Oorbital Privacy Policy
Last updated: 8 November 2026
1. Who we are and what this policy covers
OORBITAL AI LIMITED, a company incorporated in England under company number 17249767 ("Oorbital", "we", "us") provides the Oorbital web application at app.oorbital.ai, the Oorbi by Oorbital browser extension ("Oorbi"), and the services supporting them (together, the "Services"). This policy explains how we handle personal data when you use these Services or contact us about them.
Privacy contact: team@oorbital.ai
Business address: 1 Lancelot House, Hurcott Village, Kidderminster, Worcestershire DY10 3PG
We are the controller of personal data used to manage our accounts, customer relationships and business operations. Where we process personal data contained in an organisation's workspace on its instructions, we act as its processor under the applicable data-processing agreement. That organisation determines its purposes and lawful basis and may provide its own privacy notice. Actual responsibilities depend on the processing, not simply these labels.
The information involved depends on the features you use, the permissions you grant and your workspace configuration.
| Category |
Examples and sources |
| Account and authentication |
Name, email, account and workspace identifiers, membership and permissions, sign-in information, session tokens, and credentials you deliberately provide when connecting a service. We receive these from you, your organisation and your sign-in or connection provider. |
| Your content and work |
Instructions, prompts, conversations, uploaded files, selected page content, generated responses, saved assets and memories, workflow inputs and outputs, approvals and execution records. These come from you, authorised workspace users, connected services and your use of the Services. |
| Browser and connected-app information |
Draft text in the message box of an AI service you turned on in Oorbi, the visible conversation when you ask Oorbi to use it, the state, title and model of conversations in those services (AI activity), usage figures those services report to their own pages, and the kinds of files you attach (never their names or contents). Inside Gmail, Google Docs and Drive, Slack and Notion, Oorbi works only inside the AI feature (for example the Gemini panel or Slackbot) and does not read the email, message, document or page around it. Section 3 explains when Oorbi accesses this information. |
| Technical and service information |
IP addresses, browser and extension versions, language and time-zone settings, request times, feature usage (for example improvements requested, Moves saved and used, and when you first connected Oorbi to your account), errors, security events and operational logs. IP addresses can indicate approximate location; the extension does not request GPS location. |
| Billing and correspondence |
Billing contact details, subscription and invoice records, payment status and transaction references, and messages or attachments you send to support. Where an external payment service is used, its identity is shown at checkout. |
Content may contain information about other people, including sensitive health, financial or other personal information. Do not submit sensitive or regulated information unless you are authorised and the relevant service configuration and agreement support that use. Providing us with information about another person does not, by itself, establish that person's consent or another lawful basis.
3. How the Oorbi browser extension works
Oorbi's purpose is to help you get better, safer results from the AI services you already use in your browser: reusable requests ("Moves"), an optional improvement of a request, and a check before anything is sent.
Site access. Installing Oorbi gives it access only to Oorbital's own service and its sign-in providers. It has no access to any website until you turn an AI service on; Chrome then asks you to allow that service's site. If your company's AI rules apply in your browser, Oorbi asks Chrome once for all supported AI services. Oorbi reads nothing on other websites. When Oorbi replaces the earlier Oorbital extension in your browser, it gives back any site access you had not turned on in Oorbi and removes data only the earlier extension kept, such as meeting notes.
Your requests and conversations. Oorbi reads the draft in an AI service's message box when you ask it to: to use a Move, to improve your request, or to check it before sending. It reads a conversation when you open it from AI activity, carry it to another AI service, run a multi-step Move or ask Oorbi to bring context from an AI service into your Oorbital settings. Oorbi places text in a message box only when you choose to, and sends a message for you only when you continue a send that passed its check (once), at each step of a multi-step Move you start, when you ask it to bring context from an AI service, when you choose Save as Move (Oorbi sends one request in that chat asking the AI to describe your method as a Move, and puts your own draft back afterwards), or when you run a protection test from the AI policies page in Oorbital (Oorbi sends one of its own built-in test prompts in the AI service you chose).
Using a Move. When Oorbi places a Move in a chat, it tells Oorbital which Move was used and in which workspace, never any text, so your Move library can show how often each Move is used. The Oorbital web application records a use in the same way.
