Privacy policy

Who we are

Orbys Business OS ("Orbys", "we", "us") is based in Milton, Ontario, Canada. We build and operate AI agent systems for businesses. This policy explains how we handle personal information in connection with our website and our services, in line with Canada's Personal Information Protection and Electronic Documents Act (PIPEDA).

Information we collect

There are two distinct categories, and they are treated differently.

1. Information you give us directly

When you submit a form on this website we collect your name, company, email address, and optionally your phone number, city, industry, team size and whatever you write in the message field. We also record which page the form was submitted from and the referring website, so we know which of our pages are useful.

We use this only to respond to your enquiry and to follow up about our services.

2. Client data processed on your behalf

If you become a client, our agents process business data from your systems — which may include personal information about your own customers, suppliers and staff. For that data we act as a service provider processing information under your instructions. You remain accountable for it under PIPEDA; we are contractually bound in how we handle it.

How we use AI, and what that means for your data

• Client data is sent to large language model providers for the purpose of analysis and drafting, under commercial agreements that prohibit its use for model training.
• We do not use your data to train any model, our own or anyone else's.
• We do not sell personal information, and we never have.
• One client's data is never accessible to another client. Isolation is enforced at the database level, not by application logic alone.
• By default, no AI-generated output reaches a third party without a human at your company approving it first.

Where your data is stored

Client databases are hosted in Canada. Some processing — in particular the language model inference step — may occur on infrastructure outside Canada. Where that is the case, the data remains subject to our contractual protections and may also be subject to the laws of the jurisdiction where it is processed. We will tell you specifically which components apply to your deployment before you sign anything.

Cookies and analytics

This website does not use advertising cookies or third-party tracking pixels. We use fonts served by Google Fonts, which means your browser makes a request to Google's servers when loading a page. If we add privacy-respecting analytics in future, this policy will be updated before it goes live.

How long we keep it

Enquiry data is retained for up to 24 months from your last contact with us, then deleted. Client data is retained for the duration of the engagement and for 30 days after it ends, so that you have time to export it. After that it is deleted from our production systems and from backups on the normal backup rotation.

Your rights

Under PIPEDA you can ask us to:

• tell you what personal information we hold about you;
• correct anything that is inaccurate;
• delete it, where we are not required to keep it;
• provide it in a portable format;
• withdraw consent for us to contact you.

Email info@orbys-ai.com and we will respond within 30 days. If you are not satisfied with our response you can complain to the Office of the Privacy Commissioner of Canada.

Security

We use encryption in transit and at rest, row-level access controls, least-privilege credentials, and audit logging of agent actions. No system is perfect; if a breach occurred that created a real risk of significant harm, we would notify affected parties and the Privacy Commissioner as PIPEDA requires.

Changes to this policy

We will update this page when our practices change, and the date at the top will change with it. Material changes affecting existing clients will be communicated directly.

Contact

Privacy questions go to info@orbys-ai.com, or write to us at Orbys Business OS, Milton, ON, Canada.