Privacy
Policy

Your privacy is important to us. This Privacy Policy explains what information we collect, why we collect it, how we use it, and what choices you have with respect to your personal information when you interact with Orbit Interface.

Introduction and Scope

Orbit Interface ("Company," "we," "us," or "our") is a UX/UI design and advisory service provider located at 209 St Clair St, Frankfort, KY 40601. This Privacy Policy applies to all personal information collected from individuals ("you") who visit our website, contact us for services, engage us for project work, or otherwise interact with Orbit Interface through any channel.

We are committed to handling your personal information responsibly, transparently, and in accordance with applicable privacy laws, including but not limited to the privacy provisions of applicable Kentucky state law and applicable federal United States law. By using our website or engaging our services, you acknowledge that you have read and understood this Privacy Policy.

This Policy does not govern the privacy practices of third-party websites or services that may be linked from our communications or website. We encourage you to review the privacy policies of any third-party services you access independently.

Information We Collect

We collect personal information only when it is necessary to provide our services, respond to your inquiries, or fulfill our legal obligations. The categories of information we may collect include:

Information You Provide Directly:

• Contact and identification information: Your full name, company name, email address, phone number, and postal address when you contact us, submit an inquiry form, or enter into a project agreement with us.
• Project and business information: Details about your business, digital products, design requirements, project goals, timelines, and budgets that you share with us during consultation calls, project briefings, and ongoing project communications.
• Communications: The content of emails, messages, and other correspondence you send to us, including attachments, documents, and media files.
• Financial information: Billing information as required to process project payments. We do not directly process or store payment card data; such processing is handled by authorized payment service providers.

Information Collected Automatically:

• Usage data: Information about how you interact with our website, including pages visited, time spent, referring URLs, and navigation patterns, collected through standard server logs and analytics tools.
• Device and technical information: Your IP address, browser type and version, operating system, screen resolution, and device identifiers, collected when you access our website.
• Cookies and similar technologies: We may use cookies, local storage, and similar technologies to maintain site functionality, remember your preferences, and understand how our site is used.

How We Use Your Information

We use the personal information we collect for specific, limited purposes directly related to our business operations and service delivery. These purposes include:

1. Service delivery and project management: To understand your design requirements, prepare proposals, communicate about your project, deliver design deliverables, and manage our ongoing service relationship.
2. Business communications: To respond to your inquiries, provide project updates, and communicate relevant information about your engagement with us.
3. Billing and payment administration: To issue invoices, process payments, maintain financial records, and administer payment schedules in accordance with our project agreements.
4. Legal compliance: To fulfill our obligations under applicable law, including tax reporting, record-keeping requirements, and responding to lawful requests from government authorities.
5. Service improvement: To analyze how our website is used, identify areas for improvement, and develop better ways of delivering our services. This analysis is conducted in aggregate and does not involve personal decision-making about individual users.
6. Dispute resolution and enforcement: To investigate complaints, resolve disputes, enforce our contractual agreements, and protect the rights and interests of Orbit Interface and our clients.

We do not sell, rent, trade, or otherwise transfer your personal information to third parties for their marketing purposes. We do not use your personal information for automated decision-making or profiling that produces legal or similarly significant effects.

Legal Basis for Processing

We process your personal information on one or more of the following legal grounds:

• Contractual necessity: Processing is necessary to perform a contract with you or to take steps at your request before entering into a contract, such as preparing project proposals and delivering design services.
• Legitimate interests: Processing is necessary for our legitimate business interests, provided those interests are not overridden by your rights and interests. These legitimate interests include operating and improving our business, communicating with prospective clients, and maintaining the security of our systems.
• Legal obligation: Processing is necessary to comply with applicable law, including tax obligations and record-keeping requirements.
• Consent: Where we rely on your consent for specific processing activities, you have the right to withdraw that consent at any time by contacting us at hello@orbitinterface.com.

