Octopi ("Octopi", "we", "us") makes a local-first Mac app, built so your data stays on your computer. This Privacy Policy explains what we collect through our website and app, why we collect it, how we handle it, and the rights you have over it.
1. Who we are
Octopi is the controller of the personal data described here. You can reach us at admin@useoctopi.com or by post at San Francisco, CA 94107.
2. The short version
The Octopi app runs on your Mac. Your spreadsheets, files, browser profile, cookies, saved logins, and any API keys you add stay on your device, and we never store them. They leave it only when a feature you use sends something to a service you chose — a website Octopi visits for you, your CRM, or a provider you connected with your own key (each key goes only to its own provider; see section 6) — or when you turn on Claude: then the specific text described in section 6A is sent to Anthropic, through our server when you pay with Octopi credits; we count that usage but do not store the text. Apart from an Octopi Cloud account if you open one (section 3), the personal data we collect is limited to the email address you give us when you request the download, plus usage statistics the app sends to help us improve it and fix problems — not the content of your work (section 3 says exactly what). You can switch the app's usage reporting off at any time in Settings ▸ Privacy.
3. Information we collect
Information you give us. When you request the download or subscribe to updates, we collect your email address. If you contact us for support, we collect the information in your message.
Information collected automatically on the website. Like most websites, our server records standard technical data such as your IP address, browser type, referring page, and the date and time of your visit. We also keep our own first-party, cookieless count of which pages are viewed and where visitors arrived from, to see what is useful — it sets no cookies, stores your IP address only as a one-way hash, and is never shared with anyone. We do not use third-party analytics or advertising tools. Our pages load their fonts from Google Fonts, so your browser also connects to Google, which receives your IP address under Google's privacy policy.
Usage data from the app. To understand how Octopi is used and to fix problems, the app sends periodic usage statistics: a random install identifier (not derived from your machine's hardware; resetting the app replaces it), the app version, your macOS version, the local AI model in use and whether runs were planned on your Mac or with a cloud model, the major version number of Google Chrome if it is installed, which setup and first-use steps the install has reached (yes/no flags only — for example whether the AI model finished downloading, a first task completed, or a run wrote to a CRM), and counts and timings: of the runs and rows you process and their outcomes, of the kinds of steps and connectors they used (for example “web search” or “Salesforce” — never what was searched or written), of failures by kind, and of crashes. When a run finishes, the app may also send a counts-only summary of that run (the same kinds of counts and timings, the planner used, and the outcome). If you requested the download with your email, the first time you open the app within 14 days of that request it opens a page in your own browser that links this install's usage to that email, with a one-click “This isn't me — unlink”; unlinking, or switching reporting off, stops the link. When a step fails, the app also sends a diagnostic report: the type of error and where in the workflow it occurred, the website it was working on (its domain name, and the page's address pattern with identifiers removed, such as /lightning/r/Task/<id>/view), the outline of the page element involved (tag and attribute names, without text), the lines of Octopi's own code involved, the app's build number, and a short excerpt of the error message. File paths, your user name, email addresses and phone numbers are removed on your device, and email addresses and phone numbers again on our server; the excerpt is short, but it could contain a fragment of the text being processed when the error happened. Our usage database stores your IP address only as a one-way hash. This reporting is on by default and you can switch it off at any time in Settings ▸ Privacy. Separately, if you use the in-app “Send Feedback” button, the message you write is sent to us with the install identifier, the app and macOS versions, the model in use, and the reply email if you give one — even when usage reporting is off, since you chose to send it.
Octopi Cloud account and payments. If you subscribe or buy credits, we keep your email address, your Stripe customer identifier, your plan and its status, your credit balance and its history (purchases and what you paid, monthly renewals, refunds, chargebacks, adjustments), and for each Mac you connect a random device identifier (separate from the app's anonymous usage identifier; we do not link the two), a one-way hash of its access token, and when it connected and was last used. For each Claude request paid with Octopi credits we keep a usage record: the time, the device, the model, its purpose (planning, reading, or choosing how the chat handles a message), the token counts, the cost and the credits set aside and charged, how long it took, and the outcome. We do not keep the content of any request or answer. Octopi Cloud payments are sold through Link: Link (Stripe), the merchant of record, processes your payment and billing data under Link's privacy policy. We never see or store your card number. To limit abuse we also keep one-way hashes (never the raw value) of the IP address that starts a purchase, opens a purchase's confirmation page, or requests or redeems a connect code, and of an email address that asks for a code, for 24 hours.
