Privacy Policy

Introduction

Welcome to OrbiterPhub.

OrbiterPhub is operated by ORBIT MEDIA SOLUTIONS LIMITED, a private limited company registered in England and Wales.

We respect your privacy and are committed to protecting your personal information. This Privacy Policy explains how we collect, use, store, share, and protect personal data when you visit our website, contact us, request our services, or work with us.

This Privacy Policy applies to:

Website: https://www.orbiterphub.com/

Business/Brand Name: OrbiterPhub

Legal Company Name: ORBIT MEDIA SOLUTIONS LIMITED

Company Number: 14933458

We process personal data in accordance with applicable UK data protection laws, including the UK General Data Protection Regulation, the Data Protection Act 2018, and other applicable privacy and electronic communication laws.

Who We Are

For UK data protection law, the data controller responsible for your personal information is:

ORBIT MEDIA SOLUTIONS LIMITED

Trading as: OrbiterPhub

Company Number: 14933458

Registered Office: Kirkdale House, Kirkdale Road, London, England, E11 1HP

Website: https://www.orbiterphub.com/

Email: info@orbitmediasolutions.com

OrbiterPhub provides IT consultancy, software-related services, digital solutions, advertising, business automation, ERP/CRM-related services, and other technology-based business support services.

Information We Collect

We may collect different types of personal information depending on how you use our website or services.

Information You Provide to Us

When you contact us, submit a form, request a quote, book a consultation, ask for support, or use our services, we may collect:

  • Full name
  • Email address
  • Phone number
  • Company name
  • Job title or business role
  • Website URL
  • Business address
  • Billing details
  • Project requirements
  • Messages or enquiry details
  • Files, documents, or information you choose to send us
  • Login or account information, where applicable
  • Support or service request information

Information We Collect Automatically

When you visit our website, we may automatically collect technical information such as:

  • IP address
  • Browser type and version
  • Device type
  • Operating system
  • Pages visited
  • Time spent on pages
  • Referring website
  • Website interaction data
  • Cookie information
  • General location information based on IP address

This helps us understand how visitors use our website, improve website performance, and protect our website from misuse or security risks.

Information Related to Client Projects

If you use our software, CRM, ERP, automation, Odoo, website, or digital business services, we may receive or process business-related information such as:

  • Customer records
  • Staff or team information
  • Supplier information
  • Sales or enquiry data
  • CRM data
  • ERP data
  • Order or invoice-related data
  • Business workflow information
  • Support tickets
  • Project documents
  • Technical system information

Where we process this information on behalf of a business client, the client may be the data controller and we may act as a data processor.

How We Collect Your Information

We may collect personal information when you:

  • Visit our website
  • Submit a contact form
  • Request a quote
  • Contact us by email, phone, WhatsApp, or other communication channels
  • Book a consultation or meeting
  • Purchase or request our services
  • Create an account or login to a system, where applicable
  • Share project files or business data with us
  • Subscribe to updates or marketing communications
  • Interact with our website cookies or analytics tools

We may also receive information from third-party platforms if you contact us through external services, such as social media, business directories, advertising platforms, payment providers, or communication tools.

How We Use Your Information

We may use your personal information for the following purposes:

  • To respond to your enquiries
  • To provide quotes, proposals, and service information
  • To deliver our services
  • To manage customer relationships
  • To set up, customise, or support software systems
  • To provide CRM, ERP, Odoo, automation, website, or IT consultancy services
  • To manage billing, invoicing, and payment records
  • To provide technical support
  • To communicate project updates
  • To improve our website, services, and customer experience
  • To manage security and prevent misuse
  • To analyse website performance
  • To send marketing updates where permitted by law
  • To comply with legal, tax, accounting, and regulatory obligations
  • To protect our legal rights and business interests

We only use personal information where we have a lawful reason to do so.

Lawful Basis for Processing Personal Data

Under UK data protection law, we must have a lawful basis for processing your personal data.

We may rely on the following lawful bases:

Contract

We process personal data when it is necessary to provide services you have requested or to take steps before entering into a contract.

Examples include:

  • Preparing a proposal
  • Setting up a software service
  • Delivering a project
  • Providing support
  • Managing billing or service communication

Legitimate Interests

We may process personal data where it is necessary for our legitimate business interests, provided your rights and freedoms do not override those interests.

Examples include:

  • Responding to business enquiries
  • Improving our website and services
  • Preventing fraud or misuse
  • Maintaining website security
  • Managing business communications
  • Keeping basic customer relationship records

Consent

We may rely on your consent where required.

Examples include:

  • Newsletter subscriptions
  • Certain marketing communications
  • Non-essential cookies
  • Optional promotional updates

You can withdraw your consent at any time.

Legal Obligation

We may process personal data when required by law.

Examples include:

  • Tax records
  • Accounting records
  • Company compliance
  • Legal requests
  • Regulatory obligations

Cookies and Tracking Technologies

Our website may use cookies and similar technologies.

Cookies are small files stored on your device when you visit a website. They help websites function properly and improve user experience.

We may use cookies for:

  • Website functionality
  • Security
  • Remembering preferences
  • Website analytics
  • Performance improvement
  • Understanding visitor behaviour
  • Marketing or advertising measurement, where applicable

Some cookies are necessary for the website to work. Other cookies, such as analytics or marketing cookies, may require your consent.

You can control or disable cookies through your browser settings. However, disabling cookies may affect some website features.

Analytics and Website Improvement

We may use analytics tools to understand how people use our website.

Analytics data may help us understand:

  • Which pages visitors view
  • How visitors find our website
  • Which devices and browsers are used
  • How visitors interact with website content
  • Whether website pages are working properly

Where possible, analytics data is used in an aggregated or non-identifying way.

