Privacy Policy

1. Scope of This Policy

This Policy applies to:

• Visitors to our website
• Users of our applications and CRM modules
• Customers and organizations using our AI‑powered workflow tools
• Any individual whose information is processed through the Service

This Policy does not apply to third‑party websites, integrations, or services we do not control.

2. Information We Collect

2.1 Personal Information

We may collect:

• Name, email address, phone number
• Business or organizational details
• Account credentials (stored securely and hashed)
• Communication preferences

2.2 CRM & Business Data

When using Orbit CRM or related modules, we may process:

• Customer records and contact details
• Workflow definitions and automation logic
• Schema metadata and configuration
• Notes, activities, and communication logs
• Uploaded files or attachments

You retain ownership of CRM data.

2.3 Technical & Usage Data

We automatically collect:

• IP address, device type, operating system
• Browser type and version
• Access times and session duration
• Feature usage patterns
• Error logs and diagnostic information

2.4 AI‑Processing Data

To enable AI‑powered features, we may process text inputs, prompts, workflow descriptions, schema definitions, and CRM entries used for summarization or classification. We do not use customer data to train public or shared AI models.

3. How We Use Your Information

3.1 Provide and Operate the Service

• Authenticate users
• Deliver CRM functionality
• Execute workflows and automations
• Provide AI‑powered insights and recommendations

3.2 Improve Performance and Reliability

We analyze usage and diagnostic data to make the Service faster, more stable, and easier to use:

• Monitor system health and uptime
• Diagnose errors and performance bottlenecks
• Optimize user experience across modules

3.3 Communicate With You

We use your contact information to keep you informed about the Service:

• Send service updates, release notes, and security notices
• Provide support and troubleshooting assistance
• Deliver onboarding, training, and product guidance

3.4 Compliance and Legal Obligations

We process data as required by applicable law and to maintain the integrity of the Service:

• Maintain audit logs for regulatory and security purposes
• Respond to lawful requests from authorities
• Enforce these Terms and other applicable policies

4. Cookies & Tracking Technologies

We use cookies and similar technologies to support the Service.

4.1 Essential Cookies

• Authentication
• Session continuity
• Security and fraud prevention

4.2 Analytics Cookies

• Feature adoption
• User navigation patterns
• Performance metrics

4.3 Preference Cookies

• UI layout preferences
• Language settings
• Module configurations

You may disable cookies in your browser, but some features may not function properly.

5. How We Share Information

5.1 Service Providers

• Cloud hosting providers
• AI inference processors (processing only; no retention)
• Email and communication platforms
• Payment processors (if applicable)

5.2 Legal and Compliance

We may disclose information when required by court orders, regulatory authorities, or applicable laws.

5.3 Business Transactions

If we undergo a merger, acquisition, or restructuring, information may be transferred to successor entities.

We do not sell personal information.

6. Data Security

We implement administrative, technical, and physical safeguards, including:

• Encryption in transit and at rest
• Role‑based access controls
• Audit logging and monitoring
• Secure development and deployment practices
• Regular security reviews

No system is completely secure, but we take reasonable steps to protect your information.

7. Data Retention

We retain information only as long as necessary to provide the Service, meet legal and regulatory requirements, resolve disputes, and enforce agreements. CRM data retention is controlled by the customer's organization.

8. Your Rights (PIPEDA)

You may request:

• Access to your personal information
• Correction of inaccurate or incomplete data
• Withdrawal of consent (where applicable)
• Deletion of personal information, subject to legal limits

Submit requests to our Privacy Officer at: info@agentorc.ca

9. Children's Privacy

The Service is not intended for individuals under the age of 13. We do not knowingly collect information from children.

10. International Transfers

If data is processed outside Canada (e.g., cloud infrastructure), we ensure appropriate contractual safeguards, compliance with PIPEDA requirements, and equivalent protection standards.

11. Changes to This Policy

We may update this Privacy Policy periodically. Continued use of the Service after changes are posted constitutes acceptance of the updated Policy.

12. Contact Information

For privacy inquiries, access requests, or concerns, contact: