Octopus AIMaritime

Ümumi Məlumat Müdafiəsi Qaydası (GDPR)

Son yenilənmə: Fevral 2026

1. Data Controller

Octopus AI acts as the data controller for personal data processed through our platform, in accordance with the EU General Data Protection Regulation (Regulation (EU) 2016/679, "GDPR"). We are committed to protecting your personal data and processing it lawfully, fairly, and transparently.

2. Personal Data We Process

  • Identity data: first name, last name, nationality
  • Contact data: email address, phone number
  • Professional data: applied position, work experience, language proficiency, certifications
  • Interview data: competency-based interview responses, AI scores, assessment results
  • Documents: uploaded certificates, CVs, and other relevant documents
  • Consent records: privacy policy consent, data processing consent

3. Legal Basis for Processing (Article 6 GDPR)

  • Consent (Art. 6(1)(a)): You provide explicit consent when submitting your application
  • Contract (Art. 6(1)(b)): Processing necessary for pre-contractual steps taken at your request
  • Legitimate interest (Art. 6(1)(f)): Improving our AI models with anonymised data, platform security

4. Purpose of Processing

  • AI-powered competency assessment for open positions
  • Candidate-position matching and decision support reports
  • Certificate and credential verification
  • Interview notifications and reminders
  • Analytics improvement using anonymised data

5. Automated Decision-Making (Article 22 GDPR)

Our platform uses automated decision support systems to assess candidate competencies. Interview responses are scored by AI models and recommendations such as HIRE, REVIEW, or REJECT are generated. All recommendations are subject to human review at the final decision stage. You have the right to contest decisions based solely on automated processing under Article 22 GDPR. To exercise this right, please contact us at the address below.

6. Data Retention

  • Incomplete applications: retained for 90 days, then permanently deleted
  • Completed assessments: retained for up to 2 years for matching purposes
  • Documents: retained while candidate remains in the active talent pool
  • After retention period: personal data is anonymised
  • Consent records: retained for the duration of processing and any statutory period

7. Data Transfers

Your assessment results may be shared with employer companies as structured reports when you are shortlisted for a position. Raw interview responses are not shared with employers. Your personal data is never sold to third parties. Where data is transferred outside the EU/EEA, appropriate safeguards (such as Standard Contractual Clauses) are in place.

8. Your Rights (Articles 15–22 GDPR)

  • Right of access (Art. 15): Obtain confirmation and a copy of your personal data
  • Right to rectification (Art. 16): Have inaccurate data corrected
  • Right to erasure (Art. 17): Request deletion of your personal data
  • Right to restriction (Art. 18): Restrict processing in certain circumstances
  • Right to data portability (Art. 20): Receive your data in a structured, machine-readable format
  • Right to object (Art. 21): Object to processing based on legitimate interest
  • Right regarding automated decisions (Art. 22): Contest decisions made solely by automated means

9. Right to Lodge a Complaint

If you believe your data protection rights have been violated, you have the right to lodge a complaint with your local supervisory authority. You can find your local authority at edpb.europa.eu.

10. Contact

For GDPR-related requests: privacy@octopus-ai.net