At Cadensys LTD ("Orb", "we", "our", or "us"), we are committed to maintaining the confidentiality and security of any personal information about our users. Your privacy is our priority.
This Privacy Policy ("Privacy Policy") describes how and why we might access, collect, store, use, and disclose information that relates to you when you visit, use, or navigate our Website ("Website"), and when you use our platform ("Platform"), as defined under applicable data protection laws ("Personal Data"), and how to exercise your privacy rights. We recognize that data privacy is an ongoing responsibility, and so we may update this Privacy Policy from time to time. Any changes will become effective when we post a revised version of this Privacy Policy.
Your use of our Platform is subject to our Terms & Conditions, which incorporate this Privacy Policy. We may update this Privacy Policy as our Platform evolves. We will notify you of material changes through our website, email, or other means. If you continue to use the Platform after changes are posted, you agree to the updated Privacy Policy.
1. Scope of the Privacy Policy
This Privacy Policy only applies where we are processing your Personal Data for our own purposes and are acting as Data Controller under the General Data Protection Regulation (UE) 2016/679 ("GDPR").
It does not cover the Personal Data Orb collects, uses, and discloses when acting as a Data Processor under the GDPR on behalf of its customers and under their instructions in connection with the Orb Platform. We invite you to contact your company or organization if you have any questions about its privacy practices.
As Data Controller, Orb will process Personal Data to provide our Platform and Website and for other limited purposes as outlined below.
Where Orb is the Data Controller, if you have any questions about this Privacy Policy or about our data protection practices, please contact us.
2. What information do we collect?
Website Orb collects certain information when you visit, use, or navigate the Website. The information does not reveal your specific identity (like your name or contact information) but may include device and usage information, such as your IP address, browser and device characteristics, operating system, language preferences, referring URLs, device name, country, location, information about how and when you use our Platform, and other technical information. This information is primarily needed to maintain the security and operation of our Platform, and for our internal analytics and reporting purposes. Like many businesses, we also collect information through cookies and similar technologies. You can find out more about this in our Cookie Notice.
Platform Orb collects the following Personal Data about its Platform users:
| Category of Personal Data | Personal Data We Collect | Sources | Purpose |
|---|---|---|---|
| Identification and Contact Data | First and last name, professional email address, and professional telephone number | When you use our Platform, or contact us, or otherwise interact with us; From third parties and publicly available sources | Delivering the Platform; Marketing Communications (as defined below); Leads qualification |
| Professional or Employment-Related Data | Job position, job title, workplace, and industry | When you use our Platform, or contact us, or otherwise interact with us; From third parties and publicly available sources | Delivering the Platform; Marketing Communications (as defined below) |
| Unique identifiers | IP address, Cookie IDs, device IDs | Service Providers, Parties You Authorize, Access or Authenticate | Delivering the Platform; Marketing Communications (as defined below) |
| Device and technical data | Domain server, type of device/operating system/browser used to access the Platform, local and language settings; session logging, heatmaps, and scrolls; screen resolution, ISP, referring or exit pages; and date and time of your visit. | Service Providers, Parties You Authorize, Access or Authenticate | Internal development |
| Digital behavioral data | Web page interactions (clicks, browsing, zooms and other interactions), referring web page/source through which you accessed the Sites, and statistics associated with the interaction between device or browser and the Sites. | Service Providers, Parties You Authorize, Access or Authenticate | Internal development |
| Social Network Data | Social media profiles (e.g. Linkedin) | Service Providers, Parties You Authorize, Access or Authenticate | Delivering the Platform, internal development |
| Other Identifying Information that You Voluntarily Choose to Provide | Identifying information in emails, letters, texts, or other communications you send us. Calendar data, including but not limited to meeting invitations, body text, and sender and recipients. Meeting data, including but not limited to attendees, audio, and transcriptions. Any other identifying information you authorize us to access or elect to share with us. Any derivatives of such data, including but not limited to transcripts of conversations. | Service Providers, Parties You Authorize, Access or Authenticate | Delivering the Platform, internal development |
Google API Data
Notwithstanding the foregoing, to the extent we collect Personal Data about you through use of a Google API, our use and transfer of such Personal Data to any other third-party will be in compliance with the Google API Services User Data Policy, including the Limited Use Requirements.
