Privacy Practices for Orbitar AI and WhatsApp-Based AI Employees

1. Scope

This Privacy Policy applies to Orbitar websites, product demos, client onboarding, and production services that power AI-assisted business conversations, including WhatsApp chatbot automation, booking flows, CRM enrichment, knowledge base search, and human handoff features.

It is written for Orbitar customers, prospective customers, and end users who interact with a business that uses an Orbitar-powered AI Employee on WhatsApp or related channels.

2. Information We Collect

Business account and onboarding data

• Contact names, business names, email addresses, phone numbers, and role information.
• Project requirements, onboarding notes, support history, and implementation details.
• Configuration details needed to connect Meta WhatsApp Business Platform, APIs, CRMs, calendars, or internal systems.

Conversation and service data

• Messages sent to or from Orbitar-powered chatbots, including timestamps and delivery-related metadata.
• Knowledge base content uploaded by clients, such as FAQs, documents, website links, business rules, and training material.
• Lead, booking, CRM, and workflow records generated from client conversations.
• Operational logs, product usage metrics, and diagnostics used for reliability, abuse prevention, and improvement.

Support and communications data

• Emails, WhatsApp messages, meeting notes, and other communications sent to Orbitar for sales, support, or account management.

3. How We Use Information

Orbitar uses information to:

• Provide and operate AI chatbot, automation, booking, and CRM-related services.
• Connect a client’s WhatsApp business account and support Meta WABA onboarding or technical setup.
• Generate responses, route conversations, trigger workflows, and enable human takeover where configured.
• Monitor performance, troubleshoot issues, maintain security, and prevent fraud or misuse.
• Communicate about demos, onboarding, billing, support, and service updates.
• Improve models, prompts, analytics, and product features in a controlled manner consistent with client commitments and applicable law.

4. Roles and Responsibilities

In most production deployments, the client business determines what customer or employee data is collected through the chatbot and how that data is used in its operations. In those cases, the client acts as the primary data controller or business owner for the conversation data, and Orbitar acts as a service provider or processor supporting that client.

Orbitar controls data collected directly for its own website, demo requests, account management, security, and support operations.

5. Sharing of Information

Orbitar does not sell personal data. We may share information only where reasonably necessary with:

• Technology and infrastructure providers that host or support the service.
• Meta and WhatsApp systems when a client uses WhatsApp Business Platform features.
• Integrated client-selected platforms such as CRM, booking, analytics, or support tools.
• Professional advisers or authorities where required for compliance, legal process, or protection of rights and safety.

6. Retention

We retain information only for as long as needed to provide services, maintain reasonable business records, resolve disputes, enforce agreements, and comply with legal obligations. Retention periods may vary depending on the client configuration, type of data, and applicable contractual requirements.

When data is no longer required, Orbitar will delete or de-identify it within a commercially reasonable timeframe, subject to backup cycles, security logs, and mandatory legal retention.

7. Security

Orbitar uses reasonable administrative, technical, and organizational safeguards designed to protect data against unauthorized access, misuse, alteration, or loss. These measures may include access controls, secure credentials, monitoring, and least-privilege practices.

No service can guarantee absolute security. Clients remain responsible for their own internal access control, device security, and the accuracy of the data sources they connect to the platform.

8. International Processing

Orbitar and its service providers may process data in more than one country depending on hosting, support, or integration requirements. When cross-border processing occurs, Orbitar will use reasonable measures to protect the information consistent with applicable obligations.

9. Your Choices and Rights

Depending on applicable law and your relationship with Orbitar, you may request access, correction, deletion, restriction, or export of certain personal data. If you interacted with a chatbot operated for one of Orbitar’s clients, your request may need to be handled by that client as the business controlling the conversation workflow.

Requests can be sent to hello.orbitar@gmail.com.

10. WhatsApp and Meta-Specific Notes

• Orbitar uses Meta WhatsApp Business Platform integrations only for approved business messaging use cases.
• Client businesses are responsible for obtaining any notices, consent, or permissions required for their own customer communications.
• Orbitar does not use WhatsApp message content for unrelated advertising or data resale.
• Where a client enables AI-generated replies, human review and escalation tools may also be provided to support oversight.

11. User Data Deletion Instructions

Users or client administrators who want data deleted may email hello.orbitar@gmail.com with the subject line Data Deletion Request.

Please include enough information for identification, such as:

• Your name and company name.
• Your WhatsApp phone number or business phone number involved.
• The chatbot, service, or project name.
• A short description of the data you want deleted.

We may verify the request before acting on it. Additional details are available on our User Data Deletion page.

12. Contact

• Email: hello.orbitar@gmail.com
• Website: https://orbitar.ai
• WhatsApp: +65 8854 9385