Privacy policy
Last updated 11 November 2026
Draft for review. This document hasn't been checked by a solicitor yet and [bracketed] details are placeholders.
Short version: we collect what we need to run OrchestratOS, we don't sell it, we don't use it to train AI models, and you can ask us about it any time. The long version is below.
1. Who's responsible
PMS Ltd ([REGISTERED OFFICE ADDRESS], company number [COMPANY NUMBER]) is the controller of the personal data described in this policy. We're registered with the Information Commissioner's Office ([ICO REGISTRATION NUMBER]). Questions or requests: [[email protected]].
2. Two different roles
This policy covers personal data we decide how to use: people who visit orchestratos.com, join our early-access list, or have an OrchestratOS account.
Our customers also use OrchestratOS to store and email their contacts, and to run their own pages, forms and calendars. For that data the customer is the controller and we're their processor: we only handle it on their instructions, under our Data Processing Addendum. If you're one of their contacts, the business that contacted you is the right place to start, and we'll help them answer you.
3. What we collect and why
| What | Why | Lawful basis |
|---|---|---|
| Early-access sign-ups: name, email, what your business does | To let you know when your place is ready and send launch news | Consent (you can withdraw it any time) |
| Account details: name, email, password (stored hashed), company, team members | To create and run your account | Contract |
| Billing details (handled by our payment provider; we don't see full card numbers) | To take payment and keep tax records | Contract; legal obligation |
| Usage and technical data: IP address, browser, pages used, error logs | To keep the service secure, fix bugs and plan improvements | Legitimate interests |
| Support conversations and emails with us | To help you and keep a record | Legitimate interests; contract |
| Product emails (new features, tips) | To tell customers about the service they use | Legitimate interests (unsubscribe any time) |
We don't sell personal data, we don't use it for advertising profiles, and we don't use account or customer data to train AI models.
4. AI features
When you use AI features, the text you type and the content needed for the task (for example a page you're editing) are sent to an AI model provider to produce the result. We use providers that don't train their models on API data. [CONFIRM EACH PROVIDER'S DATA RETENTION TERMS BEFORE LAUNCH.]
5. Cookies
orchestratos.com sets no cookies. The app uses one strictly necessary cookie to keep you signed in. See our Cookie Policy.
6. Who we share it with
We use trusted service providers (sub-processors) to run OrchestratOS. They may only use the data to provide their service to us, under contracts that protect it.
| Provider | What for | Where |
|---|---|---|
| [HOSTING PROVIDER] | Servers that run the app and database | [LOCATION] |
| Cloudflare, Inc. | DNS, network protection and file storage (R2) | EU / USA |
| Resend, Inc. | Sending and receiving email | USA |
| OpenRouter, Inc. | Routing AI requests to model providers | USA |
| Anthropic PBC | AI models (Claude) | USA |
| [OTHER AI MODEL PROVIDERS USED VIA OPENROUTER, e.g. OpenAI for images] | AI models | USA |
| Stripe Payments Europe Ltd (when Checkouts launch) | Payments and billing | EU / USA |
We may also share data if the law requires it, to protect our rights or users' safety, or with a buyer if our business is sold (they'd be bound by this policy).
7. International transfers
Some providers are outside the UK. Where data goes to a country without UK “adequacy”, we rely on safeguards such as the UK International Data Transfer Addendum to the EU Standard Contractual Clauses, or the UK Extension to the EU-US Data Privacy Framework.
8. How long we keep it
- Early-access sign-ups: until you unsubscribe or ask us to delete them, or 2 years after our last contact.
- Account data: while your account is open, then 30 days (so you can change your mind), then deleted. Backups roll off within 90 days.
- Billing records: 6 years, because tax law says so.
- Security logs: up to 12 months.
9. Security
Each account's data is separated at the database level, connections are encrypted, passwords are hashed, integration keys are encrypted at rest, and backups are encrypted and stored separately. No system is perfect; if something goes wrong that affects you, we'll tell you and the ICO where the law requires.
10. Your rights
You can ask to see, correct, delete, restrict or move your personal data, object to how we use it, and withdraw consent at any time. Email [[email protected]]; we'll reply within a month. If you're unhappy with our answer, you can complain to the Information Commissioner's Office at ico.org.uk.
11. Changes
If we change this policy in a way that matters, we'll tell account holders by email and update the date at the top.