Privacy policy.

Who we are

This website is operated by Octatude LLC, a limited liability company organised under the laws of the State of Georgia, United States of America, at Clearview Ave, Atlanta, GA 30340, United States.

For questions about this policy, or to make any of the requests described below, contact us at privacy@octatude.com.

What we collect, and why

We collect personal information in six situations, and only in those six.

This policy is for visitors, applicants, clients and partners. If you work for us, what we record about your attendance and leave is explained in a separate notice in our staff area, which you read before you first clock in, and your profile page says who can see each detail you add to it.

If you send us a message through the contact form

We collect your name, email address, phone number, the service you are asking about and the message you write, together with the note of where you came from described under “If you simply read the website”. We use it to answer your enquiry and to follow it up: our sales team keeps notes of calls and messages with you, and if we email you about your enquiry, a copy of what we sent is kept with it. We send those emails from an octatude.com address with the name of the person writing, and your reply goes to that person.

If you apply for a job

We collect your name, email address, telephone number, when you could start if you were hired, your last salary and why you are leaving your last company, anything you write in the covering note, and the CV file you attach. We use it for one purpose: to consider you for the role you applied for.

If we consider you further, we keep notes about your application and the details of any interview we arrange with you, with your application. If we invite you to an interview, we may email you its date, time and place and any note about it, and your reply goes to the person arranging it.

If you use the chat and ask to speak to someone

We collect your name, email address, your message, a record of the options you chose in the chat before asking for a person, and the note of where you came from. We use it to answer your enquiry and to follow it up, in the same way as the contact form. The chat gives fixed, pre-written answers; it does not use artificial intelligence and your conversation is not sent to any language model.

If you fill in one of our forms on Facebook, Instagram or Google

Some of our adverts on Facebook, Instagram and Google carry a form you can fill in without leaving the advert. When you send one, Meta or Google sends us the answers you gave, such as your name, email address and phone number, the reference number it gives your form, and which form, campaign, ad set and advert it came from. Meta also tells us whether you were using Facebook or Instagram, and whether the form was in an advert or an ordinary post; Google also sends the code of the advert click. We use them to answer your enquiry and to follow it up, in the same way as the contact form. If what Google sends cannot be added to our records straight away, we keep it for up to 30 days so that we can try again, and then delete it. What Meta or Google themselves do with what you type into their form is explained in their own privacy policies.

If you are invited into our project space

If we work with you and invite you to follow a project in our own project space, we hold your name and email address, and anything you write or attach there, and a phone number if you add one to your profile, which only our administrators can see and which is deleted when your account is closed. The invitation link we send you stops working after three days. Once you have set a password, you can see only the projects you were invited to, and inside them only the items our team has switched on for you. Files are held in private storage and opened through a temporary link that stops working after five minutes. We email you when something needs you, unless you switch those emails off on your profile; we do not send you the daily summary our team receives. You can ask us to close your account at any time.

If you simply read the website

We use measurement and advertising tools on this website, and they can record which pages you read and whether an advert led you here. Today those tools are Google Analytics 4, Google Tag Manager, Meta Pixel.

None of them loads until you choose. No measurement or advertising tool runs at all unless you agree on the banner shown when you first arrive. You can change your mind at any time using the Cookie settings link at the bottom of every page, and withdrawing your agreement stops the tools and erases the record of your choice. Our cookie policy explains each tool, what it is for and how long anything it sets lasts, and that page is always the current list.

One note is kept whatever you choose: your browser remembers when you first arrived and the latest time an advert, a tagged link or another website brought you here, with the page you landed on, the name of that website, and the campaign details and advert click codes in the link. It is used for 90 days from your first visit: after that it is never sent to us, and your next visit replaces it. It reaches us only if you send us a message through the contact form or the chat. Then we keep it with your enquiry, so we know which adverts and websites bring us enquiries.