Google Workspace Data - Additional Restrictions
Orb does not (i) use Google Workspace user data to develop, improve or train non‑personalized or generalized AI/ML models or (ii) combine such data with data from other customers for model training.
3. How do we process your information?
We process your personal information for a variety of reasons, depending on how you interact with our Platform, including:
- To facilitate account creation and authentication and otherwise manage user accounts. We may process your information so you can create and log in to your account, as well as keep your account in working order.
- To provide the Platform to our Customers in accordance with the agreement with them. We may process your information to provide you with the requested service.
- To respond to user inquiries/offer support to users. We may process your information to respond to your inquiries and solve any potential issues you might have with the requested service.
- To request feedback. We may process your information when necessary to request feedback and to contact you about your use of our Platform.
- To identify usage trends. We may process information about how you use our Platform to better understand how it is being used so we can improve it.
To save or protect an individual's vital interest. We may process your information when necessary to save or protect an individual's vital interest, such as to prevent harm.
4. What legal bases do we rely on to process your information?
The General Data Protection Regulation (GDPR) and UK GDPR require us to explain the valid legal bases we rely on in order to process your personal information. As such, we may rely on the following legal bases to process your personal information:
- Consent. We may process your information if you have given us permission (i.e. consent) to use your personal information for a specific purpose. You can withdraw your consent at any time. Learn more about withdrawing your consent.
- Performance of a Contract. We may process your personal information when we believe it is necessary to fulfil our contractual obligations to you, including providing our Platform or at your request prior to entering into a contract with you.
- Legitimate Interests. We may process your information when we believe it is reasonably necessary to achieve our legitimate business interests and those interests do not outweigh your interests and fundamental rights and freedoms. For example, we may process your personal information for some of the purposes described in order to:
- Analyse how our Platform is used so we can improve it to engage and retain users
- Understand how our users use our products and services so we can improve user experience
- Legal Obligations. We may process your information where we believe it is necessary for compliance with our legal obligations, such as to cooperate with a law enforcement body or regulatory agency, exercise or defend our legal rights, or disclose your information as evidence in litigation in which we are involved.
- Vital Interests. We may process your information where we believe it is necessary to protect your vital interests or the vital interests of a third party, such as situations involving potential threats to the safety of any person.
We are generally the 'data controller' under European data protection laws of the personal information described in this Privacy Notice, since we determine the means and/or purposes of the data processing we perform. This Privacy Notice does not apply to the personal information we process as a 'data processor' on behalf of our customers. In those situations, the customer that we provide services to and with whom we have entered into a data processing agreement is the 'data controller' responsible for your personal information, and we merely process your information on their behalf in accordance with your instructions. If you want to know more about our customers' privacy practices, you should read their privacy policies and direct any questions you have to them.
5. How long do we keep your Personal Data?
We will only keep your personal information for as long as it is necessary for the purposes set out in this Privacy Notice, unless a longer retention period is required or permitted by law (such as tax, accounting, or other legal requirements). No purpose in this notice will require us to keep your personal information for longer than the period of time in which users have an account with us.
When we have no ongoing legitimate business need to process your personal information, we will either delete or anonymise such information, or, if this is not possible (for example, because your personal information has been stored in backup archives), then we will securely store your personal information and isolate it from any further processing until deletion is possible.
6. How do we secure your Personal Data?
We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used, or accessed in an unauthorized way, altered, or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors, and other third parties who have a business need to know. They will only process your personal data on our instructions, and they are subject to a duty of confidentiality.
We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.
7. When and with whom do we share your Personal Data?
Within Orb, only authorized personnel have access to your Personal Data. We may disclose your Personal Data to third parties to carry out our usual business practices. Disclosures will only be made so that we can process your Personal Data for the purposes set out above. We may share your Personal Data with the following third parties:
Our service providers
Some of our service providers may perform actions on our behalf, under our instructions, in accordance with our agreement, and in compliance with appropriate technical and organizational security measures to protect your Personal Data. These actions include:
- Hosting, technology, and communication providers.
