Privacy Policy

Privacy Policy for octo.taxi

Last updated: October 2026

1. Controller

The controller responsible for data processing on this website is Octily GmbH. See Legal Notice for contact details.

2. Data We Collect

When you use octo.taxi, we collect and process the following personal data: – Account data: Your email address and hashed password, collected during registration to create and manage your account. – HR data: Cornerstone OnDemand data replicated via DEAPI, including employee records, learning data, and performance data that you choose to sync. – Usage and security logs: Sign-ins and sessions (time, IP address, browser type) and an audit log of actions in your workspace, kept to operate and secure the service. octo.taxi runs no analytics or tracking in the application; only page views of the public articles are counted with Cloudflare Web Analytics, without cookies. – AI query data: When you use the AI-powered querying feature, your natural-language questions are sent to our AI processor for analysis (see Section 5).
We process your data based on the following legal grounds under the General Data Protection Regulation (GDPR): – Art. 6(1)(b) GDPR – Performance of a contract: Processing your account data, HR data, AI query data, and payment data is necessary for the performance of the contract between you and Octily GmbH (i.e., providing the octo.taxi service). – Art. 6(1)(f) GDPR – Legitimate interest: We process usage and security logs to operate and secure our service. Our legitimate interest is a stable and secure product. You may object to this processing at any time (see Section 8).

4. Minimum Age

You must be at least 16 years of age to use octo.taxi, in accordance with Art. 8 GDPR. The service is designed for use by authorized representatives of organizations and is not directed at children.

5. AI-Assisted Data Processing

When you use the "Ask AI" feature or the AI dashboard builder, your natural-language questions – together with schema metadata (table and column names) – are processed by Amazon Web Services via Amazon Bedrock, called from Frankfurt (eu-central-1) and processed only within AWS regions in the European Union, on EU geographic inference profiles. The underlying models are Anthropic's Claude models, served entirely by AWS. Amazon Bedrock's model-invocation logging is disabled: prompts and completions are not stored by AWS, are not used for training, and Anthropic has no access to this data. The generated SQL query then runs on your own database, also in Frankfurt. The legal basis for this processing is Art. 6(1)(b) GDPR (performance of contract). If you prefer not to have your queries processed this way, you may choose not to use the AI features – all other octo.taxi functionality remains fully available.

6. Third-Party Processors

We share your data with the following third-party service providers who process data on our behalf: – Amazon Web Services EMEA SARL – Database hosting (RDS PostgreSQL) and sync engine (Lambda + EventBridge) in the EU (Frankfurt region, eu-central-1), and AI query processing via Amazon Bedrock (Claude models), called from Frankfurt (eu-central-1) and processed only within AWS regions in the European Union. No prompts or completions are stored by AWS or used for training. – Cloudflare Inc. – Application hosting (Workers, Pages), connection pooling (Hyperdrive), and edge caching. Cloudflare processes requests through its global edge network; primary data processing occurs in the EU region. Cloudflare operates under EU Standard Contractual Clauses (SCCs). – Resend Inc. – Transactional e-mail delivery (password-reset e-mails, contact-form notifications, operational alerts). Contains e-mail addresses and names only, never HR data. Resend is based in the US and operates under EU Standard Contractual Clauses (SCCs). – Cornerstone OnDemand – HR data source. Data is replicated from your Cornerstone portal via their Data Extract API (DEAPI) based on your explicit configuration.

7. Data Retention – Account data is retained for as long as your account is active. When you delete your account, all associated personal data is permanently removed within 30 days. – HR data is retained for as long as your account is active and sync is enabled. You can delete synced data at any time through the application. – AI query data is not retained by AWS after processing (Amazon Bedrock's model-invocation logging is disabled). Your recent queries are stored locally in your browser (see Section 11) and are never transmitted to our servers. – Usage and security logs are deleted after fixed periods: the sign-in log after 90 days, the audit log after 365 days. – Payment records are retained as required by applicable tax and accounting laws (typically 10 years under German law).

