Privacy Policy

This Privacy Policy explains how Orba Technologies Ltd (“ORBA”, “we”, “us” or “our”) collects, uses and protects your personal information when you use our website and services.

Please read this Policy carefully to understand how we handle your information and the choices available to you.

1. Who we are and data controller

This website is operated by Orba Technologies Ltd, a company registered in the United Kingdom.

Website: https://orba-ai.com
Data controller: Orba Technologies Ltd
Contact email for privacy matters: hello@orba-ai.com

For the purposes of the UK General Data Protection Regulation (“UK GDPR”) and the Data Protection Act 2018, Orba Technologies Ltd is the data controller of the personal information described in this Policy.

If we use third-party service providers to process personal information on our behalf, they act as our data processors and only process information in accordance with our instructions and applicable law.

2. What personal information we collect

We may collect and process the following categories of personal information about you:

2.1 Information you provide to us directly

When you interact with us, you may provide:

Identity and contact details
- First name and last name
- Email address
- Company name
- Job role / title
- Website URL
- Any other information you choose to include in forms or communications
Enquiry and communication information
- Details of your enquiries, messages or requests
- Information you provide when you join our waitlist
- Information you provide when you contact us by email or other channels
Account information (when the platform launches)
- Login details (such as email and password or other credentials)
- Profile information (such as role, organisation, preferences)
- Settings and configuration choices within the platform

2.2 Information we collect automatically

When you visit our website or interact with our services, we may automatically collect:

Technical and device information
- IP address
- Browser type and version
- Device type, operating system and platform
- Time zone setting and approximate location (based on IP address)
Usage and interaction information
- Pages visited and content viewed
- Links clicked and navigation paths
- Date, time and duration of visits
- Referring website or source
Analytics and performance data
- Aggregated or pseudonymised data about how visitors use our website
- Information generated through analytics tools (for example, Google Analytics where enabled)
Cookies and similar technologies
- Information stored and accessed via cookies, pixels, tags and similar technologies used on our website
- For more detail, please see our separate Cookie Policy.

3. Information you provide via forms, waitlist and communications

You may choose to provide personal information when you:

Complete a contact form
Join our pre-launch waitlist
Request information, demos or updates
Subscribe to insights, blog updates or marketing communications
Respond to surveys, feedback requests or research activities
Communicate with us by email or other channels

The information you provide may include your name, email address, company name, job role, website URL and any other details you choose to share in free-text fields (for example, what you are hoping ORBA will solve).

We use this information to respond to your requests, manage our relationship with you and keep you informed about ORBA where appropriate.

4. How we collect personal information

We collect personal information in the following ways:

Directly from you
- When you complete forms on our website (including waitlist and contact forms)
- When you communicate with us by email or other channels
- When you create or manage an account (once the platform is launched)
- When you participate in surveys, feedback or research
Automatically when you use our website
- Through cookies and similar technologies
- Through server logs and analytics tools that record usage and performance data
From publicly available sources (for business website URLs)
- When you submit a business website URL for analysis, we may access and process publicly available content on that website as part of our AI visibility platform.

5. How we use personal information (purposes and lawful bases)

We use your personal information for the purposes set out below. For each purpose, we also indicate the relevant lawful basis under the UK GDPR.

5.1 Operating our website and providing information about ORBA

Purpose:

To operate, maintain and improve our website
To provide information about ORBA, our technology and our insights/blog content
To ensure the website is presented in the most effective way for you and your device

Lawful basis:

Legitimate interests (Article 6(1)(f) UK GDPR) – our legitimate interest in operating a secure, effective website and promoting our business.

5.2 Responding to enquiries and communications

Purpose:

To respond to your questions, requests and messages
To provide customer support and handle feedback or complaints

Lawful basis:

Legitimate interests – our legitimate interest in responding to enquiries and building relationships with potential and existing users and partners.
Contractual necessity (Article 6(1)(b)) – where your enquiry relates to entering into or performing a contract with you or your organisation.

5.3 Managing the waitlist and pre-launch communications

Purpose:

To manage our pre-launch waitlist
To send you updates about ORBA’s development, launch plans and early access opportunities
To understand interest in our platform and prioritise outreach

Lawful basis:

Consent (Article 6(1)(a)) – where you actively sign up to the waitlist or opt in to receive pre-launch updates.
Legitimate interests – our legitimate interest in understanding demand for our services and communicating with individuals who have expressed interest.

You can withdraw your consent or opt out of waitlist communications at any time (see Section 9 below).