What the app does not collect. The Octopi app does not send your spreadsheets, documents, browsing activity, credentials, or provider API keys to us. Work you do in the app stays on your device unless you use a feature that sends it to a service you chose — your CRM, a provider you connected with your own keys (see section 6), or Claude (see section 6A). Claude requests paid with Octopi credits pass through our server, which does not store them.
4. How we use your information, and our legal bases
We use the limited data we hold to send the download link you asked for, operate and secure the website, respond to support requests, and, if you opt in, send product updates. If you use Octopi Cloud, we also use your account, payment and usage records to provide it: to connect your Macs, email your connect codes, count and charge your usage, handle refunds and chargebacks, and prevent abuse. For people in the EEA and UK, our legal bases are: performing a contract or taking steps at your request (sending your download, or providing Octopi Cloud); your consent (marketing email, which you can withdraw at any time); and our legitimate interests in running, improving, and securing our service, balanced against your rights. We also process data where we must to comply with the law.
5. Cookies and similar technologies
This website sets two strictly-necessary first-party cookies when you request the download: one that lets the app's first-launch page recognise your download for 14 days, and one that protects the download link for five minutes. Neither is used for advertising or cross-site tracking. We do not use third-party analytics or advertising cookies. You can manage cookies through your browser, and we honor recognized opt-out signals such as Global Privacy Control where the law requires. When you buy Octopi Cloud, you are sent to Stripe's checkout page. It is Stripe's site and uses Stripe's own cookies under Stripe's privacy policy. Our own purchase pages set no cookies.
6. Third-party services and your own API keys
Octopi is built to use your own accounts. When you connect keys for services such as Hunter, Apollo, People Data Labs, Cognism, ZeroBounce, MillionVerifier, NeverBounce, Serper, or SerpApi, AI providers such as Anthropic, OpenAI, Google, and Perplexity, or a CRM such as Salesforce or HubSpot, the app sends requests directly from your Mac to those services. (Octopi Cloud requests paid with Octopi credits are the exception, described in section 6A.) We do not route them through our servers and we do not receive or store the data exchanged. Each provider handles that data under its own terms and privacy policy, which you are responsible for reviewing.
6A. Octopi Cloud (optional)
Octopi Cloud lets you use Anthropic's Claude models for three jobs, each of which you turn on separately in Settings, and only after you agree to a description of what will be sent:
- Planning sends your task sentence and the column names of your sheet — only common column titles, the names your task uses and the columns Octopi made; any other column is sent as its letter (so a first row of data is not sent as names, except a cell that is itself a common column title, such as "CEO" or "Contact") — with Octopi's own fixed instructions.
- Reading sends your task, the text and web address of public web pages Octopi reads for a row — the company's own website and web-search results — the answers of public data services (such as SEC EDGAR, ClinicalTrials.gov, PubMed, openFDA and Google Patents), and your own values in that row (never a column filled from your CRM or Outlook, and never Octopi's own notes; a column whose name is not a common column title, and is not named in your task, is identified by its letter), with Octopi's instructions. It may also send the list of links on a company's website, with the page's address and your task, so Claude can choose which to open. The pages Claude reads are opened in a separate, signed-out headless browser (it has no window) with no cookies, saved logins or stored data of yours: a site you are signed in to is opened there signed out, so only its public page can be sent — never your signed-in copy. Pages from your CRM, LinkedIn or Outlook and the links found in them, and registry pages Octopi opens in your own browser (such as Zefix or OpenCorporates), are never sent; they are always read on your Mac.
- Claude's Yes/No answer changes your CRM exactly where Octopi's own strict check accepts the pages it cites — the same check the local model's answers face. The sentence Claude quotes is kept as the record of why, and only when it passes that check too.
