Privacy Policy
01 Information We Collect
When you use our website or book a call, we may collect the following information:
- Full Name
- Email Address
- Phone Number
- Business Name
- Appointment date and time
- Any information you submit through forms (including challenges or inquiries)
If you become a client, we may also collect billing information necessary to process payments.
Where our automation or call-handling services are deployed, we or our service providers may record calls and generate transcripts of those conversations for quality assurance and operational purposes. Callers are notified of recording where required by applicable law.
02 How We Use Your Information
We use the information we collect to:
- Schedule and manage appointments
- Communicate with you regarding your inquiry
- Provide our services
- Process payments
- Improve our website and offerings
- Send relevant follow-up communication related to your request
- Send SMS messages where consent has been provided (see Section 5 below)
We do not sell, rent, or trade your personal information.
03 Call Recordings and AI Transcripts
Where Orbit Automation deploys AI-assisted call handling on behalf of a client, calls may be recorded and transcripts may be generated using automated speech recognition and AI processing. The following applies:
- Storage: Recordings and transcripts are stored on secure servers operated by us or our third-party service providers.
- Retention: We retain call recordings and transcripts for up to 90 days unless a longer retention period is required by law or agreed upon in a client contract. Clients may request earlier deletion.
- Access: Access to recordings and transcripts is limited to authorized personnel and the applicable business client. Transcripts are shared with the client whose system generated the call.
- Third-Party Processing: Transcription and AI analysis may be performed by third-party providers. These providers process data solely to deliver services on our behalf and are contractually bound to protect your information.
We do not intentionally collect or process protected health information (PHI) as defined under HIPAA unless explicitly agreed to in writing under appropriate legal safeguards, including a signed Business Associate Agreement (BAA) where applicable.
04 Payment Processing
Payments are processed securely through third-party payment providers such as Stripe. We do not store full credit card details on our servers.
Please refer to Stripe's privacy policy for more information on how payment data is handled.
05 SMS Communications
By submitting your phone number on our booking form or contact forms, and where you have provided your consent, you agree to receive automated SMS messages from Orbit Automation regarding your inquiry and our services.
- Message frequency varies based on your inquiry and engagement.
- Message and data rates may apply.
- Reply STOP at any time to opt out of SMS communications.
- Reply HELP for assistance.
- Consent to receive SMS is not a condition of purchase.
We do not share your phone number with third parties for their own marketing purposes. SMS opt-out requests are processed promptly.
06 Third-Party Services
We may use third-party services to operate our business, including:
- Scheduling software
- Email service providers
- Payment processors
- Analytics providers
- AI call transcription and processing providers
- SMS delivery platforms
These services may process your information solely for the purpose of delivering services on our behalf.
07 Data Security
We implement reasonable technical and organizational safeguards to protect your information. However, no online transmission is 100% secure, and we cannot guarantee absolute security.
08 Data Retention
We retain personal information only as long as necessary to provide services or comply with legal obligations. Call recordings and transcripts are retained for up to 90 days unless otherwise required by law or client contract. You may request deletion of your data at any time (see Section 9).
09 Your Rights
You may request to:
- Access the personal information we hold about you
- Correct inaccurate information
- Request deletion of your data
- Opt out of SMS communications at any time by replying STOP
To make a request, please contact us at: contact@orbitautomation.app
10 Cookies and Analytics
Our website may use cookies and analytics tools to understand how visitors interact with our site. These tools collect non-personal usage data to improve performance and user experience.
You can adjust your browser settings to disable cookies if desired.
11 Changes to This Policy
We may update this Privacy Policy from time to time. Updates will be posted on this page with a revised effective date.
12 Contact Us
If you have any questions about this Privacy Policy, please contact: