Privacy Policy

1. Information We Collect

The categories we collect depend on your deployment mode and the features you use. They may include:

• • Account information: name, email address, organization name, authentication state, hashed password, and account settings.
• • User content: prompts, conversations, messages, files, images, attachments, project names, and model configuration metadata that you choose to provide.
• • Billing, license, and subscription data:plan, subscription and price identifiers, a Stripe customer identifier, deployment metadata, and usage/quota counts. Billing is processed only on our website through Stripe; the client apps are free and do not process payments.
• • Device and technical data: app version, platform, connection metadata, IP address, user agent, device identifiers, time zone, diagnostics, crash and error data, and sync/security metadata. We use IP address and user agent for security, rate limiting, abuse prevention, and password-reset protection.
• • Support and communications: support and contact messages, waitlist entries, AI-content reports, and account-deletion requests.

2. How We Use Your Information

• • Provide, maintain, and secure our services
• • Authenticate your account, manage licenses, and support connected deployments
• • Sync conversations and settings when you use hosted or connected deployment features
• • Process purchases, trial access, license provisioning, and billing support
• • Prevent abuse, enforce rate limits, investigate security issues, debug failures, and improve reliability
• • Communicate with you about updates and support
• • Comply with legal, tax, and regulatory obligations

We do not use your conversations or content to train AI models, and we do not repurpose your data for a new purpose, without your consent.

3. Conversations, Attachments, and AI Providers

When you send a message, file, image, or search in a hosted, team, or connected-server flow, that content and related metadata are transmitted to the AI provider configured for your organization or deployment so the service can generate a response. Depending on your configuration, that provider may be OpenAI, Anthropic, Google, Amazon Bedrock, or another provider you or your administrator configures, including private endpoints. Your content is processed under that provider's terms and privacy policy.

Before your content is first shared with a third-party AI provider, the Orchestris Chat app asks for your consent. You can decline, and you may withdraw consent by clearing it in the app or by not using provider-backed features. Local-only and privacy-mode flows are designed to limit what is uploaded or synced; privacy mode reduces what we persist but does not prevent sending your message to the provider you invoke.

If you report an AI response for review, the report may include the response excerpt, conversation and message identifiers, your tenant scope, and any details you choose to provide. We retain reports to review and address potentially harmful content.

4. Third-Party Service Providers

We share data with service providers only as needed to operate Orchestris, and we require them to protect it. They include:

• • Amazon Web Services (AWS): cloud hosting, database, and file/attachment storage.
• • Stripe: payment processing and subscription management (website only).
• • Resend: transactional email for our website and portal. Self-hosted servers send email through an operator-configured SMTP service instead.
• • Sentry: error and crash diagnostics for the website, configured to avoid collecting personal data.
• • Upstash: Redis used for rate limiting and caching.
• • Cloudflare Turnstile: abuse and bot prevention.
• • AI providers: the provider(s) configured for your deployment, as described in Section 3.

We do not sell your personal information, we do not share it for cross-context behavioral advertising, and we do not use advertising identifiers or third-party ad networks. The client apps do not track you across other companies' apps or websites.

5. Data Security and Encryption

We use security measures appropriate to the service and deployment mode. Message content is encrypted at rest on our servers using AES-256-GCM, file and image attachments are encrypted at rest in cloud storage, and the Orchestris Chat app encrypts local conversation storage using AES-256. Authentication tokens and keys are held in the platform keystore (Apple Keychain on iOS/macOS, Android Keystore). Traffic is encrypted in transit using TLS, and certain values such as IP addresses may be hashed for security use. Passwords are stored only as salted hashes. No method of transmission or storage is perfectly secure, and self-hosted or private deployments are available for organizations that need tighter control over infrastructure, provider credentials, and conversation data.

6. Data Retention

• • Conversations and messages: kept until you delete them or your account is deleted.
• • Account records: kept while your account is active; identifying account data is removed or de-identified when deletion is completed, subject to the limited retention described below.
• • Security, audit, AI-content reports, and deletion requests: retained as needed for security, abuse prevention, and legal compliance.
• • Billing and tax records: retained as required by law, typically up to seven years.
• • Password-reset links: short-lived and expire shortly after issuance.
• • Rate-limit and cache data: transient.

7. Account and Data Deletion

You can request deletion of your account and associated personal data at any time. In the Orchestris Chat app, use the in-app account-deletion request in Settings; you can also clear local history, images, and stored tokens on your device. To submit a web request, or for portal, billing, or deployment-owned records, visit orchestris.com/account-deletion or email privacy@orchestris.com. We remove your account, conversations, messages, attachments, tokens, API keys, and memberships, and may retain limited records where required for legal, tax, security, or abuse-prevention reasons. In connected or self-hosted deployments, deletion is completed by the deployment that owns the account and data.

8. Your Rights and Choices

Depending on where you live, you may have the right to access, correct, delete, export, or restrict the processing of your personal data, to object to certain processing, and to withdraw consent. You will not be discriminated against for exercising these rights. To make a request, email privacy@orchestris.com; we may need to verify your identity.

If you are in the EEA or UK, we process personal data to perform our contract with you, to pursue our legitimate interests in operating and securing the service, to comply with law, and with your consent where required. Our services are operated from the United States, and your data may be processed there and in other countries where our providers operate; we use appropriate safeguards for such transfers. California residents may exercise the rights above; we do not sell or share personal information as those terms are defined under California law.

9. Children

Orchestris is intended for adults and is not directed to children under 18. We do not knowingly collect personal data from children. If you believe a child has provided us personal data, contact privacy@orchestris.com and we will delete it.

10. Mobile App Store Disclosures

Our Apple App Store privacy labels and Google Play Data Safety disclosures reflect the practices described here. Orchestris Chat may collect account identifiers, user content, photos or files you attach, device and diagnostic data, product-interaction and usage data, and support data, for app functionality, security, and support. The mobile apps are free, contain no in-app purchases or mobile billing, and do not use data for tracking or third-party advertising.

11. Self-Hosted and Private Deployments

If you use a self-hosted or private Orchestris server, the organization operating that server is the controller of the accounts, conversations, and provider configuration on it, and is responsible for its own retention, deletion, and provider choices. This Privacy Policy governs the services Orchestris Inc. operates, including our website, portal, licensing, and hosted service.

12. Changes to This Policy

We may update this Privacy Policy from time to time. We will update the "Last updated" date and, for material changes, provide additional notice.

13. Contact Us

Questions about this Privacy Policy? Contact us at privacy@orchestris.com, or Orchestris Inc., 1321 Upland Dr. PMB 612, Houston, TX 77043, USA.