When you submit one of the forms above, your network address is converted into an unreadable fingerprint and held briefly in memory so that the same source cannot flood the form. Your network address itself is not written to our database and the fingerprint is discarded shortly afterwards.

How long we keep it

A CV and the details attached to it are deleted automatically 12 months after you apply. That is not a promise we keep by hand: a scheduled job deletes the file from storage and erases your name, email address, telephone number, covering note, and your answers about when you could start, your last salary and why you are leaving, and any notes and interview details we kept about you. What remains afterwards is a record with no personal information in it, so that we can still count how many people applied for a role.

You can ask us to delete it sooner, at any time, by emailing privacy@octatude.com. There is a control in our own system for doing exactly this, so it is a real request we can act on rather than a formality.

Enquiries, from the contact form, the chat or our forms on Facebook, Instagram and Google, are kept in our customer records, with our notes, follow-ups and the emails we send you about them, until we delete them. They are not deleted automatically. You can ask us to delete an enquiry at any time, and the notes, follow-ups and deals we hold with it are deleted too. If it came through one of our forms on Facebook, Instagram or Google, we keep only the reference number the platform gave it, so that it is not brought into our records again. If you became our client, the client record we use for our work together is kept separately, and we can remove your details from it as well if you ask.

Who can see it

Applications and CVs can only be opened by an administrator, or by a recruiter we have assigned to that specific role, and then only for that role. Our system separates the permission to see that a role received applications from the permission to see who they came from. Administrators hold the second one for every role; a recruiter holds it only for the roles assigned to them, and loses it when they are taken off the role.

A CV is never sent as an email attachment. When an application arrives, the team is notified by email, but the CV stays in storage and is opened through our own system. This is deliberate: a copy sitting in somebody’s inbox is one we could not reliably delete on time. For the same reason, your last salary and why you are leaving are not put in that email either; they are read in our own system, with the CV. The recruiter assigned to the role and our administrators may also be emailed your name and the role you applied for, and nothing else about you.

CVs are held in private storage with no public web address. When someone allowed to see it opens one, our system creates a temporary link that stops working after five minutes.

Enquiries can be opened by an administrator, by our sales managers, and by the member of our sales team the enquiry has been given to. Other members of our sales team cannot see it. When an enquiry arrives, its details are also emailed to our sales team’s shared inbox and to our sales managers, so that somebody can reply quickly. Each sales manager can switch those emails off, and an administrator can switch them on for themselves. A reminder listing enquiries nobody has answered within a day goes to our sales managers and to administrators who switch it on, or to the shared inbox when none of them has it switched on.

Who else processes it

We use the following service providers to run this website. They process information on our instructions and for no purpose of their own.

We do not sell personal information, and we do not share it for anyone else’s advertising.

Where your information is held

Octatude is a United States company and the providers above operate internationally, so your information may be stored or processed outside the country you live in, including in the United States and in Asia Pacific. Wherever it is held, the protections described in this policy apply to it.

Your rights

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

• ask what personal information we hold about you, and receive a copy
• ask us to correct anything that is wrong
• ask us to delete it
• ask us to restrict how we use it, or object to our using it
• ask us to send it to you, or to somebody else, in a portable form
• withdraw consent where our use of it rests on your consent
• complain to your national data protection authority

To exercise any of these, email privacy@octatude.com. We will not charge you for it and we will not treat you differently for asking.

Keeping it safe

Information is sent to us over an encrypted connection. CVs are held in private storage that has no public address at all. Access to our administration area requires an account we create deliberately, and signing out or deactivating an account takes effect immediately rather than whenever a session happens to expire.

No system is perfectly secure, and we would rather say so than claim otherwise. If something goes wrong that affects you, we will tell you.

Children

This website is not intended for children, and we do not knowingly collect information from anyone under 16. If you believe a child has sent us personal information, contact us and we will delete it.

Changes to this policy

If we change how we handle personal information, we will change this page and move the date at the top of it. Where a change is significant, we will say so rather than leaving you to spot it.