Privacy Policy

Effective Date: July 26, 2026

Orion Intelligence Systems LLC ("Orion," "we," "us," or "our") respects your privacy. This Privacy Policy describes how we collect, use, process, disclose, and safeguard information when you visit our website at orionintelligencesystems.com or use our AI workflow automation platform and services.

1. Scope

This policy applies to data collected across:

  • Our marketing website and public web pages.
  • Our contact and early-access inquiry forms.
  • Account registration and authentication portals.
  • The Orion software platform, workflow orchestration engine, APIs, and administrative interfaces.

2. Personal Data Collected

Depending on your interaction with Orion, we collect information across distinct categories:

  • Marketing Website Data: Inquiries, contact details, page views, and cookie preferences.
  • Contact Form Data: Full name, business email address, company name, inquiry type, message content, and timestamp.
  • Account Data: User name, business email, organization name, role, password hash, and account configuration.
  • Billing Data: Billing contact details, tax identification numbers, and transaction history (processed securely via payment subprocessors).
  • Logs & Analytics Data: IP addresses, user-agent strings, device identifiers, referral URLs, access timestamps, and error traces.

3. Data Provided by Users

We collect personal information that you voluntarily provide when requesting early access, contacting customer support, configuring workflow parameters, or communicating with us.

4. Technical and Usage Data

When you access our platform, servers automatically log standard web usage parameters. This data is utilized for network security, diagnostics, performance optimization, and fraud prevention.

5. Workflow Inputs and Uploaded Content

When Customer uses the Orion platform, Customer submits workflow inputs, including structured data, text snippets, documents, CSV files, or API payloads ("Workflow Data"). Workflow Data is processed strictly according to Customer's configured workflow logic and instructions.

6. How Personal Data Is Used

We process personal and operational data for the following specific purposes:

  • Providing, operating, maintaining, and improving our AI workflow automation platform.
  • Processing contact requests and granting early access.
  • Executing customer-configured automated workflow steps.
  • Monitoring platform performance, error rates, and security health.
  • Complying with legal obligations, fraud prevention, and enforcing our terms.

7. Legal Bases (Where Applicable)

For individuals in jurisdictions requiring a legal basis for processing (such as the EEA or UK), we process personal data based on:

  • Contract Performance: To fulfill our agreements with you or take pre-contractual steps at your request.
  • Legitimate Interests: To operate, secure, and improve our B2B software product.
  • Legal Obligation: To comply with applicable statutory or regulatory requirements.
  • Consent: Where you have granted explicit consent for specific communications or non-essential cookies.

8. Service Providers and Disclosures

We do not sell, rent, or trade your personal information. We disclose information only to vetted third-party service providers (subprocessors) that assist us in operating our platform, including:

  • Cloud infrastructure and hosting providers (e.g., Cloudflare Pages & Workers).
  • Authentication and security services.
  • AI model infrastructure providers.
  • Email delivery and monitoring services.

9. AI and Subprocessors

To execute AI-assisted processing steps (such as text extraction, classification, and summarization), the platform transmits relevant Workflow Data to external AI service providers (e.g., OpenAI API or Cloudflare Workers AI).

  • Purpose: Data is transmitted solely to perform the requested workflow execution step.
  • Retention & Model Training: Under our enterprise API configurations, Workflow Data transmitted to external AI providers is not used to train or fine-tune public foundation models, and is retained only as needed for security logging (typically 30 days or less).

10. International Data Transfers

Orion Intelligence Systems LLC is headquartered in the United States. Data collected globally may be processed and stored in the United States or other jurisdictions where our cloud infrastructure providers maintain operations. We implement appropriate safeguards for cross-border data transfers.

11. Data Retention

We retain personal information only for as long as necessary to fulfill the purposes outlined in this policy, satisfy legal or accounting requirements, or resolve disputes. Account and contact data is retained while an active account or inquiry relationship exists.

12. Data Controls

Customers maintain administrative control over their account settings, user permissions, and configured workflow inputs. You may request update or deletion of your contact information at any time.

13. Privacy Rights

Depending on your location, you may exercise the following rights regarding your personal data:

  • Right to access and request a copy of your personal data.
  • Right to rectify inaccurate or incomplete data.
  • Right to request erasure ("right to be forgotten").
  • Right to restrict or object to processing.
  • Right to withdraw consent at any time.

To exercise your rights, please submit a request to [email protected].

14. U.S. State Privacy Disclosures

Residents of California, Colorado, Connecticut, Virginia, and other U.S. states with comprehensive privacy laws have specific rights regarding their personal information. We do not sell personal data or share personal data for cross-context behavioral advertising.

15. Children's Privacy

Our platform is a B2B software product intended strictly for business operations and is not directed to children under 16 years of age. We do not knowingly collect personal data from children.

16. Security

We maintain physical, technical, and administrative safeguards designed to protect personal and workflow data against unauthorized access, loss, misuse, or alteration. HTTPS encryption is enforced across all endpoints.

17. Policy Changes

We may update this Privacy Policy periodically to reflect product updates, statutory changes, or operational adjustments. Revisions will be posted on this page with an updated effective date.

18. Data Controller

The data controller responsible for personal information processed under this Privacy Policy is:

Orion Intelligence Systems LLC
30 N Gould St Ste N
Sheridan, WY 82801-6317
United States

19. Contact

If you have questions, concerns, or privacy requests, please contact our privacy officer:

Email: [email protected]
Address: 30 N Gould St Ste N, Sheridan, WY 82801-6317, United States