ORBAI – Privacy Policy 

Last updated: [8/12/25] 

ORBAI (“we”, “us”, “our”) is committed to protecting your privacy. This Privacy Policy explains how we collect, use, store, and protect your personal data in line with UK GDPR regulations. 

By using our website, services, or AI chatbot, you agree to this policy. 

 

1. Who We Are 

ORBAI is a UK-based sole trader business providing: 

  • AI chatbots 

  • Automation services via Zapier 

  • Invoicing systems 

  • Ongoing subscriptions & maintenance 

Full business registration details will be added once registered. 

 

2. What Data We Collect 

We may collect the following information: 

  • Name 

  • Email address 

  • Phone number 

  • Business name 

  • Payment details (processed securely via third-party providers) 

  • Website usage data 

  • AI chatbot interaction data 

We only collect data that is necessary to deliver our services. 

 

3. How We Collect Your Data 

We collect your data when you: 

  • Fill in a contact or consultation form 

  • Book a call 

  • Use our AI chatbot 

  • Purchase a service 

  • Make a payment 

  • Contact us directly 

 

4. How We Use Your Data 

Your data is used to: 

  • Provide and manage our services 

  • Respond to enquiries 

  • Process payments 

  • Set up and maintain AI & automation tools 

  • Improve our systems and customer experience 

  • Meet legal and tax obligations 

We never sell your data. 

 

5. AI Chatbot Data 

When you interact with an AI chatbot provided by ORBAI: 

  • Conversations may be stored for performance, training, and quality purposes 

  • You should not enter highly sensitive personal data 

  • The business using the chatbot is responsible for informing their users that AI is being used 

ORBAI is not responsible for how third-party users input data into chatbots. 

 

6. Third-Party Services 

We use trusted third-party platforms to deliver our services, including: 

  • Stripe (payments) 

  • Zapier (automations) 

  • Bookipi (invoicing) 

  • AI chatbot platforms 

These providers only receive the data required to perform their service and operate under their own privacy policies. 

 

7. How Your Data Is Stored 

Your data is: 

  • Stored securely 

  • Protected against unauthorised access 

  • Only accessible to authorised personnel 

We take reasonable technical and organisational steps to keep your data safe. 

 

8. How Long We Keep Your Data 

We only retain your personal data for as long as: 

  • You remain a client 

  • It is legally required for tax or regulatory purposes 

Once no longer required, your data is securely deleted. 

 

9. Your Rights Under GDPR 

You have the right to: 

  • Access your personal data 

  • Correct inaccurate data 

  • Request deletion of your data 

  • Restrict or object to processing 

  • Request data portability 

You can exercise these rights by contacting us directly. 

 

10. Cookies 

Our website may use cookies to: 

  • Improve performance 

  • Track anonymous visitor behaviour 

  • Improve user experience 

You can control cookies in your browser settings. 

 

11. Marketing 

We will only contact you for marketing if: 

  • You have opted in 

  • You have previously engaged with our services 

You can unsubscribe at any time. 

 

12. Data Breaches 

If a data breach were ever to occur, we would: 

  • Act immediately to secure systems 

  • Inform affected users where legally required 

  • Take steps to prevent future incidents 

 

13. External Links 

Our website may contain links to third-party websites. We are not responsible for their privacy practices. 

 

14. Changes to This Policy 

This Privacy Policy may be updated at any time. Continued use of our website or services confirms your acceptance of any updates. 

 

15. Contact Us 

If you have any questions about this Privacy Policy or your data, you can contact us at: 

ORBAI 
[oscar@orbai.co.uk] 
[Business address once registered]