Disclosure of Your Information

We share your personal information only in limited circumstances and only with parties who are required to maintain appropriate confidentiality and security protections. We may disclose your information to:

• Service providers and vendors: Third parties who assist us in operating our business, including cloud storage providers, project management platforms, payment processors, and accounting software providers.
• Professional advisors: Attorneys, accountants, insurance providers, and other professional advisors who provide services to Orbit Interface under duties of confidentiality.
• Legal and regulatory authorities: When required by applicable law, court order, subpoena, or other legal process, or when we believe disclosure is necessary to protect safety, prevent fraud, or protect the rights of Orbit Interface.
• Business transfers: In connection with any merger, acquisition, sale of assets, or other business restructuring, your information may be transferred as part of the business.

We do not disclose your information to any party for their independent marketing, advertising, or commercial purposes.

Cookies and Tracking Technologies

Our website may use cookies and similar tracking technologies to enhance your experience and analyze site usage. A cookie is a small text file placed on your device by a website server.

Types of cookies we may use:

• Essential cookies: Required for basic site functionality, such as maintaining session state and enabling navigation.
• Functional cookies: Enable personalization features such as remembering display preferences.
• Analytics cookies: Help us understand how visitors use our site by collecting aggregated usage data.

You can manage cookie preferences through your browser settings. However, disabling certain cookies may affect the functionality of our website.

Data Retention

We retain your personal information only for as long as necessary to fulfill the purposes for which it was collected, comply with legal obligations, resolve disputes, and enforce agreements. Our standard retention periods are as follows:

• Client project records: Completed project records, including contracts, correspondence, and deliverables, are retained for five (5) years following project completion.
• Financial and billing records: Tax and accounting records are retained for seven (7) years in accordance with applicable legal requirements.
• General inquiry records: Information submitted through contact forms or general inquiries that did not result in a project engagement is retained for eighteen (18) months.
• Website usage data: Aggregated analytics data is retained for up to twenty-four (24) months. Server access logs are retained for ninety (90) days.

Upon expiration of applicable retention periods, personal information is securely deleted from our systems or anonymized so that it can no longer be associated with a specific individual.

Data Security

We implement and maintain reasonable technical, administrative, and physical safeguards designed to protect your personal information against unauthorized access, disclosure, alteration, destruction, or accidental loss. Our security practices include:

• Use of encrypted communication channels for web-based data transmission.
• Access controls limiting personal data access to authorized personnel who require it to perform their job functions.
• Regular review of data handling practices and security measures.
• Use of reputable third-party platforms for data storage and processing.

While we take these precautions seriously, no method of data transmission or electronic storage is completely secure. We cannot guarantee absolute security of your personal information.

Your Rights and Choices

Depending on your jurisdiction, you may have certain rights with respect to your personal information. These may include:

• Right of access: The right to request a copy of the personal information we hold about you.
• Right to correction: The right to request correction of inaccurate or incomplete personal information.
• Right to deletion: The right to request deletion of your personal information, subject to our legal obligations to retain certain records.
• Right to restriction: The right to request that we restrict the processing of your personal information in certain circumstances.
• Right to data portability: The right to receive a copy of personal information you have provided to us in a structured, machine-readable format.
• Right to object: The right to object to the processing of your personal information on the basis of our legitimate interests.
• Right to withdraw consent: Where processing is based on your consent, the right to withdraw that consent at any time.

To exercise any of these rights, please contact us at hello@orbitinterface.com with the subject line "Privacy Request." We may need to verify your identity before processing your request.

Children's Privacy

Orbit Interface's services are intended for business clients and professional individuals aged eighteen (18) years and older. We do not knowingly collect personal information from individuals under the age of 18. If we become aware that we have inadvertently collected personal information from a person under 18, we will take prompt steps to delete such information from our records.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, services, or applicable legal requirements. When we make material changes, we will update the "Last revised" date at the top of this policy.

Your continued use of our website or services following the posting of changes constitutes your acceptance of those changes.