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Legal

Privacy Policy

Last updated October 22, 2026

Your people's records are some of the most sensitive data you hold. This policy explains how Floating Binary Software Systems Inc. (“Okulo,” “we,” “us,” or “our”) handles personal information when you use Okulo or visit okulo.ai.

1. Who we are

Okulo is a business operating system for hiring, people records, signing, and verification. It is operated by Floating Binary Software Systems Inc., based in Waterloo, Ontario, Canada.

Questions about this policy: privacy@okulo.ai.

2. Scope

This policy covers:

  • Visitors to our marketing site and booking flows
  • Organization admins and members who use Okulo Studio
  • Candidates, employees, contractors, referees, and signers who interact with Okulo through a customer’s workspace

When a customer organization uses Okulo to process personal information about their people, that organization is typically the controller (or equivalent). Okulo acts as their processor (or service provider) under their instructions, except where we process data for our own account operations, security, and product improvement.

3. Information we collect

Account and customer information

  • Name, work email, role, and organization details
  • Billing and subscription information when you purchase Okulo
  • Support messages and discovery-call booking details

Workspace content

Depending on which modules you use, Okulo may store content your organization uploads or creates, such as:

  • Candidate and employee profiles, resumes, and application materials
  • Job, client, and pipeline records
  • Reference responses and verification results
  • Contracts, signatures, and related audit events
  • Files stored in your organization’s vault

Usage and technical data

  • Log data, device and browser information, and IP address
  • Product analytics that help us understand feature use and reliability
  • Cookies or similar technologies on the marketing site where enabled

4. How we use information

  • Provide, secure, and improve Okulo
  • Authenticate users and enforce organization permissions
  • Respond to support requests and schedule discovery calls
  • Send service notices, such as security or product updates
  • Detect abuse, prevent fraud, and keep audit trails
  • Comply with law and enforce our terms

We do not sell personal information.

5. Where data lives

We design Okulo so customer data can stay close to where you operate. Canadian customers’ data is hosted in Canada. U.S. customers’ data stays in the U.S., unless your agreement says otherwise.

Every organization gets its own workspace. Actions in Okulo are recorded so your team can see who did what. Dedicated database options are available when full separation is required.

6. Sharing

We share personal information only as needed to run Okulo:

  • Infrastructure and subprocessors that host storage, email, or AI features under contract
  • People you invite into a workflow (for example a referee or signer), who see only what that flow requires
  • Professional advisors or authorities when required by law or to protect rights and safety
  • A successor entity if we are involved in a merger, acquisition, or asset transfer, subject to this policy

White-label deployments may show your brand to candidates, referees, and signers. That does not change who processes the underlying data under your Okulo agreement.

7. Security

We use technical and organizational measures appropriate to the sensitivity of people and hiring data, including access controls, encryption in transit, tenant isolation, and audit logging. No method of transmission or storage is perfectly secure. If we become aware of a breach that affects you, we will notify you as required by law and your agreement with us.

8. Retention

We keep personal information for as long as needed to provide Okulo, meet legal obligations, resolve disputes, and enforce agreements. Customer workspace data is retained according to your organization’s settings and contract. You may request deletion subject to legal holds and legitimate retention needs.

9. Your rights

Depending on where you live (including under PIPEDA in Canada and GDPR in the EU/UK), you may have rights to access, correct, delete, or export personal information, or to object to or restrict certain processing.

If Okulo processes your information on behalf of a customer organization, contact that organization first. You can also reach us at privacy@okulo.ai, and we will help route the request.

10. Children

Okulo is built for workplace and hiring use. It is not directed to children under 16, and we do not knowingly collect personal information from children.

11. Changes

We may update this policy from time to time. We will post the revised version on this page and update the “Last updated” date. If changes are material, we will provide additional notice where appropriate.

12. Contact

Floating Binary Software Systems Inc.
Waterloo, Ontario, Canada
privacy@okulo.ai

Prefer to talk it through? Book a Discovery Call.