Last updated 7 October 2026
1. Who these terms are between
These terms are an agreement between Otter (“Otter”, “we”, “us”) and the organisation that creates or uses an Otter workspace (“you”, the “customer”). If you sign up on behalf of a company, you confirm that you're allowed to accept these terms for it. People you invite to your workspace use Otter under your account.
2. The service
Otter is an applicant tracking system: job pipelines, a public careers page, email-to-candidate inboxes, interviews, scorecards, reports, an API and related features. We may improve, change or retire features over time. If we remove something you rely on, we'll give reasonable notice where we can.
3. Early access and pricing
Otter is currently in early access. Workspaces are free during this period and we don't take payment details. Before any paid plan applies to you, we'll tell you the price in advance and you'll choose whether to continue. Nothing is charged automatically.
4. Your account
- Keep your login details safe and tell us straight away if you think someone else has access.
- You're responsible for what happens in your workspace, including what your teammates do.
- Workspace owners decide who is invited and what role each person has.
- You must be old enough to form a binding contract where you live.
5. Your data
You own the data you put into Otter, including candidate profiles, resumes, notes and messages (“customer data”). You give us permission to host, copy, process and display customer data only to run and support the service for you. We don't sell customer data and we don't use it to advertise.
For candidate personal data, you are the controller and Otter processes it on your instructions. You're responsible for having a lawful basis to collect it, for telling candidates how you use it, and for answering their requests. Otter gives you tools to export or permanently delete a candidate's data. Our Privacy Policy explains how we handle data.
6. Acceptable use
Don't use Otter to:
- break the law, including employment, anti-discrimination, data-protection and anti-spam laws;
- post fake jobs, collect applications under false pretences, or charge candidates to apply;
- send unsolicited bulk email or messages people didn't ask for;
- upload malware, or try to access another workspace, bypass limits, or disrupt the service;
- resell or rent Otter to third parties without our written agreement.
We may suspend a workspace that puts candidates, other customers or the service at risk. Where it's safe to, we'll contact you first.
7. AI-assisted features
Some features (such as resume parsing, the in-app assistant and Ask AI in the docs) use third-party AI models. Their output can be wrong or incomplete. Check it before you rely on it, and never make hiring decisions on AI output alone.
8. Availability and support
We work hard to keep Otter running and your data safe, but during early access the service is provided “as is” without an uptime commitment. Planned maintenance and incidents are posted on our status page. For help, email rohit@otter.diy.
9. Cancelling and leaving
You can stop using Otter at any time. Before you go, you can export candidates and reports to CSV, and owners can export or delete individual candidate records. Ask us at rohit@otter.diy to delete a whole workspace and we'll remove its data from our live systems within 30 days (backups roll off on their normal schedule). We may close a workspace that has been inactive for over 12 months after emailing its owners at least 30 days before.
10. Liability
To the extent the law allows, neither of us is liable to the other for indirect or consequential losses, lost profits or lost data, and Otter's total liability for any claim is limited to the amount you paid us in the 12 months before the claim (during free early access, that is zero). Nothing in these terms limits liability that can't be limited by law.
11. Changes to these terms
We may update these terms as the product grows. For important changes we'll email workspace owners or show a notice in the app at least 14 days before they take effect. The date at the top shows when they last changed.
12. Contact
Questions about these terms? Email rohit@otter.diy.