Privacy Policy

Last updated: November 2025 · Read how Orbitshift collects, uses, and protects your data.

This Privacy Policy describes how Orbitshift, Inc. ("Orbitshift", "we", "us", or "our") collects, uses, and shares information about you when you use our services, website, and products. By using Orbitshift, you agree to the collection and use of information in accordance with this policy.

1. Information We Collect

1.1 Information You Provide

We collect information you directly provide to us, including your name, email address, company name, job title, and payment details when you register for an account, subscribe to our services, or contact our support team.

1.2 Information Collected Automatically

When you use our services, we automatically collect certain information, including:

  • Cookies and similar tracking technologies
  • Log data (IP address, browser type, pages visited, time and date of visits)
  • Device information (hardware model, operating system, unique device identifiers)
  • Usage data (features used, actions taken, time spent within the platform)

2. How We Use Your Information

We use the information we collect to:

  1. Provide, operate, and maintain our services
  2. Process transactions and send related information, including purchase confirmations and invoices
  3. Send technical notices, updates, security alerts, and support messages
  4. Respond to comments, questions, and provide customer support
  5. Monitor and analyze trends, usage, and activities to improve our services
  6. Detect, investigate, and prevent fraudulent transactions and other illegal activities

3. AI Systems & Regulatory Compliance

Orbitshift leverages artificial intelligence and automated processing to deliver and improve our services. We are committed to transparency regarding how AI systems interact with your data and to compliance with applicable data protection regulations.

3.1 GDPR & Automated Decision-Making

Under the EU General Data Protection Regulation (GDPR), and specifically Article 22, you have the right not to be subject to decisions based solely on automated processing — including profiling — that produce legal or similarly significant effects. Where Orbitshift uses automated decision-making:

  • We provide meaningful information about the logic involved and the significance of such processing.
  • You may request human review of any automated decision that significantly affects you.
  • We implement appropriate safeguards, including the right to contest automated decisions and to express your point of view.

3.2 Jurisdiction-Specific AI & Data Laws

In addition to GDPR, Orbitshift monitors and aligns with emerging AI and data protection legislation across jurisdictions where we operate, including but not limited to the EU AI Act, the California Consumer Privacy Act (CCPA/CPRA), and other applicable regional frameworks. We evaluate our AI systems against these requirements on an ongoing basis and update our practices as regulations evolve.

3.3 AI Data Usage

Orbitshift does not use customer or personal data to train or fine-tune AI or machine learning models unless explicit consent has been provided. Any data processed by AI systems is handled in accordance with our privacy and security standards.

Where possible, data used by AI features is anonymized or aggregated to prevent the identification of individuals or organizations. Specifically:

The categories of personal data that may be processed by our AI features are: business contact details such as name, job title, employer and business contact information; account and opportunity records from your connected CRM; engagement and activity signals such as opens, clicks and site visits; the content of documents you upload for processing, which may contain personal data relating to third parties; and platform usage identifiers such as user and session identifiers.

  • Personal identifiers are stripped or pseudonymized before data enters AI processing pipelines.
  • Aggregated insights derived from AI analysis do not contain information attributable to any single user or account.
  • You may request details on what data any AI feature has processed in relation to your account by contacting privacy@orbitshift.ai.

Data processed by AI features is retained under the same schedule as all other personal data, set out in Section 7, and is protected by the same technical and organisational measures, set out in Section 11. No separate retention period or security regime applies to AI processing.

4. When You Receive This Notice

We believe you should be informed about how your data is collected and used at the earliest opportunity. Orbitshift provides privacy notice to you at the following points:

  • At account registration — before you submit any personal information, a link to this Privacy Policy is presented alongside the sign-up form.
  • At AI feature activation — when you enable or first interact with an AI-powered feature, we present a summary of the data that feature collects and how it is processed.
  • Via our cookie consent banner — on your first visit to our website, you are presented with a consent mechanism that explains tracking technologies in use and lets you manage your preferences.
  • Prior to any material change in data processing — if we introduce new processing activities that affect your data, we notify you via email or in-product notification before the change takes effect.

