Privacy Policy

Octively operates the website at octively.io and the Octively AI hiring service. We act as the controller for data you give us directly through this website, including waitlist signups.

When a hiring company engages Octively to fill a role, that company is the controller for candidate data processed for its vacancy and Octively acts as its processor under a written data processing agreement.

For any privacy question, or to exercise a right described below, write to legal@octively.com.

Waitlist data: the email address you submit, an optional company name and role interest, the referral code you arrived with, the referral code we issue to you, your queue position, and the date and time you ticked the email consent box.

Anti-abuse data: a coarse rate-limit signal derived from your request, how long the form took to fill in, and whether our bot checks passed. We use this only to stop automated and duplicate signups, and we may flag rather than block a submission that fails a check.

Product analytics: page and section views, waitlist form views, submissions, successes, failures, and referral link clicks. These events are tied to your signup record where one exists, and are otherwise not linked to a named person.

Service data (from launch): job descriptions and hiring requirements supplied by companies; candidate profiles, CVs, public work artifacts we reference, interview recordings and transcripts, and the structured assessments our models produce from them.

We do not buy personal data from data brokers, and we do not knowingly collect data from anyone under 16.

To operate the waitlist, hold your queue position, credit referrals, and send you the confirmation and access emails you consented to. Basis: your consent, and our contract with you for the waitlist itself.

To source, screen, interview, and shortlist candidates for a role, and to deliver evidence-backed assessments to the hiring company. Basis: performance of a contract, and the legitimate interests of the company filling the role and the candidate seeking it.

To prevent spam, fraud, and abuse of the waitlist and referral system, and to keep the service secure. Basis: our legitimate interest in a service that is not gamed.

To measure conversion and improve the product using the analytics events listed above. Basis: our legitimate interest in understanding how the site is used, balanced against the limited, low-sensitivity nature of the events.

To meet legal, tax, and regulatory obligations. Basis: legal obligation.

From launch, Octively conducts structured interviews with AI interviewers and produces written assessments citing the specific evidence behind each conclusion: an answer given in interview, a public work artifact, or a stated qualification.

Candidates are told before an interview begins that the interviewer is an AI system and that the session is recorded and transcribed. Consent is asked for at that point and a candidate who declines is not penalised in any process we control.

We do not make a final hiring decision. Octively produces a ranked, evidenced shortlist; the hiring company decides. A candidate may request human review of an Octively assessment, may see the evidence cited against them, and may submit a correction, by writing to legal@octively.com.

We do not use candidate interview recordings, transcripts, or CVs to train third-party foundation models. Where a third-party model provider processes this content on our behalf, we use a business or enterprise arrangement that excludes the content from provider training.

Hiring companies: shortlists, assessments, and the underlying evidence for candidates who have applied to or been put forward for that company's role.

Processors: hosting and database infrastructure, transactional email delivery, product analytics, and AI model providers. Each is bound by contract to process data only on our instructions and to apply appropriate security measures.

Legal and corporate: authorities where we are legally compelled, our professional advisers, and an acquirer in the event of a merger or sale, in which case we will notify you before your data becomes subject to a different policy.

We do not sell personal data, and we do not share your waitlist email with advertisers or partners.

Our infrastructure and some of our processors operate outside your country, including in the United States. Where personal data leaves the UK or EEA, we rely on an adequacy decision where one exists, and otherwise on Standard Contractual Clauses together with additional safeguards appropriate to the data.

You can request a summary of the transfer mechanism applying to your data at legal@octively.com.

Waitlist entries: until you ask us to delete them, or until 24 months after launch access is offered and declined or unused, whichever comes first.

Consent and anti-abuse records: for the life of the waitlist entry, because they evidence that a signup was legitimate and consented to.

Analytics events: 24 months, after which they are deleted or aggregated beyond re-identification.

Interview recordings and transcripts (from launch): 12 months from the interview, unless the hiring company's data processing agreement sets a shorter period or the candidate asks for earlier deletion.

We may retain a minimal suppression record — a hashed email address — after deletion, solely so we do not re-contact someone who asked us to stop.

Data is encrypted in transit with TLS and at rest by our infrastructure provider. Access to production data is restricted to the people who need it, over authenticated accounts, and is logged.

Waitlist records are protected by row-level access rules so that a browser can create an entry but cannot read the list. Rate limiting, timing checks, and honeypot fields guard the signup endpoint.

No system is perfectly secure. If a breach affects your personal data and presents a risk to you, we will notify you and the relevant supervisory authority without undue delay and, where required, within 72 hours of becoming aware of it.

When you join the waitlist you tick a box acknowledging that we may email you about access, launch dates, and your place in the queue. We record that acknowledgement and the time it was given against your entry.

We send waitlist mail only: position updates, access invitations, and launch notices. No newsletters, no partner mail, no resale of your address.

Every message carries a one-click unsubscribe. You can also opt out or ask for removal at any time by writing to legal@octively.com from, or quoting, the address you signed up with.

We use browser local storage to remember your waitlist position, your referral code, and which version of the page you were shown, so that returning to the site does not lose that context. This is functional storage, not advertising.

We do not run third-party advertising or cross-site tracking cookies on octively.io. If that changes, we will update this section and ask for consent where the law requires it before setting such cookies.

Clearing your browser storage removes this data; your waitlist entry itself is unaffected.

Depending on where you live, you may have the right to access a copy of your data, correct it, delete it, restrict or object to processing, withdraw consent, receive your data in a portable format, and complain to a supervisory authority.

California residents may additionally request disclosure of the categories of data collected and shared, and may opt out of any sale or sharing of personal information. Octively does not sell or share personal information as those terms are defined under the CCPA.

To exercise any right, write to legal@octively.com. We will verify your identity by reference to the email address on the record and respond within 30 days. Exercising a right never costs you your queue position or your standing as a candidate.

We will update this page when our practices change, and will change the 'last updated' date above. For a change that materially reduces your rights or expands our use of your data, we will email waitlist members before it takes effect.