- Security and fraud prevention consultants.
- Support and customer service vendors.
- Product fulfillment and delivery providers.
- Audio transcription providers and processors.
- Payment processors.
Orb seeks to conclude data processing agreements with its service providers to ensure that your personal data is used, stored, and transferred securely and in accordance with the applicable laws and our instructions.
Analytics Partners
These parties provide analytics on web traffic or usage of the Platform. They include:
- Companies that track how users found or were referred to the Platform.
- Companies that track how users interact with the Platform.
Parties You Authorize, Access, or Authenticate
- Organizations through which you access our Platform (such as your employer)
- Third parties you access through the services.
- Social media services.
- Other users.
Third Parties involved in a corporate transaction
We may also disclose or transfer your Personal Data to fulfil our legal obligations or when a legal authority requires a disclosure. We may also disclose your Personal Data if we are a party to a business sale, such as a merger or an acquisition.
8. Is your information transferred internationally?
Depending on the circumstance, Orb may also collect and transfer to the U.S. Personal Data with consent; to perform a contract with you; or to fulfill a compelling legitimate interest of Orb in a manner that does not outweigh your rights and freedoms.
Orb endeavors to apply suitable safeguards to protect the privacy and security of your Personal Data and to use it only consistent with your relationship with Orb and the practices described in this Privacy Policy. Orb also enters into data processing agreements and model clauses with its vendors whenever feasible and appropriate.
9. What are your privacy rights?
The GDPR and other countries' privacy laws provide certain rights for data subjects. Data Subject rights under GDPR include the following:
- Right to be informed
- Right of access
- Right to rectification
- Right to erasure
- Right to restrict processing
- Right of data portability
- Right to object
- Rights related to automated decision making including profiling
This Privacy Policy is intended to provide you with information about what Personal Data Orb collects about you and how it is used.
If you wish to confirm that Orb is processing your Personal Data, or to have access to the Personal Data Orb may have about you, please email us at privacy@getorb.ai.
You may also request information about: the purpose of the processing; the categories of Personal Data concerned; who else outside Orb might have received the data from Orb; what the source of the information was (if you didn't provide it directly to Orb); and how long it will be stored. You have a right to correct (rectify) the record of your Personal Data maintained by Orb if it is inaccurate. You may request that Orb erase that data or cease processing it, subject to certain exceptions. You may also request that Orb cease using your data for direct marketing purposes. In many countries, you have the right to submit a complaint to the appropriate data protection authority if you have concerns about how Orb processes your Personal Data. When technically feasible, Orb will-at your request-provide your Personal Data to you.
Reasonable access to your Personal Data will be provided at no cost. If access cannot be provided within a reasonable time frame, Orb will provide you with a date when the information will be provided. If for some reason, access is denied, Orb will provide an explanation as to why access has been denied.
For questions or complaints concerning the processing of your Personal Data, you can email us at privacy@getorb.ai. Alternatively, if you are located in the European Union, you can also have recourse to the European Data Protection Supervisor or with your nation's data protection authority.
10. Do we collect information from minors?
We do not knowingly solicit data from or market to children under 18 years of age. By using the Platform, you represent that you are at least 18 or that you are the parent or guardian of such a minor and consent to such minor's use of the Platform. If we learn that personal information from users less than 18 years of age has been collected, we will deactivate the account and take reasonable measures to promptly delete such data from our records. If you become aware of any data we may have collected from children under age 18, please contact us at privacy@getorb.ai.
11. Do we make updates to this notice?
We may update this Privacy Notice from time to time. The updated version will be indicated by an updated 'Revised' date at the top of this Privacy Notice. If we make material changes to this Privacy Notice, we may notify you either by prominently posting a notice of such changes or by directly sending you a notification. We encourage you to review this Privacy Notice frequently to be informed of how we are protecting your information**.**
12. How can you contact us?
You may contact us regarding this Privacy Policy or our processing of your Personal Data at privacy@getorb.ai.