and mail facilities. For the Residual Value Check we send an anonymised file to dealers: specifications, condition and photos under a reference, without company name, address, contact details or serial numbers. Your details only reach a buyer once you accept an offer and instruct us to proceed.

5. Your rights

You have the right to access, rectify or erase your personal data. You can also object to processing, request restriction of processing and have your data transferred. You can withdraw consent you have given at any time using the button below.

Send any request to info@octaflow.nl; we will respond within four weeks. If you are not satisfied with how we handle your data, you can lodge a complaint with the Dutch Data Protection Authority (Autoriteit Persoonsgegevens).

6. Changing your cookie preferences

Your choice is valid for 12 months. Want to change your preference earlier or withdraw your consent? You can do so at any time:

If you withdraw your consent, we delete the tracking cookies set by this website and no further statistics are collected.

7. Changes

We may update this privacy statement, for example when we start using other services. The current version is always available on this page.