Privacy Policy
Octopyd Privacy Policy and Cookie Policy (Effective October 5, 2026 - v20261005)
Our Commitment to Privacy
Octopyd Inc. operates www.octopyd.com and the Octopyd recruiting platform. Please read this Privacy Policy to understand how we access, use, share, retain, and delete information. This policy covers our website, employer and customer accounts, candidate and recruiter experiences, AI Managed Recruiting Mailbox, connected third-party services, Google integrations, Calendar availability, and automated interview scheduling (collectively, the "Services"). A customer organization is referred to as a "Customer."
Google User Data and Integrations
"Google User Data" means information Octopyd accesses, receives, processes, stores, or derives through Google Sign-In, Google Workspace APIs, or other Google APIs, including authorization credentials and information derived from API responses. Access depends on the feature enabled, the account connected, the permissions granted, and Customer configuration. Independently submitted information is not Google API data merely because the person submitting it has a Gmail address.
Authorizing one Google feature does not automatically authorize all Google integrations. Google Sign-In alone does not grant access to Gmail or Calendar. Mailbox permissions do not grant access to other employees' Gmail accounts. Calendar access requires the applicable Calendar permissions and may depend on Workspace sharing with the connected account or a separately authorized individual connection. Permission to check Calendar availability does not grant Gmail access. Where several features are enabled together, the consent flow identifies the permissions requested for those features.
A candidate receiving a recruiting email or interview invitation does not grant Octopyd access to that candidate's Gmail account or Google Calendar. Candidate Google Sign-In also does not grant that access. A candidate may separately choose to authorize a Calendar availability connection for scheduling; that is an additional authorization, distinct from sign-in or receiving an invitation. The candidate's connected availability may support interviews across their Octopyd applications, including applications to different Customers. Enabled scheduling workflows may select an available time automatically and send an interview invitation.
| Integration / Feature | Google User Data Accessed | Purpose | Storage / Retention Summary |
|---|---|---|---|
| AI Managed Recruiting Mailbox | Connected mailbox address; sender, recipient, and message-header information; subject; message body; message and thread identifiers; timestamps; labels; and supported recruiting attachments. | Receive and associate recruiting replies with candidates, jobs, and interviews; classify replies; generate and send recruiting communications; and coordinate scheduling. | Recruiting replies, message identifiers, supported resume attachments, and related workflow records may be stored. Disconnection alone does not erase these records. |
| Calendar Availability | Designated account or Calendar identifiers, free/busy time intervals, synchronization status, and retrieval timestamps. | Find interview times for authorized hiring-team members, interviewers, and candidates who separately connect their Calendar. | Availability is cached and stored in scheduling snapshots that can be refreshed. Cache freshness is separate from record deletion. |
| Interview Calendar Events | Event and iCal identifiers, event links, titles and descriptions, interview times and time zones, participant email addresses and invitation responses, location, conferencing information, and scheduling status. | Create, update, cancel, and send interview invitations or updates; maintain interview scheduling records. | Event identifiers and interview records may remain in the Customer's recruiting history until no longer needed for the authorized workflow or an applicable deletion request. |
| Optional Workspace Room Directory | Building identifiers, names, descriptions, addresses, and floors; room identifiers, resource email addresses, locations, and capacities. | Select authorized meeting rooms and locations for interviews. | Buildings and rooms are stored. Synchronization can mark missing resources inactive; disconnecting the directory does not erase the stored catalogue. |
| OAuth Authorization Credentials | Access and refresh tokens, granted permissions, connected-account identifiers, and authorization status. | Maintain the specific authorized integration and refresh access. | Stored while needed for an active authorized integration. Removing one feature may leave credentials needed for another still-authorized feature. |
| Google Sign-In | Google account identifier, email address, name, and available profile information. | Authenticate and associate the user with an Octopyd account. | Account information is retained to support the account and applicable account records. It is separate from mailbox and Calendar permissions. |
AI Managed Recruiting Mailbox
A Customer may authorize Octopyd to connect to an organization-controlled Google Workspace recruiting mailbox, such as recruiting@company.com. Octopyd uses that mailbox to receive, read, process, manage, generate, and send recruiting communications in the workflows enabled by the Customer. This includes candidate outreach and replies, candidate and job associations, recruiting-response classification, supported resume attachments, scheduling requests, and interview-related communications.
