Privacy Policy | Orbit Fox

Template notice: This policy is a starting point. Replace every value in [BRACKETS] (company name, entity, address, jurisdiction, contact email, DPO) and have the result reviewed by a qualified lawyer before publishing.

1. Who we are

Orbit Fox is operated by [Legal Entity Name], a company registered in [Jurisdiction / Country] with registered address at [Registered Address] (the "Company", "we", "us").

For privacy enquiries contact us at [privacy@orbitfox.io], or our Data Protection Officer at [dpo@orbitfox.io].

2. What we collect

Account data: name, email address, company name, password (hashed).
Content you upload: knowledge-base documents and training data you provide to your chatbot(s).
End-user conversations: messages exchanged between your customers and the chatbot, stored to provide and improve the service.
Technical data: IP address, browser type, usage logs, and cookies.
Billing data: handled by our payment provider(s) — we do not store full card numbers.

3. How we use your data

To provide, maintain, and improve the Orbit Fox service.
To create and manage your account.
To process payments and issue invoices.
To communicate with you about your account and updates.
To detect, prevent, and address fraud or abuse.
To comply with legal obligations.

4. Legal basis for processing (GDPR)

Where applicable, we process personal data based on: performance of a contract (providing the service), your consent, our legitimate interests (security and product improvement), and compliance with legal obligations.

5. Data sharing

We share data only with service providers who help us operate (hosting, payments, analytics, email), under contracts that require confidentiality and appropriate safeguards. We may disclose data when required by law.

6. International data transfers

Your data may be processed in countries other than your own. Where this involves a transfer outside the [EEA / UK / your region], we use appropriate safeguards such as Standard Contractual Clauses.

7. Data retention

We retain personal data for as long as your account is active and afterwards as necessary to comply with legal obligations, resolve disputes, and enforce agreements. [Specify retention periods for conversation logs and documents.]

8. Your rights

Subject to applicable law, you may request access to, correction of, deletion of, or portability of your personal data, and you may object to or restrict certain processing. To exercise these rights, contact [privacy@orbitfox.io].

9. Security

We use industry-standard measures (encryption in transit and at rest, access controls) to protect your data. No method of transmission is 100% secure.

10. Cookies

We use essential cookies to operate the service and optional cookies for analytics. You can control cookies through your browser settings.

11. Children's privacy

Orbit Fox is not intended for individuals under [16 / 18]. We do not knowingly collect their data.

12. Changes to this policy

We may update this policy from time to time. Material changes will be announced [by email / on this page] with an updated "Last updated" date.

13. Contact

Questions about this policy? Email [privacy@orbitfox.io] or write to [Legal Entity Name], [Registered Address].