The check before sending. Before a message or upload reaches an AI service, and before Oorbi sends anything to Oorbital for you, Oorbi checks it in your browser for secrets such as API keys and private keys and, depending on your plan, personal details and your own protected terms. These personal checks run in your browser and are never reported. Where your organisation's rules require it, a small language model packaged with Oorbi checks the text on your device; the text is not sent anywhere to be checked.
Improving a request. When you ask for an improvement, the request and your answers to Oorbi's questions are sent to Oorbital and processed by the model provider configured for your work, after Oorbi replaces recognised secrets, email addresses, phone numbers and card numbers with markers. The result is shown beside your original; you decide whether to use it.
Your organisation's AI rules. If your organisation publishes rules for AI use and they apply in your browser, Oorbi enforces them on the AI services it supports and sends your organisation's administrators records of what it decided: the AI service, the decision and its reasons, the kind of detail found (for example "email address"), file counts, types and sizes, the length of each checked message rounded to ten characters, and whether a send was seen. Company reporting policy requires daily usage counts per supported AI service in the enrolled Chrome profile, including when personal AI activity is off. These counts are associated with your Oorbital account and browser enrolment. Your organisation can exclude you from reporting. Counts of prompt coaching and approved guidance use are included in company reporting. Courses are separate learning records: your organisation sees progress and completion, never what you wrote. Administrators never receive your prompts, answers, conversation titles, file names or contents, or page addresses. If your organisation turns on cloud review for its own policies, a request the browser cannot decide is sent to Oorbital for a second opinion, at most 12,000 characters, with recognised secrets and personal details replaced first. Your organisation's rules continue to apply in your browser after you sign out, until an administrator removes you or stops publishing rules.
AI activity and usage. AI activity is on unless you turn it off. It keeps, in your browser, the state of open conversations in the AI services you turned on (working, finished, waiting for you, an error or a limit) with each conversation's title, address and model and the kinds of attached files. Conversation records are kept for 90 days; daily usage and protection statistics have no automatic expiry. When you open usage for Claude, ChatGPT, Perplexity or Grok, Oorbi reads the figures those services report to their own pages using your existing session with them; nothing from those requests leaves that service's own website. Turning personal AI activity off deletes personal conversation records, statistics and observed send times. It does not disable company-policy usage reporting. Company counters use minimal transition state with hashed conversation identifiers, never conversation titles, full page addresses or content.
Dictation. Dictation uses Chrome's speech-recognition functionality after microphone permission. Chrome may send audio to Google's speech service to produce text. The extension places the resulting text in your draft; it is sent to Oorbital when you submit it. Google handles any audio it receives under its applicable terms and privacy notice.
Your controls. You can turn any AI service off (Chrome removes Oorbi's access to its site unless your organisation's rules still need it), turn off AI activity, export or clear the data Oorbi keeps in your browser, sign out, revoke Chrome permissions or uninstall Oorbi. Oorbi is not enabled in incognito windows. Clearing local data or uninstalling does not delete work already saved to Oorbital.
4. Why we process data and our lawful bases
We process information to provide requested features, authenticate users, manage workspaces and connections, perform and govern tasks, maintain service reliability, prevent misuse, provide support, administer subscriptions, carry out internal reporting on how the service is used, in aggregate, and meet legal obligations.
Where UK or EU data-protection law applies and we are the controller, our bases are:
| Processing |
Lawful basis |
| Providing a service you contract with us to receive |
Performance of that contract, including necessary steps requested before entering it. |
| Administering an organisation's account and supporting its authorised users |
Our legitimate interests in delivering and managing that business relationship, subject to individuals' rights. |
| Security, troubleshooting and measuring service reliability |
Our legitimate interests in operating a secure, dependable service, using proportionate information. |
| Internal reporting on how the service is used, in aggregate |
Our legitimate interests in understanding how the Services are used, so that we can run, improve and plan our business: for example how many accounts register, return and use each feature, how many improvements are requested and Moves are saved and used, and how plans and revenue change. We use records we already hold to provide the Services. Reports show totals and rates, never individual people, groups too small to keep people anonymous are not shown, and only authorised Oorbital staff can see them. You can object as described in section 11. |
| Optional processing requiring consent |
Your consent, requested separately for the relevant activity and withdrawable at any time. |
| Required accounting, regulatory disclosures and other legal duties |
Compliance with the relevant legal obligation. |
Necessary account or authentication information is required to provide signed-in features. Other information is optional, although a feature may not work without the context or permissions it needs. Customer-controlled workspace processing follows the customer's instructions and lawful basis. A browser permission is not a blanket legal basis for every use of data.
