Privacy Policy 

Last updated: August 2025

This Privacy Policy explains how Optimus Information Inc. (“we”, “our”, or “us”) collects and uses personal information when you use VocaNova, our AI-powered interview assistant available through Microsoft Teams.

Collected Information 

When you use VocaNova, we may collect the following information:

  • Your name and email address (from Microsoft Teams)
  • Audio recordings of your interview responses
  • Transcripts generated from voice interactions
  • Interview scoring data (e.g., fluency, clarity, confidence)
  • CV or résumé data (when integrated with your ATS)
  • Usage metadata and feedback from interactions with the bot

We do not collect sensitive personal information such as biometric identifiers or payment data.

How We Use Information: 

We process this data to:

  • Conduct and evaluate automated interviews
  • Provide personalized spoken language feedback
  • Help recruiters manage interview scheduling and outcomes
  • Improve our AI models and the performance of VocaNova
  • Provide summaries, reports, and analytics to authorized users (e.g., hiring managers)

Data Storage and Access 

All data is stored within the customer’s Microsoft 365 tenant and is governed by their existing organizational security and privacy policies. We do not store interview or user data outside the tenant unless explicitly configured. 

Data Sharing

We do not sell or share your personal data with third parties. Your data may be processed via secure Microsoft services (e.g., Azure, OpenAI) under your organization’s enterprise agreements.

Cookies and Analytics 

We may use cookies or similar technologies to anonymously track usage patterns and improve functionality. No personally identifiable data is collected for analytics purposes. 

Your Rights 

In accordance with Canada’s Personal Information Protection and Electronic Documents Act (PIPEDA), you have the right to: 

  • Request access to your personal information 
  • Request corrections to your personal information 
  • Withdraw consent at any time 
  • To exercise these rights, email us at info@optimusinfo.com. 

Changes to this Policy 

We may update this Privacy Policy from time to time. If we make significant changes, we will notify users via Microsoft Teams or email. 

Contacting Us

If there are any questions regarding this privacy policy you may contact us using the information below.

optimusinfo.com

510-900 Howe St

Vancouver, BC V6Z 2M4

Canada

info@optimusinfo.com

604-736-4600