Privacy Policy

Orbit Intelligence ("Orbit," "we," "us," "our") is a relationship-mapping tool built for freelancers and independent professionals. We are based in the United Kingdom and are the data controller for the personal information described in this policy.

We collect the following categories of information:

• Account information - your name and email address when you join the waitlist or create an account. If you sign in using Google, we receive your name, email address, and profile photo from Google as part of that sign-in process.
• Content you provide - information you choose to enter about your professional contacts, including names, roles, companies, notes, and the dates and nature of your interactions with them.
• Email information (if you connect Gmail) - described in full in section 4 below.
• Calendar information (if you connect Google Calendar) - described in full in section 5 below.
• Usage information - basic technical data such as IP address, browser type, and how you interact with Orbit, used to keep the service secure and working properly.

Orbit's core feature involves you storing personal information about other people, your professional contacts, who have not themselves signed up to Orbit or agreed to our terms. This is an unusual aspect of our service that we take seriously.

By using Orbit, you confirm that you have a lawful basis for storing this information (typically your own legitimate interest in maintaining your professional relationships) and that you will not use Orbit to store sensitive personal data about others, harass anyone, or act in any way that would violate their rights.

We do not independently verify the information you enter about your contacts, and we are not able to act on data-subject requests (such as access or deletion requests) made by your contacts directly to us, since we do not have a direct relationship with them. You, as the person who entered the data, remain responsible for handling such requests.

Connecting Gmail is entirely optional. You can use Orbit fully without it. If you choose to connect Gmail, this section explains exactly what happens.

What we read. When you connect, Orbit reads your email history to work out who you have been in touch with and when. It looks at message headers (the sender, recipients, and dates) to build your map, and it reads the signature at the end of messages to fill in details like a phone number, job title, or company.

Reading message content. For people you have chosen to add to your map, Orbit also reads the content of the emails between you and them. It does this only to write a short one-line summary of each day's exchange, which is kept on that person's card so you can remember what was discussed. It does not do this for people who are not on your map.

Use of an AI provider. To create these summaries, short excerpts of the relevant emails are sent to our AI provider (Anthropic), which returns the one-line summary. These excerpts are used only to produce the summary. Neither we nor our AI provider use your email content to train any AI models.

What we store, and what we do not. We store the short summaries (one line per person per day) and the contact details we found. We do not store the emails themselves. The full text of your messages is never kept by Orbit.

Ongoing access. While Gmail stays connected, Orbit continues to check for new email with the people on your map so it can keep your summaries current. It does not do this once and stop.

Disconnecting and deleting. You can disconnect Gmail at any time from your settings. Disconnecting revokes Orbit's access at Google, deletes the access keys Orbit held, and deletes everything Orbit wrote from your mail, including the stored summaries and the results of the mailbox scan. Your contacts and anything you logged yourself stay, because those were your own entries rather than something taken from your mailbox.

Google API scopes and limited use. Orbit's use of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements.

Connecting your calendar is entirely optional. You can use Orbit fully without it. If you choose to connect it, this section explains exactly what happens.

What we read, and from when. Orbit reads your calendar events only from the moment you connect onward - never your past calendar history - and only events that have already finished. For each such event, Orbit reads the title, the attendees and their email addresses, the start and end time, the location, and whether the event has a video-conference link. It uses these to work out who you met with and when, so it can suggest the meeting as an interaction for you to confirm. Orbit also shows you your upcoming meetings.

Use of an AI provider. Where an event's type is not clear from its details, Orbit may send the event's title - along with the location text, the duration, and a count of attendees, but never a name, email address, or description - to our AI provider (Anthropic) to classify what kind of meeting it was (for example, a call or an in-person meeting). This is used only to make that classification. Neither we nor our AI provider use this information to train any AI models.

What we store, and what we do not. Orbit never reads the description or notes on an event. It does not store the raw calendar event; it stores only the interaction you confirm from it.

Disconnecting and deleting. You can disconnect your calendar at any time from your settings. Disconnecting revokes Orbit's access at Google, deletes the access keys Orbit held, and deletes the calendar data Orbit stored. Anything you have already logged yourself stays, because those were your own entries.

Google API scopes and limited use. Orbit's use of information received from Google APIs, including the Google Calendar scope, adheres to the Google API Services User Data Policy, including the Limited Use requirements.

We use the information we collect to:

• Provide, operate, and maintain Orbit
• Communicate with you about your account, updates, or changes to our service
• Respond to support requests
• Improve and develop new features
• Keep Orbit secure and prevent misuse

We do not use your data, the data you enter about your contacts, your email content, or your calendar information to train any machine learning or AI models.

Where UK/EU GDPR applies, we rely on the following legal bases: your consent (for waitlist sign-up, marketing communications, and connecting Gmail or Google Calendar), performance of a contract (to provide the Orbit service to you), and our legitimate interests (to maintain and improve the service securely).

We do not sell your personal information, and we do not share it with third parties for their own marketing purposes. We may share limited information with service providers who help us operate Orbit (such as hosting, infrastructure, and AI summarisation providers), under contractual obligations to protect your data, or where required by law.

If you choose to sign in with Google, your authentication is handled directly by Google. We receive only the basic profile information needed to create and secure your account (your name, email address, and profile photo). We do not receive or store your Google password, and Google's own privacy policy governs how they handle your data during this process.

We retain your information for as long as your account is active, or as needed to provide you the service. If you disconnect Gmail or Google Calendar, we delete the associated data as described in sections 4 and 5. If you delete your account, we will delete your personal information and the contact data you have entered within a reasonable period, except where we are required to retain certain records by law.

We use industry-standard technical and organisational measures to protect your information, including encrypting the access keys we hold for connected accounts. No method of storage or transmission is completely secure, and we cannot guarantee absolute security.

Our infrastructure and AI providers may store or process data outside the UK or EU. Where this happens, we take steps to ensure appropriate safeguards are in place, such as standard contractual clauses.

If UK/EU GDPR applies to you, you have the right to access, correct, delete, restrict, or port your personal information, and to object to certain processing. You can export your own data from within Orbit at any time. To exercise any of these rights, contact us using the details below. You also have the right to lodge a complaint with the UK Information Commissioner's Office (ICO) or your local data protection authority.

We use only essential cookies necessary for Orbit to function. We do not currently use third-party advertising or tracking cookies. If this changes, we will update this policy and request consent where required.

Orbit is not directed at children, and we do not knowingly collect personal information from anyone under 16. If you believe a child has provided us with personal information, please contact us so we can delete it.

We may update this policy from time to time. If we make material changes, we will notify you by email or via a notice on Orbit before the changes take effect.

If you have questions about this policy or how we handle your information, contact us at conor@oi.app.