Privacy Policy

1. Information We Collect

1.1 Information You Provide

• Account Information: Name, email address, company name, job title when you create an account or request a demo.
• Business Data: Customer records, contacts, opportunities, and other business information you input into the platform.
• Communication Data: Email content, voice recordings, and messages processed by our agents with your explicit authorization.
• Integration Data: Data from third-party systems (Salesforce, Gmail, Outlook, Slack) that you connect to OrionEQ.

1.2 Information Collected Automatically

• Usage Data: Log data including agent actions, feature usage, and system interactions.
• Technical Data: IP address, browser type, device information, and operating system.
• Audit Logs: Comprehensive logs of all agent actions for governance and compliance purposes.

2. How We Use Your Information

We use your information to:

• Provide Services: Operate the platform, orchestrate agents, and deliver the functionality you expect.
• Agent Intelligence: Train and improve agent performance within your tenant using your data (never shared across tenants). AI-powered features use third-party AI services (OpenAI and Anthropic) as described in our AI Data Policy. Your explicit consent is required before data is shared with these services.
• Security & Governance: Maintain audit logs, detect anomalies, and ensure compliance with enterprise security requirements.
• Communication: Send service updates, security alerts, and respond to your inquiries.
• Legal Compliance: Meet our legal obligations including data retention requirements.

3. Data Storage and Security

3.1 Data Storage

• Infrastructure: Platform data is hosted on Amazon Web Services (AWS) in the United Kingdom (London region).
• Tenant Isolation: Each customer's data is stored in a separate database.

3.2 Security Measures

• Encryption in Transit: Network traffic to the platform is encrypted using TLS.
• Access Controls: Role-based access within each customer account.
• Activity Logs: Agent actions are logged so customers can review what agents did.

No system is completely secure, but we take reasonable technical and organizational measures to protect your data.

4. Data Sharing and Disclosure

We do not sell your personal data. We may share your information only in the following circumstances:

• Service Providers: Third-party vendors who assist in operating our platform (AWS, email providers, analytics tools) under strict data processing agreements.
• Third-Party AI Services: We use OpenAI (OpenAI, L.L.C.) and Anthropic (Anthropic, PBC) to power AI agent capabilities. Voice recordings are sent to OpenAI for speech-to-text transcription. CRM data context, transcribed text, conversation history, and business communication context are sent to Anthropic for natural language processing, CRM query assistance, email draft generation, and meeting preparation. Both providers are contractually prohibited from using your data to train their models. For full details, see our AI Data Policy.
• Integrations: Third-party systems you explicitly connect (Salesforce, Gmail, etc.) to enable agent functionality.
• Legal Requirements: When required by law, court order, or government regulation.
• Business Transfers: In connection with a merger, acquisition, or sale of assets, with notice to affected users.

5. Your Rights (GDPR & Privacy)

Under GDPR and applicable privacy laws, you have the following rights:

• Right to Access: Request a copy of your personal data we hold.
• Right to Rectification: Correct inaccurate or incomplete data.
• Right to Erasure: Request deletion of your data (subject to legal retention requirements).
• Right to Data Portability: Receive your data in a structured, machine-readable format.
• Right to Restrict Processing: Limit how we process your data in certain circumstances.
• Right to Object: Object to processing of your data for specific purposes.
• Right to Withdraw Consent: Withdraw consent for data processing at any time.

To exercise these rights, contact us at privacy@orioneq.ai

6. Data Retention

• Customer Data: Retained for as long as the customer agreement is in place and as necessary to provide the services, or as otherwise agreed in that agreement.
• Website and Demo Requests: Contact details you submit are kept for as long as needed to respond and follow up, and deleted on request.
• After Termination: Customer data is deleted or returned as set out in the customer agreement, except where retention is required by law.

7. International Data Transfers

OrionEQ, Inc. is based in the United States and hosts platform data in the United Kingdom. Some of our service providers, including our AI providers, may process data in the United States or other countries.

Where personal data from the EU or UK is transferred to countries without an adequacy decision, we rely on appropriate safeguards such as Standard Contractual Clauses. A data processing agreement is available to customers on request.

8. Cookies and Tracking

We use cookies and similar technologies to:

• Maintain your session and authentication
• Remember your preferences
• Analyze platform usage and performance

You can control cookies through your browser settings. Note that disabling cookies may limit platform functionality.

9. Third-Party Integrations

When you connect third-party services (Gmail, Outlook, Salesforce, Slack), you authorize OrionEQ agents to access data from those services on your behalf. We only access data necessary for agent functionality and in accordance with your permissions.

Third-party services have their own privacy policies. We recommend reviewing them before connecting integrations.

10. AI Data Processing

OrionEQ is an AI agent orchestration platform that uses third-party AI services to deliver agent capabilities. We also build tailored AI agents for enterprise customers. The following applies to all AI-powered features:

• Providers: We use OpenAI (OpenAI, L.L.C.) for speech-to-text transcription and text embeddings, and Anthropic (Anthropic, PBC) for natural language processing, CRM query assistance, email intelligence, and meeting preparation.
• Data shared: Voice recordings, transcribed text, CRM record context (deal names, stages, contact names, account information), conversation history, relationship summaries, and meeting context.
• Data not shared: Passwords, payment information, government IDs, OAuth tokens, or data belonging to other tenants.
• Protections: AI providers are contractually prohibited from using your data to train their models. Data is encrypted in transit (TLS 1.2+) and subject to provider retention limits.
• Your consent: You will be asked for explicit consent before any data is shared with third-party AI services. You may opt out at any time.

For comprehensive details about AI data processing, including the complete data flow architecture and your control options, see our AI Data Policy.

11. Children's Privacy

OrionEQ is not intended for individuals under 18 years of age. We do not knowingly collect personal information from children. If you believe we have collected information from a child, please contact us immediately.

12. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by email or through the platform. Continued use of OrionEQ after changes constitutes acceptance of the updated policy.

13. Contact Us

For privacy-related questions, data access requests, or to exercise your rights:

• Email: privacy@orioneq.ai
• General Inquiries: hello@orioneq.ai