Privacy Policy

Orbit ("we", "our", "us") is an AI-powered task and project management app for freelancers, operated from the Philippines. This Privacy Policy explains how we collect, use, and protect your information when you use our iPhone and iPad app, our web dashboard, and our website at www.orbithq.net. It will also cover our Android app when it launches.

By using Orbit, you agree to this Policy. We comply with the Philippine Data Privacy Act of 2012 (RA 10173).

Account information:

• Name, email, and profile photo.
• Sign-in details when you use email/password, Sign in with Google, or Sign in with Apple.
• Optional profile details you choose to add, such as your phone number, address, and gender.
• Your device's time zone, which we use to send reminders and run schedules at the right local time.

Content you provide:

• Tasks, projects, subtasks and checklists, comments, tags, and due dates.
• Client records you enter about your own clients (names, emails, addresses, hourly rates, currencies).
• Time-tracking entries and invoices (line items, amounts, logos).
• Quotes you send to clients (line items, amounts, notes and terms, and a snapshot of your business and client details), and your client's response to them.
• Contracts you send to clients (the contract text, a snapshot of your business and client details, and the name you type and the time you sign when you send it), and your client's signature or response to them.
• Expenses you record (amounts, categories, dates, notes) and the receipt images you attach.
• Project budgets you set (amounts and hour caps).
• Images you upload for clients or projects, and file attachments.
• Notification preferences.

Voice input:

• The Ask Orbi assistant offers optional speech-to-text using your device or operating system speech recognition.
• Audio is processed to produce text. We store the resulting text, not the audio.

Device and diagnostics:

• Crash reports, performance data, and device and app information collected through our error-monitoring provider, including device model, OS version, app version, and IP address.
• Session replays: for a small share of sessions, and for sessions where an error occurs, our error-monitoring provider records a replay of app screens to help us fix problems. Text and images in replays are masked by default.
• We use this information only to diagnose and fix problems.

Feedback:

• Messages you send through in-app feedback, and any screenshots you choose to attach.
• Device details sent with your feedback: app version, platform, device model, and OS version.

Payment and subscription information:

• Orbit Pro can be bought in two places: in the iOS app through Apple's in-app purchase, or on the Orbit web dashboard through LemonSqueezy.
• If you subscribe in the app, Apple handles the payment and we receive your subscription status and entitlement from the app store.
• If you subscribe on the web, we send LemonSqueezy your Orbit user ID and the email address on your Orbit account, so the purchase is attached to the right account.
• LemonSqueezy then notifies us about that subscription, and we keep a trimmed copy of their notification for support and troubleshooting. It contains the plan and billing period, the subscription's status and its renewal or end date, the user ID we sent at checkout, their subscription, order, and customer reference numbers, and the links to their billing portal. We strip out the personal and payment details before we store it, including the name and email address you gave LemonSqueezy at checkout and the card brand and the last four digits of the card they report for the payment.
• We never see or store your full card number. LemonSqueezy hosts the checkout on their own pages, so card details are never entered anywhere in Orbit.

Support:

• Messages and contact information you send to us through in-app email support or the contact form on our website.
• When you use the contact form on our website, a bot-protection service checks that the message comes from a person and not an automated bot. To do this it processes your IP address and basic browser and device signals.

Push tokens:

• Device push tokens used to deliver notifications through our push notification delivery service.

• To provide, maintain, and improve Orbit.
• To sync your tasks, projects, and other content across your devices.
• To manage your Orbit Pro subscription and entitlements.
• To generate AI responses and suggestions when you use AI features.
• To send notifications you have enabled.
• To send payment reminder emails to your clients on your behalf when payment reminders are on.
• To host the quote pages you send to your clients and record their response.
• To host the contract signing pages you send to your clients, record their electronic signature and keep it as evidence, and email the signer a copy.
• To provide customer support.
• To keep the service secure and diagnose problems.
• To comply with legal obligations.

Orbit includes AI features such as Ask Orbi, task breakdown, and suggestions.

