Privacy Policy
Effective August 14, 2026
OrbitBase, Inc. ("orbitbase", "we", "us", or "our") provides a multi-channel customer-support platform. This Policy explains what information we process, why we process it, and the choices available to you.
When a business uses orbitbase to communicate with its customers, that business controls the conversation data and we process it on the business's behalf. Customers should also review the privacy notice of the business they contacted.
1. Information handled by the Service
We process the information needed to create accounts, connect communication channels, deliver conversations, ground AI responses, and operate customer workflows.
Account and workspace details, including your name, email address, organisation, and authentication records.
Channel and integration credentials, account identifiers, and configuration needed to connect services you select.
Customer messages, conversation history, contact details, labels, and other information shared through connected channels.
Knowledge sources you upload or connect, including documents, web content, free text, and Notion content.
Technical, security, and usage data such as device information, IP address, logs, and product interactions.
2. Why we use information
Provide, maintain, secure, and improve the Service.
Route messages and generate responses grounded in the knowledge you approve.
Run the actions and integrations you configure.
Create and enrich contact records from customer conversations.
Communicate about accounts, security, billing, and material product updates.
Prevent abuse, meet legal obligations, and enforce our agreements.
3. AI and automated processing
Relevant conversation context and approved knowledge may be sent to AI infrastructure providers to generate a response or select an action. We contract with providers to process this information for service delivery and do not sell customer conversations or permit them to be used to train public foundation models.
4. When information is shared
We share information only when needed to provide the Service, follow your configuration, protect users, or meet legal requirements.
Vendors that provide hosting, storage, databases, AI infrastructure, email, analytics, security, and payment processing under contract.
Social platforms, knowledge providers, and action tools that you choose to connect.
Authorities or other parties when disclosure is legally required or necessary to protect rights, safety, and security.
A successor organisation in connection with a merger, financing, acquisition, or sale of assets, subject to appropriate safeguards.
5. Retention and deletion
We retain information while your account is active and for a reasonable period afterward where needed for security, backup, dispute resolution, and legal compliance. Workspace owners can remove knowledge sources and operational records from the Service. Account-closure requests are completed subject to lawful retention duties.
6. Security
We use access controls, encrypted transport, tenant isolation, monitoring, and operational safeguards designed to protect information. No system is completely secure, so we continuously review our controls and respond to material incidents as required by law.
7. Your privacy choices
Depending on your location, you may have rights to access, correct, export, delete, restrict, or object to certain uses of personal information. Workspace administrators can manage much of their organisation's data directly. Other requests can be sent to us.
8. International processing and updates
Information may be processed outside your country with recognised safeguards for cross-border transfers. We may update this Policy as the Service or applicable law changes, and we will post a new effective date and provide additional notice when required.
9. Contact
For privacy questions or requests, contact privacy@orbitbase.app.