5. AI processing and model training
AI features send the inputs needed for your request, which can include relevant conversation history, files, page context and tool results, to the model provider or infrastructure configured for that feature. Governance and safety checks may also process this information. The applicable providers are identified in our provider register and relevant product disclosures.
We do not use Customer Content to train general-purpose AI models, and we do not authorise our processing providers to do so. "Customer Content" means the prompts, communications, files, page content and work products processed through the Services. Customer-requested evaluation or optimisation remains confined to delivering that customer's service and any restrictions applying to the source data.
Inference, permitted abuse prevention and temporary provider storage are different from model training. Provider retention and permitted security review depend on the applicable service and configuration, as described in our provider register. We do not promise zero retention unless expressly agreed for a supported configuration.
Service providers. We use providers for hosting, authentication, storage, AI processing, integrations, service communications and, where applicable, billing and support. They receive only the information needed for their role and are subject to appropriate contractual restrictions where they process it on our behalf.
Providers. The providers we use for these Services include Google (Firebase Authentication, Firestore, Google Cloud hosting and Firebase App Hosting) for sign-in, storage and hosting; Resend for service emails; and, depending on the feature and your workspace configuration, the model providers OpenAI, Anthropic, Google (Gemini) and DeepSeek for AI processing. They process the information described in this policy for their role only. A provider appearing in this list does not mean every request is sent to it. Contact team@oorbital.ai for the current list and the processing locations and retention terms that apply to your workspace.
Your organisation and chosen recipients. Workspace owners, administrators and authorised collaborators may access workspace information according to their roles, settings and the organisation's policies. When you request an action, we may send the information needed to your chosen app, website or recipient. Independently operated services also apply their own privacy terms. This does not remove Oorbital's responsibility for its own processing or permit transfers prohibited by section 7.
Legal and business circumstances. We may disclose information when required by law, as necessary to address security or abuse, or for a lawful business restructuring. Disclosures are limited to what is necessary and subject to section 7, including its prior-consent requirement for relevant business transfers.
7. Additional protections for extension and Google data
Oorbital complies with the Chrome Web Store User Data Policy and its Limited Use restrictions. Data obtained through the extension is used only for its disclosed purpose and directly related operation, security and improvement, not unrelated profiling or business activities.
We do not sell this data, use it for advertising, provide it to data brokers, or use or transfer it for creditworthiness or lending decisions. Transfers are limited to necessary delivery or improvement of the disclosed functionality, legal compliance, protection against abuse, or a merger, acquisition or asset sale with the user's explicit prior consent.
Human access is restricted to specifically consented assistance, necessary security or legal purposes, or aggregated and anonymised internal operations permitted by those rules. Raw, scraped, derived and de-identified data remain subject to the applicable restrictions.
Information obtained through Google APIs is handled in accordance with the Google API Services User Data Policy, including its Limited Use requirements where applicable. Google Workspace data is also subject to the Workspace user-data policy; it is not used to develop or train general-purpose AI models.
These protections take precedence over any broader language elsewhere in this policy or an agreement. Workspace settings and user instructions do not override them.
8. Storage, retention and deletion
We keep personal data only for the purposes described here and for the time justified by those purposes.
In your browser. Preferences and the AI services you turned on remain until changed or cleared. Your sign-in is held for the browser session; with "Stay signed in" on, a renewal credential stays in Oorbi's own storage on this device until you sign out or turn the option off. It is not placed in Chrome Sync. Drafts kept for recovery are removed after 24 hours or when you sign out. Personal AI activity keeps conversation records for 90 days; older records are physically removed when Oorbi next runs cleanup, on startup, reads and hourly while Chrome runs. Daily usage and protection statistics have no automatic expiry. Turning personal activity off deletes personal records. Company counters stay separate and are queued locally for at most the lesser of 90 days and company retention; minimal hashed transition state is removed after three days during cleanup. Company policy off clears the local company ledger when received; existing server records follow company retention. Multi-step Move runs and their files are kept for up to seven days after they finish and are removed when you sign out. Records of your organisation's AI rules waiting for delivery are kept until delivered, and for at most seven days if you are signed in as someone else. Signing out removes your sign-in from this browser; it does not end sessions elsewhere.