5.4 Providing and managing the ORBA platform (when launched)

Purpose:

To create and manage user accounts
To provide access to the ORBA AI visibility platform
To process website URLs and related data as part of the service
To provide support and maintain the platform

Lawful basis:

Contractual necessity – to perform a contract with you or your organisation, or to take steps at your request before entering into a contract.
Legitimate interests – our legitimate interest in operating and improving our platform and services.

5.5 Analytics, performance and improvement

Purpose:

To understand how visitors use our website and content
To measure and improve the performance and effectiveness of our website and communications
To develop and improve our products, services and user experience

Lawful basis:

Legitimate interests – our legitimate interest in analysing and improving our website, content and services.
Consent – where required for certain analytics cookies or similar technologies under PECR (see our Cookie Policy).

5.6 Marketing communications

Purpose:

To send you marketing communications about ORBA, our platform, features, events or content that may be of interest to you
To personalise and tailor marketing communications where appropriate

Lawful basis:

Consent – where you have opted in to receive marketing communications (for example, by joining the waitlist or subscribing to updates).
Legitimate interests – where we are permitted to send marketing to business contacts in accordance with PECR and you have not opted out.

You can opt out of marketing communications at any time (see Section 9).

5.7 Legal and regulatory compliance

Purpose:

To comply with legal and regulatory obligations
To respond to lawful requests from public authorities
To establish, exercise or defend legal claims

Lawful basis:

Legal obligation (Article 6(1)(c)) – where processing is necessary to comply with a legal obligation.
Legitimate interests – our legitimate interest in protecting our rights, property and interests.

6. Waitlist and pre-launch communications

If you join our pre-launch waitlist, we will use the information you provide (such as your name, email address, company and role) to:

Confirm your waitlist registration
Send you updates about ORBA’s development and launch
Invite you to early access, beta testing or related opportunities where applicable
Share relevant insights or content about AI visibility and related topics

You can unsubscribe from these communications at any time by using the unsubscribe link in our emails or by contacting us at hello@orba-ai.com.

7. Marketing communications and your choices

We may send you marketing communications by email where:

You have consented to receive them; or
We are otherwise permitted to do so under applicable law (for example, in relation to business contacts), and you have not opted out.

You can:

Click the unsubscribe link in any marketing email; or
Contact us at hello@orba-ai.com to update your preferences or opt out.

If you opt out of marketing, we may still send you non-marketing communications where necessary (for example, service or legal notices).

8. Website analytics and Google Analytics

We may use analytics tools, such as Google Analytics, to help us understand how visitors use our website and to improve our content and services.

These tools may collect information such as:

Pages visited and time spent on each page
Links clicked and navigation paths
Browser and device information
Approximate location based on IP address

Where required under PECR, we will obtain your consent before setting non-essential analytics cookies or similar technologies. You can withdraw your consent or change your cookie preferences at any time (see our Cookie Policy).

9. Cookies and similar technologies

We use cookies and similar technologies on our website to:

Make the website work and provide core functionality
Remember your preferences
Analyse how our website is used
Support marketing and performance where applicable

For more detailed information about the cookies we use, the purposes for which we use them and how you can manage your preferences, please refer to our separate Cookie Policy:

10. How we process submitted website URLs and public website information

A core part of ORBA’s AI visibility platform is to help businesses understand how AI systems may interpret and reference their websites.

When you submit a business website URL to ORBA:

We may access and process publicly available content on that website (for example, text, metadata and structure) as part of our analysis.
We may use this information to generate insights, reports or scores about how AI systems might understand or reference the website.
We may use aggregated or anonymised data derived from this analysis to improve our models, algorithms and services.

We do not require or intend to access non-public areas of your website (such as password-protected sections) as part of this process.

Where the submitted URL or related information includes personal data (for example, if a website contains personal information about individuals), we will process that data in accordance with this Privacy Policy and applicable law.

11. Third-party processors and service providers

We may share personal information with trusted third parties who provide services to us, such as:

Website hosting and infrastructure providers
Website and content management services
Analytics and performance tools
Email and communication platforms
Customer relationship management (CRM) tools
Payment service providers (when applicable)
Cloud and storage providers
AI and API technology providers used to support or enhance our platform

These third parties act as our processors and only process personal information on our behalf, under our instructions and subject to appropriate contractual safeguards (including data protection agreements).

We do not sell your personal information to third parties.

We do not list specific providers here because they may change over time. Where required, we will ensure appropriate contracts and safeguards are in place with all such providers.

