Data Retention Policy
Last updated: February 14, 2026
1. Overview
This policy describes how long we retain different categories of personal data collected through the Octopus AI Maritime platform. We retain data only as long as necessary for the purposes described in our Privacy Policy.
2. Retention Schedule
| Data Category | Retention Period | Basis |
|---|---|---|
| Candidate registration data | Duration of active pool membership + 6 months | Consent |
| Assessment responses | 24 months from completion | Legitimate interest (quality assurance) |
| Competency scores & decisions | 24 months from assessment | Legitimate interest (benchmarking) |
| Presentation records | 36 months from presentation date | Contract performance |
| Hiring outcome data | 36 months from hire date | Legitimate interest (model improvement) |
| Consent records | 5 years from consent date | Legal obligation (proof of consent) |
| Anonymized/aggregated data | Indefinite | No longer personal data |
3. Inactive Candidates
Candidates who have not engaged with the platform for 24 months will be flagged as inactive. We will attempt to contact you before archival. If no response within 30 days, your data will be anonymized or deleted.
4. Early Deletion
You may request deletion of your data at any time by contacting companies@octopus-ai.net. Upon receiving a valid deletion request:
- Personal identifiers will be removed within 30 days
- Assessment data will be anonymized (scores retained without identity)
- Consent records retained as required by law
5. Technical Implementation
Retention is enforced through automated processes:
- Scheduled retention jobs run weekly
- Soft-delete with grace period before permanent erasure
- Audit logs for all deletion operations