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 five situations, and only in those five.

If you send us a message through the contact form

We collect your name, email address and the message you write. We use it to answer your enquiry, and it is kept with our other enquiries so we can follow it up.

If you apply for a job

We collect your name, email address, telephone number if you provide one, 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 you use the chat and ask to speak to someone

We collect your name, email address, your message, and a record of the options you chose in the chat before asking for a person. We use it to answer your enquiry. 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 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. 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; 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. Nothing non-essential is placed on your device, and 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.

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 and covering note. 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 sent through the chat are kept while we are dealing with them and for as long as we may reasonably need them afterwards. You can ask us to delete an enquiry at any time.

Who can see it

Applications and CVs can only be opened by an administrator. Our system separates the permission to see that a role received applications from the permission to see who they came from, and only administrators hold the second one.

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.

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

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.