Mailbox read access is needed to receive and process replies and determine the appropriate recruiting or scheduling action; send-only access cannot perform that work. Where granted, message-modification permission also supports marking processed replies as read. Mailbox access can retrieve recent inbox messages before determining whether they relate to an active recruiting workflow. The permissions are not a technical guarantee that unrelated messages inside the connected mailbox cannot be encountered. Our use of that information is limited to the authorized functionality and restrictions in this policy.
Customers are encouraged to connect a mailbox designated for recruiting or another organization-controlled business mailbox they are authorized to make available to Octopyd. Connecting that mailbox does not authorize access to unrelated Google accounts or other employees' mailboxes. Authorized individual business-account connections, where enabled, require their own applicable permissions. Receiving a message from the connected mailbox grants Octopyd no access to the recipient's Google account.
Calendar Availability and Interview Scheduling
Octopyd queries Google Calendar free/busy availability for designated hiring-team members and interviewers to find suitable interview times. Access may be authorized through an individual availability connection or through Calendar permissions and Workspace sharing available to the connected business account. A candidate may separately connect their own Calendar availability for scheduling.
Google's free/busy response supplies busy time intervals rather than unrelated event titles, descriptions, attendee lists, or private notes. This describes the availability lookup, not every Calendar operation: interview-event management also processes interview event content. Previously granted Calendar permissions may be broader than current availability-only permissions. Calendar availability is used only for recruiting and interview scheduling, not employee monitoring, performance evaluation, productivity measurement, advertising, remarketing, or unrelated analytics.
After an interview time is selected, Octopyd may create, update, or cancel an interview-related event in the connected organizer's Calendar and send invitations or updates to the candidate, designated interviewers, and other authorized recruiting participants. Octopyd processes interview titles, descriptions, times and time zones, participants and invitation responses, event and iCal identifiers, links, location, conferencing information, and status as needed for that workflow. This functionality does not authorize modification of unrelated events. Receiving an invitation does not authorize access to the recipient's Google account.
Where a Customer separately enables Google Workspace room discovery, an authorized administrator may grant access to the organization's buildings and meeting-room resource directory, including building identifiers, names, descriptions, addresses, floors, room resource identifiers and email addresses, locations, and capacities, to select a room for interviews. This administrative permission is separate from mailbox, sign-in, and availability permissions.
Google Limited Use and AI Restrictions
Octopyd's use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements. The use of raw or derived user data received from Workspace APIs will adhere to the Google User Data Policy, including the Limited Use requirements. Octopyd uses Google User Data only to provide or improve the specific user-facing recruiting, communication, authentication, and scheduling functionality enabled or authorized by the Customer or user.
- We do not sell, rent, or trade Google User Data or transfer it to advertising platforms, data brokers, or information resellers.
- We do not use it for advertising, targeted advertising, advertising audiences, remarketing, unrelated market research, promotional campaigns, contests, or unrelated Octopyd marketing.
- We do not use it to determine creditworthiness or for lending.
- We do not use, retain, or disclose it to train, fine-tune, develop, or improve generalized, shared, foundation, or other non-personalized AI or machine-learning models.
- These restrictions cover raw data and aggregated, anonymized, hashed, or derived information. Generic consent, an opt-out, or copying data into a recruiting record does not remove them.
Automated and AI-assisted processing may classify recruiting replies, identify recruiting context, associate communications with recruiting records, extract supported resume information, prepare or generate recruiting communications, and trigger enabled workflow actions. AI processing providers may receive the content needed for that requested function, including message bodies, supported resume attachments or their retrieval links, and content included in a prompt, and return classifications, extracted resume information, or other workflow outputs. This user-directed inference does not authorize Octopyd or a provider to use Google User Data for the prohibited model training or improvement described above. Derived information remains subject to the same restrictions.
