Acceptable Use Policy

What the service may not be used for, and what happens if it is.

Applies to: Customers and users
Last updated: 1 September 2026
Questions: legal@oakhive.ai

This policy forms part of the Subscription Agreement. It is short, and most of it is the usual list. Section 2 is not the usual list, and it is the reason this policy exists at all.

OakHive interviews people at a vulnerable moment in their working life. Most acceptable use policies worry about spam and load. The abuse this product actually has to guard against is a company using an interview to build a case against someone, or to extract something the person would not have said to a human being. Section 2 is written for that.

1Who this applies to

1.1This policy applies to every customer of OakHive and to everyone they authorise to use it. A customer is responsible for their users’ compliance with it.

1.2It also applies to anyone using the public website, to the extent it can apply there.

2How the service may not be used against people

You must not use OakHive:

to make, or to materially inform, a decision producing legal or similarly significant effects for an individual — including dismissal, discipline, redundancy selection, promotion, remuneration, or the content of a reference;
to evaluate, score, rank or profile an employee, or to build any assessment of a person rather than of their work;
to gather evidence for a disciplinary process, a grievance, litigation or an internal investigation into the participant;
to elicit information about a colleague that you would not have asked the participant to provide in writing, or to use an interview as an indirect route to information about a third party;
to pressure someone into taking part, to penalise them for declining, or to schedule repeatedly after a decline in a way that makes the decline meaningless;
to represent to a participant that they are speaking to a human being, or to obscure that the interviewer is an AI;
to monitor an employee’s activity, presence, productivity or behaviour, whether covertly or otherwise;
to interview anyone under 18, or anyone who cannot give a meaningful account of their work for reasons of capacity;
to circumvent an obligation you owe to a works council, a union or an employee representative body.

The product is built to make several of these hard rather than merely forbidden — there is no scoring model to misuse, manager notes cannot enter a participant-visible surface, and a decline records no reason. Where the design cannot prevent it, this policy is the control, and we will enforce it.

3Unlawful and harmful use

You must not use OakHive:

in breach of any law that applies to you, including employment and data protection law;
to process personal data without a lawful basis, or without giving people the information transparency law requires;
to harass, defame, discriminate against or threaten anyone, or to facilitate anyone else doing so;
to infringe intellectual property rights, or to put material into the service that you have no right to put there;
in breach of export control or sanctions law, or on behalf of a sanctioned person or in a comprehensively sanctioned territory.

4Technical misuse

You must not:

probe, scan or test the vulnerability of the service, or breach or circumvent its authentication, tenancy boundaries, rate limits or audit logging — other than as part of good-faith security research reported under the Security Overview;
attempt to access another customer’s data, another tenant, or any data your role in the service is not granted;
interfere with the service’s operation, overload it, or use automation to place unreasonable load on it;
reverse engineer, decompile or disassemble any part of the service, except where that restriction cannot lawfully be imposed;
resell the service, provide it to a third party as a service bureau, or share credentials between people;
scrape, harvest or bulk-extract data from the service other than through the export functions provided.

5Content you put in

You must not put into the service:

malicious code, or anything designed to interfere with software, hardware or data;
payment card data, government identity numbers, health records or biometric data — the service is not built for them and they should not be in an interview;
credentials, private keys or access secrets. If a participant recites one during an interview, treat it as compromised and rotate it — the service routes such material to a restricted section, but rotation is the only real remedy;
content whose processing would require a licence or consent you do not hold.

6Misuse of the AI

You must not:

attempt to make the interviewer act outside its purpose through prompt injection or similar manipulation, whether in a manager note, a question, or an interview;
use the service, or its output, to train, fine-tune or evaluate a machine learning model;
present AI-generated output as human-authored where doing so would mislead someone with an interest in the difference — including a participant, an employee representative, or a regulator;
use the service to generate content unrelated to knowledge capture in your own organisation.

7What happens if this is breached

7.1Where we reasonably believe this policy has been breached we will normally raise it with you first and give you the opportunity to put it right. That is what we would want in your position, and it is what most breaches deserve.

7.2We may suspend access without prior notice where the breach is serious, ongoing, unlawful, or presents a risk to another customer’s data or to an individual. Suspension will be limited to what the circumstances require.

7.3A serious or repeated breach is a material breach of the Subscription Agreement and may lead to termination under clause 13.4, without refund.

7.4Where the law requires it, or where an individual is at risk, we may report a breach to the relevant authority. We will tell you where we lawfully can.

8Reporting misuse

If you are a customer

Report suspected misuse in your own organisation to support@oakhive.ai, or security concerns to security@oakhive.ai.

If you were interviewed

If you believe an OakHive interview was used against you — as evidence in a process, to assess you, or in a way that section 2 forbids — you can tell us at legal@oakhive.ai. We are your employer’s processor and we cannot adjudicate your employment dispute. What we can do is look at whether our customer breached this policy, and act on it if they did. We will treat what you tell us in confidence and will not pass your identity to your employer without asking you first.