Privacy Policy

1. Introduction

This Privacy Policy describes how Octopus Hire ("we," "us," or "our") collects, uses, and protects information when you visit our website at octopushire.ai or use our platform at app.octopushire.ai (collectively, the "Service").

Octopus Hire is currently in early stage and is in the process of incorporation. Once incorporated, this Policy will be updated to reflect the registered entity and its registered office.

We take privacy seriously. This Policy is designed to be transparent about the limited information we collect, how we use it, and the rights you have over your data.

2. Information We Collect

We collect information in three ways:

Information you provide directly. When you fill out the request access form on our website, we collect your full name, work email address, company name, approximate hires per year, and any optional message you include. When you create an account on our platform, we collect your account credentials and any profile information you submit.

Information we collect automatically. When you visit our website or use our platform, we automatically collect technical information including your IP address, browser type, device information, pages visited, time and duration of visits, and approximate geographic location (country, region, or city) derived from your IP address. We collect this through Google Analytics for the purposes of understanding how our Service is used and improving it.

Information related to candidates processed through our platform. When companies use our platform to process candidate data (such as CVs and assessment results), this candidate data is uploaded by the company. The company is the data controller for this candidate data. Octopus Hire processes this data only on the company's instructions, as a data processor. See Section 9 below for more detail on this relationship.

3. Cookies and Similar Technologies

Our platform at app.octopushire.ai uses cookies for essential functionality, including authentication, session management, and security.

Our marketing website at octopushire.ai uses Google Analytics, which sets cookies to track usage patterns. These cookies help us understand visitor behavior and improve the website.

You can disable cookies in your browser settings, though some features of the Service may not function correctly without them.

4. How We Use Information

We use the information we collect to:

• Respond to your requests and inquiries
• Evaluate fit for our pilot programs and onboard pilot partners
• Operate, maintain, and improve the Service
• Understand how visitors use our website and make data-driven product decisions
• Communicate with you about Octopus Hire updates, pilots, and product changes (you can opt out of marketing communications at any time)
• Comply with legal obligations and protect our legal rights
• For pilot partners specifically, to begin building the hiring intelligence and patterns that compound over time, as agreed in the partner pilot terms

5. Legal Basis for Processing (For Visitors in the European Economic Area)

If you are located in the European Economic Area, the United Kingdom, or other regions with similar data protection laws, we process your personal data on the following legal bases:

• Consent, when you submit a request access form or sign up for an account
• Legitimate interest, for analytics and improving the Service, where our interests are not overridden by your rights
• Contractual necessity, when we process data to deliver the Service to your company
• Legal obligation, when we are required by law to retain or disclose information

6. Sharing of Information

We do not sell your personal data. We share information only in the following limited circumstances:

Service providers. We share information with trusted third parties who help us operate the Service, including:

• Vercel (website and platform hosting)
• Supabase (database and authentication)
• Google Workspace (business communications)
• Google Analytics (website analytics)
• Resend (transactional emails)

These providers are contractually obligated to protect your data and process it only on our behalf.

Legal authorities. We may disclose information if required by law, subpoena, or to protect our legal rights.

In the event of a business transfer. If Octopus Hire is involved in a merger, acquisition, or sale of assets, your data may be transferred as part of that transaction. We will notify users of any such change.

7. Data Retention

We retain personal data only as long as necessary for the purposes described in this Policy.

Request access form submissions. Retained for up to 12 months after the last interaction, unless you become a pilot or paying customer, in which case retention follows the customer relationship.

Account information. Retained while your account is active and for a reasonable period after deactivation, unless required by law to delete sooner.

Pilot program data. For path 1 pilots (standard pilots), candidate and platform data is retained during the pilot period. After the pilot ends, you may request deletion of this data, or choose to keep it on the waitlist for future engagement. For path 2 pilots (partner pilots committed to a one-year contract upon commercial launch), data is retained as part of the long-term partnership and used to begin building the hiring intelligence and patterns specific to your company.

Analytics data. Aggregated analytics data may be retained indefinitely in anonymized form.

8. Data Security

We use technical and organizational measures to protect your data, including encryption in transit, secure infrastructure provided by Vercel and Supabase, access controls, and authentication mechanisms.

No system is completely secure. While we work to protect your information, we cannot guarantee absolute security.

9. Your Rights

Depending on your location, you may have the following rights regarding your personal data:

• Right to access your personal data
• Right to rectification of inaccurate data
• Right to erasure of your data, subject to legal retention requirements
• Right to restrict processing of your data
• Right to object to certain types of processing, including marketing
• Right to data portability in machine-readable form
• Right to withdraw consent where processing is based on consent
• Right to lodge a complaint with a data protection authority

To exercise any of these rights, contact us at contact@octopushire.ai. We will respond within 30 days.

10. Data Controllers and Processors (For Candidate Data)

When companies use our platform to process candidate data, the relationship is as follows:

The company using Octopus Hire is the data controller. They determine why and how candidate data is processed and have the direct relationship with the candidate.

Octopus Hire is the data processor. We process candidate data only on the instructions of the controlling company, in accordance with our Terms of Service.

If you are a candidate whose data has been processed through Octopus Hire and you wish to exercise data rights, please contact the company that processed your application. We will support that company in responding to your request.

11. International Data Transfers

Your data may be processed in jurisdictions including the European Union, United States, and Morocco. When data is transferred outside the European Economic Area, we rely on appropriate safeguards, including Standard Contractual Clauses where applicable.

12. Changes to This Policy

We may update this Policy from time to time. When we do, we will update the "Last updated" date at the top. For significant changes, we will provide additional notice (such as an email to registered users).

13. Contact Us

For questions about this Policy or to exercise your rights, contact us at contact@octopushire.ai.