Privacy Policy

1Who we are

Orbitus is made and run by DICE - Development in Computer Engineering, Lda. In this policy, "we" and "us" mean DICE.

Orbitus helps organisations run store audits and surveys. It has a phone app for field teams, web forms, and a back office: the website the office team uses.

The person responsible for personal data at DICE is Nélio Lucas. For any question about privacy, write to [email protected]. We answer within 30 days.

2Two kinds of data

We hold some data for ourselves and some data for our customers. Different rules apply to each.

• Our own data. This covers visitors to this website, contact requests, and the contact and billing details of our customers. We decide how this data is used, so we are responsible for it. The law calls this the controller.
• Our customers' data. This is everything an organisation collects with Orbitus. The customer decides what to collect and why. The data belongs to the customer. We only process it on their behalf, as their processor.

If you answered a survey, or a field team visited your store, the organisation that ran the work is responsible for your data. Your data, your rights explains how to reach them.

3This website

Visiting the site

You can read orbitus.vision without telling us who you are. We do not follow what you do from page to page.

To choose your language and prices, the site reads which country your visit comes from. Cloudflare, our network provider, tells us this. We do not store it unless you send the contact form.

Contact requests

When you send the "Talk to us" form, we keep what you typed:

• Your name, company and email address
• Your phone number, if you give one
• What you need, the plan you chose and the size of your field team
• Where the work will happen, and your message

We also keep a few details that come with the request:

• The country you were in when you sent it, as Cloudflare reports it
• A code made from your internet address (IP address), not the address itself. We use it only to limit how many requests one address can send in an hour.
• The name of your browser and system (the user agent)
• The page you sent it from, your language and currency, and the date and time

We use these details only to answer your request and to stop spam. We send you one email to confirm we received it.

We keep contact requests for 24 months, then delete them.

Cookies

The site sets two small cookies, and only when you use its switches:

• orbis_locale remembers the language you chose.
• orbis_currency remembers the currency you chose.

Each one lasts a year and holds only your choice. We use no analytics, advertising or tracking cookies, and no tracking scripts or pixels. That is why there is no cookie banner.

The site's fonts come from our own server, not from an outside font service.

4What Orbitus stores for customers

Each customer decides what its teams collect. Depending on how a customer sets up Orbitus, we store:

• Accounts: names, email addresses, phone numbers and roles. Passwords are stored only as a hash made with Argon2id, which cannot be turned back into the password.
• Sign-in and history: sign-in sessions, and a record of who did what in the back office.
• Visits and answers: the answers a team collects, with photos and audio recordings when a question asks for them.
• Place and time: the phone's GPS location and its accuracy during a visit, the time, and whether the phone reported a fake location.
• Phones: the model, the system and app version, and an identifier the app creates. We also keep where the phone was, and its internet address, when it last sent data.
• Store lists: the names, codes, addresses and locations of stores. If the customer adds them, the name and phone number of a contact person at the store.
• Web form answers: a form can be anonymous or sent by invitation. With each answer we keep a code made from the internet address it came from, not the address itself. We use the code only to find repeated or abusive answers and remove them. We also note how far someone got in a form, never their answers, to see where people stop, and delete it after 90 days.
• Client portal: the names and email addresses of the people a customer invites to see results.

The phone app works without internet. It keeps visits on the phone until it can send them. It reads the location during a visit and when it sends data, never in the background.

The back office and the client portal use a sign-in cookie, orbis_session, and a language cookie, orbis_locale. Neither is used for tracking.

We keep a customer's data for as long as their contract runs, unless they delete it sooner.

5Our promises about customer data

• We use it only to provide the service the customer asked for.
• We never sell it, and we never use it for advertising.
• We share it only with the service providers listed under Where data is stored, and only so they can run Orbitus.
• We do not use it to train AI models, and we do not send it to any AI service.
• Our staff look at it only to set up the service, give support, fix a problem, or when the customer asks. Setup and support are part of the service.
• When our staff open a customer's back office to help, every action is recorded in that organisation's history under the support person's name.

6Your data, your rights

If you are a customer

• You can download your visits and answers from the back office at any time, as Excel or CSV files.
• You can ask us for a full copy of everything we hold for you, photos included. We send it in common formats such as Excel, CSV and JSON, at no charge.
• You can ask us to delete all the data your organisation collected. We do it within 30 days and confirm in writing. Copies in our backups disappear as the backups expire, within 14 days after that.
• When a contract ends, we give you a full copy of your data. Then we delete everything within 30 days, unless you ask us to do something else.

If a customer collected your data

This includes people who answered a survey, store owners and staff, and members of a field team.

The organisation that collected your data decides what happens to it. Ask them first if you want to see, correct or delete it.

If you cannot reach them, write to us. We will pass your request to them and tell you when we have.

If you sent us a contact request

You can ask to see, correct or delete it. Write to [email protected].

For everyone

We answer every request within 30 days. We may ask you to confirm who you are first, to protect your data.

You can also complain to the data protection authority in your country, if there is one.

7Where data is stored

Our servers are in the United Kingdom and the European Union:

• The Orbitus server and its database run on a Hostinger server in the United Kingdom.
• Photos, exports, map files, app files and nightly database backups are kept in Cloudflare R2 storage in Western Europe.

Some of our providers run networks around the world. Data can pass through other countries on its way between you and our servers.

Service providers

Each provider gets only what it needs to do its job:

• Hostinger: runs our server in the United Kingdom, which holds the Orbitus database.
• Cloudflare: runs our domain names and the secure connection to our server. Every visit passes through its network, so it sees internet addresses. It also stores our files and backups (R2).
• Resend: sends Orbitus emails, such as invitations, password resets, scheduled reports and contact request confirmations.
• Spacemail: a second email service we can switch to if Resend is not available.
• Maps: the maps in the back office and the phone app use OpenStreetMap data. We keep the map files ourselves and send them from our own server. Your device does not contact OpenStreetMap.

We tell customers before we add a new provider that handles their data.

8How we protect data

• Every connection to Orbitus is encrypted with HTTPS, through Cloudflare.
• Our server has no web ports open to the internet. Traffic reaches it only through a private Cloudflare tunnel.
• Our team reaches the server with security keys, not passwords.
• Each customer's data is kept apart. Every request is limited to the signed-in person's organisation, and the database layer checks each query for this.
• Roles decide what each person can see and change.
• Passwords are stored as Argon2id hashes, never as plain text.
• Files are kept in private storage. They open only through signed links that expire, or inside a signed-in session.
• The database is backed up every night. We keep the last 14 backups and have tested restoring them.
• Security updates are installed on the server automatically.

No system is perfectly safe. If something goes wrong, we follow the steps below.

9If something goes wrong

If a security problem affects customer data, we tell the affected customers without undue delay. We do it within 72 hours of learning about it.

We tell them what happened, which data was involved, and what we are doing about it. We keep them updated until it is resolved.

10Children

Orbitus is a tool for organisations. It is not made for children.

Customers must not collect data from children without the permission the law requires, such as a parent's consent.

11Changes to this policy

When we change this policy, we post the new version on this page with a new date.

If a change matters to customers, we tell them before it takes effect.