In Oorbital. Records of decisions under an organisation's AI rules are kept for the period the organisation sets, 90 days unless it chooses otherwise (between 7 and 365 days). Account information is retained while needed to operate the account. Each Move library keeps running totals of how often its Moves are used; the daily count of Move uses per account kept for internal reporting is deleted after 100 days. Aggregated statistics that identify no one may be kept without a time limit. Saved workspace content remains available until deleted, the workspace is closed, or an applicable retention rule removes it, subject to lawful exceptions. Routine technical records are kept only as needed to troubleshoot recent failures, measure reliability and investigate security events. Support records are kept through resolution and any necessary follow-up or dispute period. Billing and legal records are retained for applicable statutory periods or a specific legal claim, not to justify indefinite retention of unrelated content.
After deletion. Limited copies may remain in backups until their scheduled rotation, or where a specific legal obligation or security investigation requires retention. Those copies remain protected and are not repurposed. Applicable provider-specific periods are described in the provider register. Contact us to request deletion of server-held information. Disconnecting an integration stops future authorised access but does not itself erase information already received or delete the original information at its source.
9. Security and browser storage
We use measures appropriate to the information and risks, including encrypted connections, authentication, permission checks and access restrictions. No online service or device can be guaranteed completely secure. Browser-local storage should not be treated as a personal encrypted vault, particularly on a shared or compromised device.
The web application uses cookies or comparable browser storage for functions such as sign-in, security and settings. Where an additional storage or tracking purpose requires consent, we request it before that processing and provide a way to withdraw it. Oorbi contains no third-party analytics, advertising or crash-reporting code and does not use browsing content for advertising. Oorbital counts the use of its features, such as Moves used, from its own service records for internal reporting in aggregate (section 4). Any other optional analytics must be separately disclosed and remain subject to section 7.
10. International processing
Your information may be processed outside your country, depending on the providers and deployment used. Our provider register identifies relevant processing locations. We do not promise UK-only or EU-only processing unless agreed for the relevant service configuration.
Where a transfer of UK or EEA personal data requires safeguards, we use an applicable adequacy decision or an appropriate transfer mechanism, such as the European Commission's Standard Contractual Clauses and the relevant UK Addendum or International Data Transfer Agreement. Contact us for information about the mechanism applicable to your data and a copy of relevant safeguards, subject to lawful redactions. Using the Services is not blanket consent to unrestricted international transfers.
11. Your rights
Depending on the applicable law and our role, you may request access, correction, deletion, restriction of processing, or a portable copy of your personal data. You may withdraw consent without affecting processing already lawfully undertaken.
Right to object: You can object to processing based on legitimate interests on grounds relating to your situation. Where personal data is used for direct marketing, you can object to that use at any time.
Send requests to team@oorbital.ai. We may reasonably verify your identity and authority, and will respond within the period required by applicable law. Rights are subject to lawful exceptions, including other people's rights and specific retention duties. For data controlled by your organisation, we may direct the request to it and assist in accordance with our obligations.
You may complain to the UK Information Commissioner's Office or your competent local supervisory authority, including the authority where you live or work in the EEA. You do not need to contact us first to exercise that right.
AI-generated recommendations and governance scores assist with work and action controls. They are not, by themselves, authority to make legally or similarly significant decisions about people. An organisation deploying such a use must establish an appropriate lawful basis, provide the necessary notice and safeguards, and respect applicable individual rights.
12. Children and changes
The Services are intended for professional and general productivity use, not directed at children. Contact us if you believe a child has provided personal data in circumstances requiring action under applicable law.
We may update this policy as the Services or legal requirements change. We will update its date and provide additional notice of material changes. Where required, we will obtain consent before introducing a new use of information. A policy update does not retrospectively authorise an otherwise prohibited use.
Questions about privacy: team@oorbital.ai.