12. International transfers

Some of our service providers or partners may be located outside the United Kingdom, or may store or access personal information from other countries.

Where personal information is transferred outside the UK, we will ensure that:

The destination country has been recognised as providing an adequate level of protection; or
Appropriate safeguards are in place, such as standard contractual clauses approved by the UK authorities, together with any additional measures required.

Placeholder: Further details of specific transfer mechanisms and countries can be added here once confirmed.

You can contact us at hello@orba-ai.com for more information about international transfers and the safeguards we use.

13. How we protect personal information

We take appropriate technical and organisational measures to protect personal information against unauthorised or unlawful processing, accidental loss, destruction or damage. These measures may include:

Access controls and authentication
Encryption and secure transmission where appropriate
Regular monitoring and logging
Data minimisation and access on a need-to-know basis
Staff training and awareness

However, no system can be completely secure, and we cannot guarantee absolute security of your information.

14. Data retention

We retain personal information only for as long as necessary to:

Fulfil the purposes for which it was collected;
Comply with legal, accounting or reporting obligations; and
Resolve disputes and enforce our agreements.

The appropriate retention period depends on the nature of the information and the context in which it is processed.

Placeholder: Specific retention periods for different categories of data to be defined and documented internally, and can be added here once confirmed.

When personal information is no longer needed, we will delete or anonymise it in a secure manner.

15. Whether providing personal information is mandatory

You are not required by law to provide personal information to us. However:

Certain information is necessary for us to provide specific services (for example, your email address to join the waitlist or create an account).
If you choose not to provide required information, we may not be able to:
- Register you on the waitlist
- Respond fully to your enquiry
- Provide access to the ORBA platform or certain features

Where we ask for information, we will indicate which fields are required and which are optional.

16. Automated decision-making and profiling

At this stage, ORBA does not carry out automated decision-making that produces legal effects concerning you or similarly significantly affects you within the meaning of the UK GDPR.

We may use automated processing and analytics to:

Analyse website URLs and public website content
Generate insights, scores or recommendations about AI visibility
Improve our models and services

These activities are intended to support and inform users and do not replace human decision-making about individuals.

If this position changes in the future, we will update this Privacy Policy and, where required, provide additional information and safeguards.

17. Your rights under UK data protection law

Under the UK GDPR, you have a number of rights in relation to your personal information, subject to certain conditions and exceptions. These include:

Right of access – to obtain confirmation as to whether we process your personal data and to request a copy of that data.
Right to rectification – to request correction of inaccurate or incomplete personal data.
Right to erasure (“right to be forgotten”) – to request deletion of your personal data in certain circumstances.
Right to restriction of processing – to request that we restrict the processing of your personal data in certain circumstances.
Right to object – to object to processing based on our legitimate interests, and to object at any time to processing for direct marketing.
Right to data portability – to receive personal data you have provided to us in a structured, commonly used and machine-readable format, and to request that we transmit it to another controller where technically feasible.
Right to withdraw consent – where we rely on your consent, you can withdraw it at any time. This will not affect the lawfulness of processing before consent was withdrawn.
Rights in relation to automated decision-making and profiling – where applicable, to obtain human intervention, express your point of view and contest a decision.

You can exercise these rights by contacting us at hello@orba-ai.com.

Exercising your rights is generally free of charge, although we may charge a reasonable fee or refuse to act on a request where permitted by law (for example, if a request is manifestly unfounded or excessive).

We may need to request specific information from you to help us confirm your identity and ensure your rights are respected.

18. Right to complain to the ICO

If you have concerns about how we handle your personal information, we encourage you to contact us first so we can try to resolve the issue.

You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues:

Website: https://www.ico.org.uk

19. Children’s privacy

Our website and services are intended for businesses and professional users and are not directed at children.

We do not knowingly collect personal information from children. If you believe that a child has provided us with personal information, please contact us at hello@orba-ai.com so that we can take appropriate steps.

20. Third-party websites and links

Our website may contain links to third-party websites, content or services that are not operated by ORBA.

We are not responsible for the privacy practices or content of those third-party sites. If you follow a link to any of these websites, please review their privacy policies before providing any personal information.

21. Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technologies, legal requirements or other factors.

When we make changes, we will:

Update the “Last updated” date at the top of this Policy; and
Take additional steps to inform you where appropriate (for example, by posting a notice on our website).

We encourage you to review this Policy periodically to stay informed about how we handle your personal information.