• When you use these features, the text you submit and relevant task or project context is sent through our servers to a third-party AI provider to generate a response.
• When you ask Orbi, the assistant can look up the relevant data in your own workspace, such as tasks, projects, clients, time entries, invoices, quotes, and leads, to answer you and to propose changes. Your request and the data it looks up are sent to a third-party AI model provider. We configure this to use only providers that do not collect your data or train on it.
• Tag and subtask suggestions send your task to a third-party AI model provider. Under that provider's terms, this content is not used to train its models.
• Your Orbi chat history is saved only on the device, or in the browser, where you used Orbi, so you can pick a conversation back up. It is not stored on Orbit's servers and is not synced between your devices.
• You can delete a chat or clear your Orbi chat history at any time. Signing out clears it from that device or browser.
• We keep a record of your AI requests (not their content) to apply daily usage and fair-use limits.
• Please do not submit sensitive personal data to AI features.
• AI output may be inaccurate. You must review it, and it is not professional advice.

We work with trusted providers who are bound by contract to protect your data and use it only to provide their services to us:

• Cloud database and hosting provider: database, authentication, file storage, and the server functions that run Orbit.
• Website hosting provider: serves our website and the Orbit web dashboard.
• Third-party AI model providers: generate Orbi assistant responses and tag and subtask suggestions. They do not train on your data, and Orbi assistant requests go only to providers that also do not collect it.
• Apple and Google: authentication and in-app purchases.
• LemonSqueezy: payments for subscriptions bought on the web. LemonSqueezy is the Merchant of Record for those purchases, so they run the checkout, take the payment, charge any sales tax or VAT that applies, issue the invoice, handle refunds, and run the billing portal where web subscribers manage their subscription. As Merchant of Record they also use that purchase data for their own tax, accounting, and fraud-prevention purposes.
• Error-monitoring provider: crash reports, performance monitoring, and session replay.
• Push notification delivery service: delivers push notifications to your devices.
• Email delivery provider: email delivery, including payment reminder emails sent to your clients on your behalf, the confirmation email sent to the person who signs one of your contracts, the support emails you send from the app, and messages sent through the contact form on our website.
• Bot-protection service: checks that messages sent through the contact form on our website come from a person, not an automated bot.
• Google (website analytics): on our marketing website only, and only with your consent, Google Analytics (loaded directly or through Google Tag Manager) and, if you also allow it, Google's advertising measurement tools (see Our Website and Cookies).

Our apps do not track you across other companies' apps or websites, and we do not sell your data.

• We use no third-party advertising SDKs in our apps.
• On our marketing website (not in our apps), Google advertising cookies, which can recognize your browser across other websites, are used only if you allow advertising in the cookie banner (see Our Website and Cookies).
• We do not share your data with data brokers.
• We share data only with the service providers listed above, with services you choose to connect (see Integrations and Automations), or when required by law.

Slack, Discord, and Zapier:

• If you connect Slack, Discord, or Zapier, or set up an automation that posts to them, Orbit sends the related task details (such as title, status, due date, and project) to the service you connected.
• These services are not our service providers. Their use of that data is governed by their own terms and privacy policies.

Calendar subscription:

• If you turn on calendar sync, Orbit creates a secret calendar link that shows your task titles and due dates to anyone who has it, so share it carefully.
• You can turn calendar sync off or regenerate the link at any time.