8. Your Rights Under GDPR

As a data subject, you have the following rights: – Right of access (Art. 15 GDPR): You may request confirmation of whether we process your personal data and obtain a copy of that data. – Right to rectification (Art. 16 GDPR): You may request correction of inaccurate personal data. – Right to erasure (Art. 17 GDPR): You may request deletion of your personal data, subject to legal retention obligations. – Right to restriction of processing (Art. 18 GDPR): You may request that we restrict the processing of your data under certain conditions. – Right to data portability (Art. 20 GDPR): You may request to receive your personal data in a structured, commonly used, machine-readable format. – Right to object (Art. 21 GDPR): You may object to the processing of your personal data based on legitimate interest at any time. – Right to lodge a complaint: You have the right to lodge a complaint with a supervisory authority if you believe your data is being processed unlawfully.

To exercise any of these rights, please contact us at octily@octily.com.

9. Right to Withdraw Consent

Where processing is based on your consent, you have the right to withdraw that consent at any time. Withdrawing consent does not affect the lawfulness of processing carried out before the withdrawal. octo.taxi sets no cookies that need consent (see Section 11), so there is no cookie banner. To delete your account and all associated data, please contact us at octily@octily.com.

10. International Data Transfers

Our primary database is hosted by AWS in the European Union (Frankfurt). AI query processing also runs on AWS via Amazon Bedrock, called from Frankfurt (eu-central-1) and processed only within AWS regions in the European Union, on EU geographic inference profiles – no AI-related data transfer to the United States occurs. Cloudflare processes requests through its global edge network with primary data processing in the EU.

11. Cookies and Local Storage

octo.taxi uses only essential storage mechanisms. We do not use tracking cookies, advertising cookies, or third-party analytics cookies. – httpOnly session cookie: Stores your authentication session securely. Strictly necessary for the functioning of the application. Cannot be accessed by JavaScript (httpOnly, Secure, SameSite=Lax). – localStorage – Language preference: Stores your selected display language. Strictly necessary. – Preference cookie (octotaxi_prefs): Remembers your chosen display language and light / dark mode on octo.taxi, app.octo.taxi and your organization's octo.taxi address, so every page looks the way you chose. When you sign in with “Keep me signed in on this device”, it also notes the address label of the octo.taxi portal you signed in to and when that sign-in ends, so octo.taxi shows “Open octo.taxi” instead of “Log in” and takes you back to that portal; the note is removed when you sign out or your sign-in ends. You can switch this note off on your account page (“Show on octo.taxi that I am signed in”); octo.taxi then removes it and no longer writes it. Beyond that, no identifier, no password or session token and nothing that grants access (Domain=octo.taxi, Secure, SameSite=Lax, 1 year; the sign-in note until your sign-in ends, at most 60 days). Strictly necessary. – Sign-in note cookie (octotaxi_session_hint): When you sign in without “Keep me signed in on this device”, the same note (the address label of the octo.taxi portal you signed in to and when that sign-in ends) is kept in this separate cookie instead, so octo.taxi shows “Open octo.taxi” while you are still signed in, for example in another tab. It has no expiry date and is deleted when you close the browser, sign out or your sign-in ends (after inactivity or at the latest after the longest sign-in); the switch on your account page applies to it the same way. No identifier, no password or session token and nothing that grants access (Domain=octo.taxi, Secure, SameSite=Lax, session cookie). Strictly necessary. – sessionStorage – AI query history (octo-taxi-ai-query-history): Stores your last 20 AI queries locally in your browser for convenience. This data never leaves your device and is not transmitted to our servers. You can clear it at any time via your browser settings. – No tracking cookies: We do not deploy any cookies for marketing, advertising, or cross-site tracking purposes.

12. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. When we make material changes, we will notify you by posting the updated policy on this page with a revised "Last updated" date. We encourage you to review this policy periodically.

13. Contact

For any questions or concerns regarding data protection, or to exercise your rights, please contact us at:

Octily GmbH
Email: octily@octily.com

See Legal Notice for full contact details and registered address.