Sharing, Transfers, and Human Access
As necessary for the authorized recruiting functionality and with the applicable user's consent, relevant communications and interview information may be shared with candidates, interviewees, designated interviewers, authorized recruiters and hiring-team members, intended email recipients, and other authorized recruiting participants. These are operational disclosures for the requested functionality, not sales of data or disclosures for advertising. Connecting Google does not make mailbox content or Calendar information public.
Cloud hosting, storage and infrastructure, AI processing, communications, and security providers may process Google User Data on Octopyd's behalf only as necessary to provide the enabled functionality or permitted security services, with applicable authorization and data-handling restrictions. Those providers are not granted an independent right to use the data for advertising, resale, or prohibited model training. Octopyd remains responsible for its obligations for provider processing.
Octopyd employees and contractors may read Google User Data only when the user has affirmatively agreed to access to specific messages, files, or other data, when necessary for security purposes such as investigating abuse, or when necessary to comply with applicable law. Support, quality assurance, and White-Glove services do not create unrestricted access to a connected mailbox. A request for a service alone does not authorize personnel to inspect all messages.
Disclosures for security or applicable legal requirements remain limited to those purposes. A merger, acquisition, or asset sale does not automatically authorize transfer of Google User Data: any such transfer requires the user's explicit prior consent and compliance with applicable Google requirements, and the restrictions continue to apply to a successor.
Precedence of Google Data Restrictions: These Google-specific restrictions control over any broader marketing, advertising, analytics, cookie-remarketing, sharing, AI-use, retention, or business-transfer language elsewhere in this Privacy Policy. No general provision authorizes a use prohibited by these restrictions.
Google Data Retention
Google User Data is retained for the specific authorized integration or recruiting record described below, rather than indefinitely for unspecified business purposes. Disconnection stops the relevant integration but does not automatically erase existing recruiting history. Temporary API responses, stored snapshots, recruiting records, and backup copies have different lifecycles. A cache's freshness period is not a promise that the stored record is deleted when that period ends.
| Data Category | Purpose | Retention Period or Criterion | Deletion Trigger / Treatment |
|---|---|---|---|
| OAuth credentials and authorization metadata | Authenticate the authorized integration and refresh access. | While required for the specific active, authorized connection; connection-status information may remain with associated account records. Credentials no longer needed are removed through disconnection or the applicable deletion process. | Disconnect the applicable connection or request removal. Credentials needed for another authorized feature may remain. Google revocation invalidates access but does not itself delete stored records; unusable credentials must no longer be used for access. |
| Free/busy intervals and availability snapshots | Identify scheduling windows and avoid repeatedly fetching availability. | Successful short-term lookups are cached for 60 seconds; temporary error results for 30 seconds. Database snapshots remain while needed for the enabled scheduling window and related scheduling record. Snapshots are refreshed or replaced as availability is synchronized; freshness varies with synchronization settings and does not automatically purge the stored snapshot. | Future synchronization stops for a disconnected source. Request deletion of stored availability separately; retain only any record needed for an authorized interview or a limited exception below. |
| Email bodies, subjects, message metadata, and recruiting threads | Manage recruiting correspondence and retain authorized communication history. | While needed for the Customer's active recruiting workflow and associated authorized recruiting history, or until an applicable deletion request is completed. Messages retrieved to identify a recruiting reply do not become authorized for unrelated reuse. | A deletion request covers stored mailbox copies and associations. Mailbox disconnection alone does not delete previously retained replies. |
| Supported recruiting attachments | Process candidate-provided resumes and supported recruiting documents. | While the stored attachment is required for the authorized candidate or recruiting record, or until an applicable deletion request is completed. | Deletion includes stored attachment files and linked records, subject to applicable limited retention exceptions and backup treatment. |
| Derived AI and recruiting information | Classify and manage replies and carry out the authorized recruiting workflow. | While the source-related recruiting workflow or authorized record needs it. This includes stored classifications, explanations, extracted scheduling information, candidate associations, AI outputs, and related workflow records. | Deletion requests cover derived data, not just the original message. Moving information into an ATS record does not remove Google-data restrictions. |
