Privacy Policy

1. Introduction

OctopusGo AI ("OctopusGo," "we," "us," or "our") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our AI-powered internal research platform (the "Service").

By accessing or using the Service, you acknowledge that you have read, understood, and agree to be bound by this Privacy Policy. If you do not agree with our policies, please do not use the Service.

2. Information We Collect

2.1 Account Information

When you create an account or are invited to join an organization, we collect:

• Name and email address
• Organization affiliation
• Role and department information
• Authentication credentials (hashed passwords or OAuth tokens)

2.2 Interview Data

When you participate in AI-powered interviews, we collect:

• Voice recordings of your interview responses
• Transcripts generated from voice recordings
• AI-generated interview summaries
• Your edits and approvals of interview summaries

2.3 Usage Information

We automatically collect certain information about your use of the Service:

• Device information (browser type, operating system)
• IP address and general location data
• Usage patterns and feature interactions
• Error logs and performance data

3. How We Use Your Information

We use the information we collect to:

• Provide, maintain, and improve the Service
• Conduct AI-powered interviews and generate research insights
• Create synthesis reports from multiple interview responses
• Send notifications about interviews, deadlines, and platform updates
• Ensure the security and integrity of the Service
• Comply with legal obligations
• Analyze usage patterns to improve user experience

4. Data Retention

We retain your data according to the following policies:

Voice recordings and transcripts are automatically deleted after the 90-day retention period. Notable quotes extracted for synthesis reports are preserved separately and remain available after transcript deletion.

5. Data Security

We implement robust security measures to protect your information:

• Encryption at Rest: All sensitive data, including voice recordings and transcripts, is encrypted using AES-256 encryption
• Encryption in Transit: All data transmitted between your device and our servers is protected using TLS 1.3
• Access Controls: Role-based access control (RBAC) ensures users only access data appropriate to their role
• Tenant Isolation: Strict data isolation between organizations prevents any cross-tenant data access
• Audit Logging: All data access is logged for security monitoring and compliance

6. Data Sharing and Disclosure

We do not sell your personal information. We may share your information in the following circumstances:

6.1 Within Your Organization

Your interview data is shared with authorized members of your organization according to their role:

• Question creators can view interview summaries and synthesis reports
• Organization administrators can access organization-wide data for oversight
• Interviewee responses are anonymized in synthesis reports to protect individual privacy

6.2 Service Providers

We use trusted third-party service providers to operate the Service:

• Cloud hosting and storage providers
• AI/ML providers for interview processing and synthesis generation
• Analytics providers for service improvement
• Email service providers for notifications

All service providers are contractually bound to protect your data and use it only for the purposes we specify.

6.3 Legal Requirements

We may disclose your information if required by law, court order, or governmental authority, or if we believe disclosure is necessary to protect our rights, property, or safety, or that of others.

7. Your Rights and Choices

You have the following rights:

7.1 Access and Portability

Organization administrators can export all organization data in standard formats (JSON, CSV) through the Data Management settings. Export files include interview data, summaries, synthesis reports, and a data dictionary.

7.2 Correction

You can review and edit your interview summaries before approval. Contact your organization administrator to correct account information.

7.3 Deletion

Organization administrators can request complete deletion of all organization data. Upon request, a 7-day grace period allows for cancellation. After this period, all data is permanently and irreversibly deleted, including voice recordings, transcripts, interviews, questions, expert information, and user accounts.

7.4 Consent Withdrawal

You may decline to participate in interviews. If you withdraw consent during an interview, we will save your progress and generate a partial summary. Contact your organization administrator to discuss further options.

8. Interview Consent

Before participating in an AI-powered interview, you will be informed of:

• The purpose of the research question
• That your voice will be recorded and transcribed
• The 90-day retention period for recordings and transcripts
• That an AI-generated summary will be created for your review
• How your input will be used in synthesis reports (anonymized)

By clicking "Start Interview," you consent to these data processing activities.

9. Data Residency

All data is stored and processed in the United States. By using the Service, you consent to the transfer and processing of your data in the United States.

10. Children's Privacy

The Service is not intended for individuals under 18 years of age. We do not knowingly collect personal information from children. If you believe we have collected information from a child, please contact us immediately.

11. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of any material changes by posting the new Privacy Policy on this page and updating the "Last updated" date. Your continued use of the Service after changes constitutes acceptance of the updated policy.

12. Contact Us

If you have questions about this Privacy Policy or our data practices, please contact us: