Privacy Policy

Scope

This policy describes what Octos discloses about how the Kraken 360° connector — which lets an AI assistant query your company's data in Kraken 360° — handles your company's data, in addition to the service agreement already in place between your company and Octos, which continues to govern your company's use of Kraken 360° generally.

Personal data the connector collects

When a person signs in to the Kraken 360° connector and uses it, the connector collects:

• Sign-in identity: the person's Microsoft Entra ID object ID, their name and their email address (or, where the directory gives none, their sign-in name), as the directory provides them at sign-in.
• Session and device details: the IP address and the browser's user agent recorded when the person signs in, the sign-in session and access tokens that keep them signed in, and the tokens Microsoft issues when they sign in.
• The consent given: which AI assistant the person allowed to use the connector on their behalf.
• What each call did: which tool ran, when, for which tenant and which person, whether it succeeded, the query text it ran, and any failure text, as described in What the connector keeps.
• The business question, when given: a short free-text description of the business question behind a query, which the AI assistant may supply with it. It is whatever the assistant writes, so it can contain anything the person said. It is kept with product telemetry, indefinitely, until a deletion request removes it.

The connector does not collect payment details, and it does not keep the results of your company's queries.

Why it is collected

• Signing in and staying signed in: the sign-in identity, session and device details and the consent let the connector confirm who is calling and which data they may reach.
• Answering the question asked: the query text is run against your company's data, and the result is returned to the AI assistant that asked.
• Accountability: the audit trail records what the connector did on your company's behalf, including Octos staff access, and is what the access report is drawn from.
• Operating and improving the connector: product telemetry and the connector's operational logs are used to see how it performs and is used, and to troubleshoot it.

Who receives it

• Octos staff who operate, support and troubleshoot the connector.
• Octos's hosting providers, which process it on Octos's behalf: Microsoft Azure (sign-in through Microsoft Entra ID, hosting, the database holding sign-in records and the audit trail, and operational logs) and MotherDuck (the database holding your company's Kraken 360° data and product telemetry).
• The AI assistant you connect, and its provider, which receive the results of the queries the assistant asks the connector to run. What the assistant's provider does with them is governed by that provider's own terms and privacy policy.

Octos staff access through the connector

Named Octos personnel may access your company's data through the Kraken 360° connector to operate, support and troubleshoot it. This access is read-only: it cannot change or delete your data. It is a condition of using the connector and cannot be opted out of.

Every access through the connector is logged. Reaching a tenant's data through it at all requires an administrative action that names the tenant explicitly, and that action is itself recorded in an append-only log. This section describes access through the connector specifically — it does not describe any other way Octos personnel may already reach your company's data in Kraken 360° (for example, through Octos's own administrative group, its data pipeline, or its own reporting access), which the connector adds no new surface to and this log does not cover.

Access report

Your company may request a report of the Octos staff access to its data through the Kraken 360° connector that this log has recorded. This report is available on request; it is not a self-service report your company can generate on its own.

What the connector keeps, and for how long

The connector keeps a record of what it did on your company's behalf: which tool ran, when, for which tenant, which principal made the call, the query it ran (when the call was a query), and, if the call failed, text describing the failure — which can itself quote a fragment of your company's data (for example, a value a query could not process). This audit trail is separate from Octos's other records.

Each row in the audit trail is kept for at least 12 months from when it was written, whether or not your company keeps using the connector in the meantime, and is removed some time after that; a row is not kept forever.

The connector also keeps a second, separate record — product telemetry — to see how it performs and is used. It is one row per call: which tenant and which principal made it, which tool, whether it succeeded, and, for a query, a shape rather than the query itself, plus, only when the caller supplied one, a short free-text description of the business question behind it. Product telemetry is kept indefinitely: it is not removed after 12 months the way the audit trail is, and it is not deleted when your company leaves, unless your company asks for it to be (see Your choices).

The connector does not keep its own copy of your company's data: it reads that data where it already lives in Kraken 360°, only through read access to your company's own database, and offboarding revokes the connector's read access permanently. The audit trail above is the one exception to that: while a row is retained, it keeps the exact query text a call ran and any failure text it produced, which together can include fragments of your company's data. That row, too, is removed under the retention above — it is not kept forever, and it is never a substitute for, or a copy of, your company's actual data.

How long sign-in records are kept

A sign-in session expires after 7 days, and the token that lets an AI assistant stay connected expires after 30 days; after that, the person signs in again. The sign-in identity and the consent are not removed when the person stops using the connector, and the connector does not clear expired sessions on a schedule: these records are kept until a deletion request removes them.

The connector's operational logs, which identify the person and the tenant behind each request, are kept for 30 days.

Your choices

• Access report: your company may request a report of Octos staff access through the connector, as described above.
• Deleting product telemetry: your company may ask Octos to delete its product telemetry, or a person may ask Octos to delete the product telemetry recorded for them, and Octos will delete it.
• Access, correction and deletion: a person may ask what personal data the connector holds about them, ask for it to be corrected, or ask for their sign-in records to be deleted. Deleting them signs the person out of the connector. The audit trail is not deleted on request: it is kept for the period stated above, because it is the record of what was done with your company's data.

To make any of these requests, write to soporte@octos.gt.