| Interview events and scheduling history | Coordinate interviews, invitations, changes, and recruiting history. | While needed to manage the interview and the Customer's associated authorized interview record, or until an applicable deletion request is completed. | Stored event identifiers, participant information, and scheduling status are included in a deletion request. Original Google events and recipient copies are separate. |
| Workspace buildings and meeting-room resources | Support authorized interview room selection and location mappings. | While required for the Customer's authorized room catalogue and interview location records. Refresh may mark missing resources inactive rather than deleting them. | Directory disconnection stops synchronization but preserves stored buildings and rooms. A deletion review covers catalogue records and related mappings. |
| Operational logs | Diagnose delivery or integration failures, investigate security issues, and maintain the authorized Services. | Only for the operational or security investigation and applicable log-rotation period. Logs may contain account, message, event, or workflow identifiers and diagnostic information. | Include relevant logs in the deletion review. Information retained for an unresolved security issue or legal obligation remains restricted to that purpose. |
| Backup copies | Recover Services and records after a failure. | Until the applicable backup rotation expires. The configured rotation retains recent backups and selected daily, weekly, monthly, and yearly backups, with yearly copies configured to be retained for up to two years. Actual expiry depends on execution of the backup cleanup process; contact support for the treatment of a specific backup copy. | Removal from active systems does not immediately remove every backup copy. Retained copies remain restricted to recovery or a required legal purpose; any restoration must account for previously completed deletion requests. |
| Service-provider copies and AI inputs or outputs | Provide the requested hosting, AI inference, communication, or security function. | Only for the authorized processing and applicable provider retention or recovery cycle. This includes provider-held prompts or outputs where retained for the service. | Deletion review includes relevant providers and their retained copies. Provider retention does not authorize advertising, resale, or generalized model training. |
| Google Sign-In account information | Maintain authentication and account association. | While the Octopyd account and its authorized account records require it. | Account closure or an applicable deletion request initiates review of stored account information separately from mailbox or Calendar disconnection. |
Limited retention may be necessary to comply with an applicable legal obligation, preserve a specifically required record, or investigate a security incident. It is limited to the information and duration required for that purpose and does not permit advertising or prohibited AI training. Contact support@octopyd.com to ask about the retention and removal of a particular account or category of Google User Data.
Disconnection, Deletion Requests, and Exports
Disconnect an integration. Authorized users can remove supported mailbox or Calendar connections through the applicable integration controls in Octopyd. Contact support@octopyd.com if a control is unavailable or assistance is needed. Disconnecting one source stops future use of that connection for the removed feature and may interrupt pending recruiting or scheduling workflows. It does not automatically disconnect other accounts, remove permissions needed by another enabled feature, cancel interviews, or delete previously stored recruiting records.
Revoke access at Google. You can remove Octopyd's authorization through Google Account connections. Where features use different Google authorizations, remove each applicable authorization. Revocation prevents future access using that authorization, although Octopyd may learn of it when a later API or token-refresh request fails. It does not by itself delete every copy previously stored by Octopyd.
Request deletion. Email support@octopyd.com with the subject "Google Data Deletion Request." Identify your Octopyd account or Customer organization, the connected account, and the information you want removed. We may verify your identity or authority to act for the organization. Do not send your Google password, one-time passcode, or OAuth token.
The deletion review covers authorization credentials no longer needed, stored message content and metadata, attachments, availability snapshots, event records, and Google-derived classifications, extracted information, AI outputs, and workflow records. It also covers relevant operational logs, provider-held copies, and backup treatment. After verifying the request, we identify the applicable records, remove information from active systems as required, arrange applicable provider deletion, and explain any legal, security, or backup-retention exception and the treatment of remaining copies. This is a support-assisted process; disconnecting OAuth is not a substitute for requesting deletion.