- Choosing how the chat handles a message is a separate switch ("Let Claude choose how the chat handles each message"), available only while Planning uses Claude. It sends that message — as you typed it, or as your Mac transcribed what you said; at most 1,000 characters (a longer message is handled on your Mac) — and your open sheet's column names (only common column titles, the names your message uses and the columns Octopi made; any other column is sent as its letter), with Octopi's fixed instructions. It never sends your earlier messages, your cells, a page, a CRM record or the chat's answers: Claude only chooses the route (an answer, a look-up or a card), and every answer is written by the model on your Mac. A look-up the chat then makes is planned and read like a run, under your Planning and Reading settings above.
When you pay with Octopi credits, these requests pass through our server (useoctopi.com) to Anthropic. Our server forwards them without storing their content and records only the usage described in section 3. It adds an opaque identifier for your account, which does not contain your email, so that misuse can be traced to an account. When you use your own Anthropic key instead, requests go directly from your Mac to Anthropic and do not pass through us. Anthropic processes this content as our service provider under its commercial terms, which do not permit it to train its models on it. Anthropic deletes API inputs and outputs within 30 days, except content its automated safety systems flag as violating its Usage Policy, which it may keep for up to two years. If Claude is unavailable, Octopi falls back to the local model on your Mac.
7. How we share your information
We do not sell your personal information, and we do not share it for cross-context behavioral advertising. We share the limited data we hold only with: service providers that help us run the website, send email, and run Claude requests you make through Octopi Cloud (Anthropic), acting on our instructions and bound to protect it; Link (Stripe), the merchant of record for Octopi Cloud payments, which handles payment and billing data under its own privacy policy (section 3); authorities or others where required by law or to protect our rights and users; and a successor entity in a merger, acquisition, or sale of assets, subject to this policy.
8. Data retention
We keep your email address until you unsubscribe or ask us to delete it, and we keep support correspondence for as long as needed to resolve your issue and for a reasonable period afterward. Server access logs rotate automatically after a short period. The app's usage statistics are retained to analyze trends over time; where they are linked to your download email, they are erased with it on request. You can ask us to delete the data associated with your email at any time (see section 11). We delete or anonymize personal data once it is no longer needed for the purposes above.
We keep Octopi Cloud account, payment, and usage records for as long as your account is open. After you close it, we keep payment records for as long as tax, accounting, and fraud-prevention law requires, and we delete your usage records if you ask us to. IP-address and email hashes used against abuse are deleted after 24 hours. Backups of the account database are kept for 30 days.
9. Data security
We use reasonable technical and organizational measures to protect the data we hold, including encryption in transit. No method of transmission or storage is completely secure, so we cannot guarantee absolute security. Because Octopi is local-first, the security of the files and keys on your Mac is in your hands, so keep your device and accounts protected.
10. International transfers
We are based in the United States. If you are located elsewhere, your information may be processed in the United States. Where we transfer personal data out of the EEA, the UK, or Switzerland, we rely on appropriate safeguards such as the European Commission's Standard Contractual Clauses.
11. Your rights
Depending on where you live, you may have the right to access, correct, delete, or receive a copy of your personal data; to restrict or object to certain processing; and to withdraw consent at any time. If you are in California, you may have the right to know, delete, and correct your personal information, to opt out of its sale or sharing, and not to be treated differently for exercising these rights. To make a request, email admin@useoctopi.com; we will respond within the time the law allows, and you may use an authorized agent where permitted. Your payment data for Octopi Cloud is held by Link: you can ask Link to delete it, under Link's privacy policy, and Stripe then cancels any Octopi Cloud subscription sold through Link and deletes your data from its records. That does not delete the account, credit and usage records our server keeps (section 3); to delete those, email admin@useoctopi.com. If you are in the EEA or UK and think we have mishandled your data, you may complain to your local supervisory authority.
12. Children's privacy
Octopi is not directed to children, and we do not knowingly collect personal data from anyone under 16 (or the minimum age in your country). If you believe a child has given us personal data, contact us and we will delete it.
13. Changes to this policy
We may update this policy from time to time. We will post the new version here with a new effective date and, for material changes, take any further steps the law requires.
14. Contact us
Questions or requests about privacy: admin@useoctopi.com, or Octopi, San Francisco, CA 94107.