Your data.
Your choices.

This privacy policy explains how OrbitFlow handles project enquiries, client workspaces and optional website analytics. Last updated: 19 September 2026.

What is collected

The name, email, company and project details you submit, your selected service, a reference number and the time of submission. Please do not include passwords or confidential customer records.

Why it is stored

To record, review and respond to your project enquiry. Submitting the form does not subscribe you to marketing or connect to your business tools. Enquiries can be reviewed only by the authorised studio owner.

Storage and spam prevention

Enquiries are stored in the site's database. A temporary salted hash of a network identifier limits repeated submissions. Raw IP addresses are not stored in the enquiry database. Expired rate-limit records are removed on subsequent submissions.

Your choices

To request correction or deletion, submit another enquiry from the same email and include your earlier reference. The owner must verify your identity before disclosing or changing information. Enquiries are retained while they are needed to assess or discuss a project and should be deleted when no longer required.

Client workspaces

Client workspaces store authorised members, lead contact details and briefs, follow-up status, recorded human response times, WhatsApp consent evidence and opt-out records. They also store workflow runs, errors, aggregate reports, onboarding confirmations, product requests and case-study drafts. Access is limited to the studio owner and authorised members of that workspace. Membership is linked to the authenticated sign-in identity and can be revoked by the owner.

Connected services

When configured and enabled for a client, CRM workflows send supplied contact details to HubSpot. An explicitly queued WhatsApp template sends the phone number and configured template to Meta. Team email alerts use Resend and contain an internal reference or instructions to open the workspace. Request snapshots may be retained for reliable retries. Provider configuration does not create consent: WhatsApp requires recorded opt-in and is blocked after a recorded opt-out. Configured coaching WhatsApp webhooks can record incoming STOP requests. If a channel is not connected, contact the workspace operator to record an opt-out.

AI follow-up calls

If a client enables AI calling and you separately agree to an AI-assisted call, OrbitFlow sends your name, number, enquiry and the business context to Sarvam Voice Agents and its connected telephone provider. An AI assistant identifies itself at the start, asks if it is a good time, and follows up about your enquiry. Browsing analytics permission and WhatsApp permission do not give permission for these calls.

Call status, written transcripts (which may be translated into English), call notes, stated interests, questions and requested next steps are visible only to authorised members of that client workspace and the OrbitFlow owner. Live agent setup must disable audio recording; OrbitFlow does not fetch or store call audio. An optional voice sample uses Sarvam text-to-speech with a fixed sample sentence.

You can ask the assistant not to call again or contact the business or OrbitFlow to record that request. Suppression applies to future AI calls from that client, including repeated submissions of the same number. An already connected call may finish. Call transcripts, business-context snapshots and notes are hidden after 90 days and removed by the configured runner. Minimal call history, permission evidence and do-not-call records remain with the client workspace to prevent repeat contact. Sarvam and telephony providers apply their own retention policies; contact the operator for provider-side deletion as well.

Case-study permission

Case-study drafts remain private. A client member may approve the exact wording and attribution or revoke permission. The signed-in actor, decision time and fingerprint of the reviewed wording are recorded. Editing requires fresh approval. Nothing is published automatically.

Workspace data choices

Contact the workspace operator for correction, export or deletion of client-workspace information, identifying the workspace and record. Identity and authority must be verified. Clients should enter only information they are authorised to process and agree its purpose and retention with the studio. Records should be retained only while needed for that purpose. Workspace deletion and retention requests are handled by the operator; no automatic retention deletion is configured in this release.

Website tracking

OrbitFlow's public website and client embeds use the same optional activity control. On OrbitFlow, the control is labelled “Privacy & activity”; it records no activity until a visitor chooses “Allow analytics”. A visitor can still use the project enquiry form without allowing analytics.

Only after optional analytics consent, OrbitFlow records sanitised page paths, tagged button clicks, scroll milestones, active time, tagged form start/submit events, tagged video progress, coarse device type, campaign labels and referring domain. Client embeds may also record tagged course views. It does not record keystrokes, arbitrary form values, screen recordings or raw IP addresses in activity records.

Project enquiry details are self-reported and stored separately to handle that enquiry. Activity on OrbitFlow's marketing site is not automatically attached to those form details. A client embed can separately link consented activity to the callback request submitted in that widget.

The widget's privacy settings let visitors decline or withdraw analytics. Withdrawal stops collection and deletes recorded activity. If offline, deletion retries when the connection returns. Browser privacy signals are respected.

Activity retention is set per website (7–180 days and displayed before consent). Expired events are excluded from reports; physical cleanup runs when a session starts, through a configured runner or when the owner requests it. A minimal withdrawal record prevents replay of old activity. An authenticated export provides structured activity for future analysis; no external AI receives widget activity in this release.

Workspace sign-in

When Google sign-in is configured, OrbitFlow requests your name and verified email, not access to Gmail messages. Short-lived sign-in checks and a secure, host-only session cookie keep your login on the correct subdomain. Sessions expire after seven days or when you sign out. Workspace permissions are checked separately. Existing ChatGPT sign-in is also available.

Cookies and device preferences

This site does not run advertising trackers. Your animation preference may be saved on your device. The optional website widget stores your consent choice and a random activity identifier locally; it uses a session identifier only after consent. Sign-in cookies are used for authentication and access.

Service providers

The website uses the Sites hosting platform and Cloudflare infrastructure to serve the website and store enquiries. Their infrastructure may process technical request information needed to operate the service.

The interface uses locally hosted fonts. Your browser does not need to contact a third-party font service to render OrbitFlow.

Contact

For OrbitFlow privacy questions or a data request, email mohit.choyal@orbitflow.work. Include the institute or workspace and your enquiry reference, if available. We verify your identity before sharing or changing records. Do not send passwords or identity documents in your first message.