Deleting Google User Data stored by Octopyd does not automatically delete the original email messages in the Customer's Google Workspace mailbox or events in Google Calendar, unless deletion of that source item is itself part of an authorized Octopyd feature. Octopyd cannot delete independent copies retained by intended recipients, including emails and interview invitations already delivered to candidates or interviewers.
Account closure and Customer termination. Disconnecting Google, requesting deletion, closing an individual Octopyd account, and terminating a Customer subscription are separate actions. Contact support to identify which actions you want completed. When a Customer's service ends, access for disabled integrations must stop; previously stored recruiting records are handled under the retention criteria and deletion process above. Retained Google-derived data remains subject to the Google restrictions. Google revocation and applicable privacy or deletion rights are not conditioned on payment status, and these controls do not create a new subscription cancellation or refund right.
Access, correction, and export. Contact support@octopyd.com to request access to, correction of, or an export of your information, subject to identity verification, organizational authority, applicable law, and the rights of other people. This is a support-assisted request process.
Website Usage Data
Our website may collect IP addresses, device and operating-system information, cookie identifiers, pages visited, and actions taken to operate and improve the website. These identifiers may relate to a person or device and are not necessarily anonymous. Website telemetry is distinct from Google API data. Google User Data and its derivatives are not reused as unrelated website analytics or advertising data.
Personal Information You Provide
You may provide your name, address, email, phone, billing information, professional interests, experience, employment history, social-media information, or contact preferences when registering, submitting forms, applying for a job, requesting services, or communicating with us. We use information relevant to the requested account, recruiting service, transaction, or communication. Google-derived information remains subject to the Google-specific purposes and restrictions above, even when stored with these records.
Do Not Track Signals
Some browsers send a "Do Not Track" signal. Our current website does not automatically change cookie behavior in response to that signal. You can manage cookies through your browser and contact support about marketing preferences. This does not change our restrictions on Google User Data.
The Way We Use Information
We use information to operate accounts, provide requested recruiting functionality, complete transactions, communicate about the Services, and address technical or security issues. Google User Data is used only for the specific authorized user-facing functionality described above. General service improvement, analytics, research, or personalization is not permission to use Google User Data for unrelated products, Octopyd marketing, or generalized AI training.
Personal Information and Sharing
We do not sell personal information. Relevant recruiting information may be shared with authorized Customer personnel, recruiting participants, contractors, and service providers to deliver the requested Services. Information sent to an intended recipient may be retained by that recipient. Fields designated for a particular sharing group are intended for that authorized group. Google User Data is subject to the more specific sharing, consent, and human-access restrictions above.
We may contact you about Octopyd services or market research using contact information supplied independently of Google APIs, with applicable consent or an opportunity to opt out. Google User Data, including Google-derived email addresses and recruiting content, is excluded from this unrelated marketing and research. Recruiting messages sent on behalf of a Customer are part of the enabled recruiting functionality and are distinct from Octopyd promotional messages.
We may disclose non-Google information as required by law or for security, and in connection with a merger, acquisition, or asset sale subject to applicable privacy requirements. Google User Data is excluded from any automatic business-transfer authorization and may be transferred only under the Google-specific conditions above. Consent to general communications or an opportunity to opt out does not authorize otherwise prohibited uses or transfers of Google User Data.
Use of Cookies
Website cookies and tags may support site operation, usage measurement, and remarketing. Third-party vendors, including Google and Facebook, may display advertisements based on website visits. Google User Data received through APIs is not used to create remarketing lists, enrich advertising audiences, perform customer matching, serve personalized advertising, or measure advertising using Google-derived identifiers. This exclusion also applies to hashed Google-derived email addresses and other derivatives. Manage cookie preferences in your browser or the relevant advertising provider's controls; these controls are separate from Google OAuth revocation.