5. Point-of-Collection Notices for AI Features

To ensure you are always aware of how AI-driven features process your data, Orbitshift implements layered and real-time notices at the point of data collection:

  • In-product contextual banners — when an AI feature collects or processes data in real time, a brief, plain-language notice appears within the interface explaining what data is being used and why.
  • Tooltips and information icons — AI-powered fields, recommendations, and insights include an information icon that, when clicked, reveals a summary of the data inputs, the purpose of the AI processing, and a link to the relevant section of this Privacy Policy.
  • Just-in-time consent prompts — for AI processing activities that go beyond what is covered by your initial consent, we present a specific consent request at the moment the processing would begin, giving you the choice to opt in or decline.
  • Dashboard transparency — your account settings include an AI Data & Privacy section where you can review which AI features are active, what data they access, and adjust your preferences at any time.

6. Sharing Your Information

We do not sell your personal information to third parties. We may share your information with trusted third-party service providers who assist us in operating our platform, subject to confidentiality agreements.

Providers of artificial intelligence and machine learning services are among these service providers. To deliver AI-driven features we transmit the content of your request, together with the context assembled to answer it, to third-party model providers who process it on our behalf. These providers act as processors under contract, are bound by confidentiality and data protection terms, and are contractually prohibited from using your data to train or improve their own models. A current list of our AI sub-processors is available on request from privacy@orbitshift.ai.

We may also disclose your information when required by law, in response to legal process, to enforce our agreements, or to protect the rights and safety of Orbitshift and our users.

7. Data Retention

We retain your personal information for as long as your account is active, as needed to provide you services, or as required by law. If you wish to delete your account or request that we no longer use your information, please contact us at privacy@orbitshift.ai. We will retain and use your information as necessary to comply with legal obligations, resolve disputes, and enforce our agreements.

8. Your Rights

Depending on your location, you may have the following rights regarding your personal data:

  • Access — request a copy of the personal data we hold about you
  • Correction — request that we correct inaccurate or incomplete data
  • Deletion — request erasure of your personal data where there is no compelling reason for its continued processing
  • Portability — receive your data in a structured, commonly used, machine-readable format
  • Objection — object to our processing of your personal data in certain circumstances

9. Cookies

We use cookies and similar tracking technologies to track activity on our services and hold certain information. Cookies are files with a small amount of data that may include an anonymous unique identifier. You can instruct your browser to refuse all cookies or to indicate when a cookie is being sent. However, if you do not accept cookies, some portions of our services may not function properly.

Our services may contain links to third-party websites or services that are not operated by us. We have no control over and assume no responsibility for the content, privacy policies, or practices of any third-party websites or services. We encourage you to review the privacy policies of any third-party sites you visit.

11. Security

The security of your data is important to us. We implement industry-standard technical and organizational measures to protect your personal information against unauthorized access, alteration, disclosure, or destruction. However, no method of transmission over the Internet or electronic storage is 100% secure, and we cannot guarantee absolute security.

These measures apply to our AI processing pipelines on the same basis as the rest of the platform, including access control over the records of AI processing, encryption in transit and at rest, and tenant isolation.

12. Children's Privacy

Our services are not directed to individuals under the age of 16. We do not knowingly collect personal information from children. If you become aware that a child has provided us with personal information, please contact us immediately. If we become aware that we have collected personal data from children without verifiable parental consent, we will take steps to remove that information.

13. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of any significant changes by posting the new policy on this page and updating the "Last updated" date. You are advised to review this Privacy Policy periodically for any changes. Changes to this Privacy Policy are effective when they are posted on this page.

14. Contact Us

If you have any questions about this Privacy Policy or our data practices, please contact our privacy team at privacy@orbitshift.ai. We aim to respond to all privacy-related inquiries within 30 business days.