• You are responsible for the data you enter about your own clients and for having the right to store it.
• The client portal lets you share read-only project status pages through secret token links (for example, orbithq.net/portal/[token]).
• Anyone who has a portal link can view that page, so share links carefully.
• Payment reminders: when payment reminders are on, Orbit can send payment reminder emails to your clients on your behalf for invoices you have marked as sent. These emails include your client's name and email address and the invoice details (number, amount, due date, and line items), and are delivered through our email delivery provider. You can turn reminders off for any invoice or in your invoice settings.
• Invoices you mark as sent get a secret link (for example, orbithq.net/invoice/[token]) that shows a read-only copy of the invoice to anyone who has it, so share it carefully.
• Quotes: quotes you send get a secret link (for example, orbithq.net/quote/[token]) that shows the quote to anyone who has it and lets them accept or decline it. The link is the only credential, there is no sign-in, so share it carefully.
• On a quote page we record when the quote is first opened, whether your client accepts or declines and when, and any message they type there (up to 1,000 characters). We show that to you in the app and notify you when your client responds.
• Contracts: contracts you send get a secret link (for example, orbithq.net/contract/[token]) that shows the contract to anyone who has it and lets them sign or decline it. The link is the only credential, there is no sign-in, so share it carefully.
• When someone signs a contract on a contract page, we collect and store, as evidence of the signature: the name and email address they enter, their signature (the typed name, or the image of the signature they draw), the exact consent statement they agreed to, the time they signed, a fingerprint (SHA-256 hash) of the contract they were shown, and their full IP address and browser user-agent. Unlike the rate-limiting use below, this IP address is stored in full, not hashed, because it is part of the record of who signed and from where. Drawn signature images are kept in a private storage bucket that only the sender's account can open.
• We use this record to show you and the signer the audit trail on the signed contract, so either of you can later show that the contract was signed, when, and by whom. We also email the signer a confirmation with a link to the signed contract, through our email delivery provider, and notify you when your client signs or declines. If your client declines, we record when, and any reason they type there (up to 1,000 characters).
• Signature records are kept for as long as you keep the contract or your Orbit account. Deleting your account deletes your contracts, their signature records, and the drawn signature images. If you signed a contract that someone sent you through Orbit, the sender decides how long to keep it; you can also contact us.
• We use the visitor's IP address to limit how often a quote or contract page can be requested and how often a contract can be signed or declined. For this purpose it is hashed before it is stored, so we never keep it in the clear.
• Images you upload for clients or projects are stored in a public storage bucket and are accessible by public URL to anyone who has the link.
• Receipt images you attach to expenses are stored in a private bucket that only your account can open.

• Some data is kept only on your device, or in your browser for the web app, and is not sent to us, such as your Orbi chat history, your Ask Orbi draft, recent searches, and Home layout preferences.
• This data is removed when you uninstall the app or clear your browser's site data. Signing out also clears your Orbi chat history.

• Our marketing website uses Google Analytics, loaded directly or through Google Tag Manager, and, only if you allow advertising, Google's advertising measurement tools. Tag Manager itself does not set cookies, but like any resource loaded from Google, it shares your IP address and basic browser information with Google.
• Analytics and advertising cookies are set only after you accept them in the cookie banner, and Google Analytics is not loaded at all until you accept analytics. If you reject them, or don't choose, these tools do not run. You can change your choice at any time with "Cookie settings" at the bottom of every page of our marketing website.
• If you accept analytics, these tools collect the pages you visit, the page that referred you, device and browser information, your approximate location derived from your IP address, and how you interact with the site. We use this to understand and improve our website and, if you allow advertising, to measure how our ads perform.
• Google processes this data as described in Google's Privacy Policy.
• Your choice is saved in your browser's local storage on our website. Clearing your browser's site data resets it, and we ask again.
• Client portal pages, hosted invoice pages, quote pages, and contract pages never use these tools, and they are not indexed by search engines.

• We keep your data while your account is active.
• You can delete your account in the app at Settings > Account > Delete Account, or by emailing us.
• Deleting your account permanently removes your account and associated data. Backup copies are purged within a reasonable period, typically 30 days.
• Invoices and legal records may be retained where required by law.

Under the Philippine Data Privacy Act of 2012 (RA 10173), you have the right to:

• Access, correct, delete, or export your personal information.
• Object to certain processing and withdraw consent.

We also honor GDPR-style and CCPA-style rights where they apply to you. Contact us at support@orbithq.net to exercise your rights.

• Data is encrypted in transit (TLS) and at rest.
• We use row-level security to keep your data isolated.
• When you create an account or choose a new password, Orbit checks it against a breached-password database of passwords exposed in data breaches, using a privacy-preserving check. Your password never leaves your device: only the first five characters of a one-way hash of it are sent, a fragment shared by many other passwords, and the comparison is made on your device.
• No method of transmission or storage is 100% secure, so we cannot guarantee absolute security.

Orbit is operated from the Philippines, and our providers may process data in other countries. Where data is transferred internationally, we take steps to ensure it remains protected.

Orbit is not directed to children under 13. We do not knowingly collect data from children under 13.

We may update this Privacy Policy. The updated version will be posted in the app and on our website, and continued use of Orbit constitutes acceptance.

Email: support@orbithq.net
Website: www.orbithq.net