Aggregated Website Information
We may use aggregated website traffic information to understand site operation and share non-Google aggregate website information with business partners. Aggregating or anonymizing Google User Data does not remove Google's restrictions or permit unrelated advertising, research, resale, or AI model training.
Security
Google integrations use OAuth authorization rather than requiring you to give Octopyd your Google password. Connections and recruiting workflows are associated with the applicable account and Customer authorization. Access is limited by the enabled integration and account permissions. No system can guarantee prevention of every loss, misuse, or unauthorized access. Report an account or integration security concern to support@octopyd.com.
Access, Correction, Retention, Deletion, and Export
Contact support to request access, correction, or deletion of your personal information. Requests may require identity or authority verification and may be subject to applicable legal requirements and the rights of other people. Google data requests, including exports, follow the Google disconnection and deletion procedure above. See also the Google data retention criteria.
How to Contact Us
For questions about this policy, privacy rights, Google integrations, retention, deletion, or marketing preferences, email support@octopyd.com.
Changes to This Policy
Revisions will be posted on this page with an updated effective date and version. Where a change would permit a new use of Google User Data, we will provide the required notice and obtain the required authorization before using the data in that new way. A policy revision does not waive Google's mandatory data-use restrictions.
California Privacy Notice
This notice describes categories of personal information under the California Consumer Privacy Act. Category examples describe statutory categories and do not mean that every example is collected from every person. Information received depends on the features used and information submitted. Google integration data and derived recruiting information are described in the Google sections above.
Personal information is used for the requested Services and authorized recruiting communications. We do not sell contact information. Google User Data is excluded from the unrelated marketing and advertising uses described for independently supplied information.
| Category | Examples | Collected |
|---|---|---|
| A. Identifiers | Name, alias, postal or business address, unique personal or online identifier, IP address, email address, account name, social security number, driver's license number, passport number, or other similar identifiers. | YES |
| B. California Consumer Records categories | Name, signature, address, telephone number, employment or employment history, credit card and financial information. Some information overlaps with other categories. | YES |
| C. Protected classification characteristics | Age, race, color, ancestry, national origin, citizenship, religion or creed, marital status, medical condition, disability, gender expression, sex, pregnancy or childbirth, sexual orientation, veteran or military status, or genetic information. | YES, where applicants voluntarily provide equal-opportunity information such as veteran or disability status. |
| D. Professional or employment-related information | Current or past job history. | YES |
| E. Inferences drawn from personal information | Profiles reflecting preferences, characteristics, psychological trends, predispositions, behavior, attitudes, intelligence, abilities, or aptitudes. | YES, including recruiting reply classifications and extracted candidate information. |
Categories of Use
Transactional and recruiting purposes: Account information, contact information, candidate submissions, and authorized Google integration data support requested recruiting communications, scheduling, and transactions. Google data is used only within the Google-specific restrictions above.
Website analysis: Independently collected website usage and device information may be used to understand site performance and usage. Google User Data is excluded from unrelated website analytics, demographic profiling, and preference research.
Marketing and promotional purposes: Independently provided contact information and website-visit information may support Octopyd service announcements, promotions, targeted advertising, or career information, subject to applicable preferences and law. Google User Data, including its derived identifiers and content, is excluded from those marketing uses, advertising audiences, and contests.
Maintenance and improvement: We use information to provide requested features and diagnose technical problems. Google User Data may be used only to provide or improve the specific authorized user-facing functionality, not unrelated research or generalized model development.
Reviews and public content: Content independently supplied for publication may be displayed as authorized. Connecting Google does not authorize public display of mailbox content, availability, or Google-derived recruiting records, or their use in Octopyd advertising.
Security and fraud prevention: Relevant information may be processed to protect the Services and investigate abuse. Access, retention, and disclosure of Google User Data for this purpose remain subject to the Google-specific restrictions and permitted security exceptions.
For questions about this notice, contact support@octopyd.com.