Marketing Communications

We may send marketing communications about our services, updates, offers, or business information where permitted by law.

You may receive marketing from us if:

  • You have given consent
  • You are an existing customer and the message relates to similar services
  • We have another lawful basis to contact you

You can unsubscribe or opt out of marketing communications at any time by contacting us or using the unsubscribe option provided in our messages.

We will not sell your personal information to third parties for marketing.

Sharing Your Personal Information

We do not sell, rent, or trade your personal information.

We may share your personal information only where necessary, such as with:

  • Website hosting providers
  • Email and communication providers
  • CRM or ERP service providers
  • Odoo or software support providers
  • Payment processors
  • Accounting or bookkeeping providers
  • Analytics providers
  • Security and fraud prevention providers
  • Cloud storage providers
  • Professional advisers, such as accountants or legal advisers
  • Government, tax, regulatory, or law enforcement authorities where required by law

Any third party that processes personal data on our behalf must handle it securely and only for the agreed purpose.

Client Data and Software Services

As part of our software, ERP, CRM, automation, Odoo, website, or IT consultancy services, clients may provide us with business data that contains personal information.

This may include customer, employee, supplier, enquiry, sales, invoice, or operational data.

In many cases:

  • The client remains the data controller.
  • We act as a data processor.
  • We process the data only to provide agreed services.
  • We do not use client data for our own unrelated purposes.
  • We follow the client’s lawful instructions, unless required otherwise by law.

Where required, data processing terms may be included in a separate agreement between the client and us.

International Data Transfers

Some of our service providers may store or process personal data outside the United Kingdom.

Where personal data is transferred internationally, we take steps to ensure appropriate safeguards are in place. These may include:

  • Using providers located in countries with adequate data protection standards
  • Using appropriate contractual safeguards
  • Reviewing provider privacy and security practices
  • Limiting access to personal data where possible

How We Protect Your Information

We take reasonable technical and organisational measures to protect personal information.

These may include:

  • SSL/HTTPS website security
  • Access control
  • Password protection
  • Secure cloud systems
  • Limited access to personal data
  • Staff or contractor confidentiality controls
  • Regular backups, where applicable
  • System monitoring
  • Security updates
  • Data minimisation

However, no online system, email transmission, or electronic storage method can be guaranteed to be completely secure.

How Long We Keep Your Information

We keep personal information only for as long as necessary for the purpose it was collected.

Retention periods may vary depending on the type of information.

Examples:

  • General enquiries may be kept for up to 12 months.
  • Customer and project records may be kept for the duration of the relationship and for a reasonable period afterwards.
  • Accounting, invoice, and tax-related records may be kept for up to 6 years where required for legal, tax, or accounting purposes.
  • Marketing records may be kept until you unsubscribe or ask us to remove your details.
  • Support records may be kept for a reasonable period to manage service quality and future support.

When personal data is no longer needed, we will securely delete, anonymise, or archive it where appropriate.

Your Data Protection Rights

Under UK data protection law, you may have the following rights:

Right of Access

You can request a copy of the personal data we hold about you.

Right to Rectification

You can ask us to correct inaccurate or incomplete personal data.

Right to Erasure

You can ask us to delete your personal data in certain circumstances.

Right to Restrict Processing

You can ask us to limit how we use your personal data in certain situations.

Right to Object

You can object to certain types of processing, including processing based on legitimate interests or direct marketing.

Right to Data Portability

You can ask to receive your personal data in a structured, commonly used, machine-readable format where applicable.

Right to Withdraw Consent

Where we rely on consent, you can withdraw your consent at any time.

To exercise any of these rights, please contact us at:

Email: [Insert Business Email Address]

We may need to verify your identity before responding to your request.

Complaints

If you have concerns about how we handle your personal information, please contact us first so we can try to resolve the issue.

You also have the right to complain to the UK data protection regulator:

Information Commissioner’s Office

Website: https://ico.org.uk/

Phone: 0303 123 1113

Providing Personal Information

In some cases, we need certain personal information to provide our services.

For example, we may need your name, email address, company details, project requirements, billing information, or technical access details to respond to enquiries or deliver services.

If you do not provide the required information, we may not be able to:

  • Respond to your enquiry
  • Provide a quote
  • Deliver requested services
  • Set up or support your software
  • Process payments or invoices
  • Meet legal or contractual obligations

Automated Decision-Making

We do not normally use personal data for automated decision-making that produces legal or similarly significant effects.

If this changes in the future, we will update this Privacy Policy and explain how such processing works.

Children’s Privacy

Our website and services are intended for businesses and adults.

We do not knowingly collect personal information from children under the age of 13.

If you believe a child has provided us with personal information, please contact us and we will take appropriate steps to delete it where required.

Third-Party Website Links

Our website may contain links to third-party websites, platforms, or services.

We are not responsible for the privacy practices, security, or content of third-party websites.

We recommend reviewing the privacy policy of any external website you visit.

Payment Information

If we accept online payments, payments may be processed by third-party payment providers.

We do not usually store full card details on our own systems. Payment providers may process payment data according to their own privacy and security policies.

We may keep transaction records, invoices, and payment confirmations for accounting, tax, legal, and business administration purposes.

Business Transfers

If our business is reorganised, sold, merged, or transferred, personal information may be transferred as part of that process.

If this happens, we will take reasonable steps to ensure your personal data continues to be protected.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time.

Updates may be made to reflect:

  • Changes in our services
  • Changes in website features
  • Changes in legal requirements
  • Changes in business operations
  • Changes in third-party providers

The updated version will be published on this page with a revised “Last Updated” date.

Contact Us

If you have any questions about this Privacy Policy or how we handle your personal information, please contact us:

ORBIT MEDIA SOLUTIONS LIMITED

Trading as: OrbiterPhub

Company Number: 14933458

Registered Office: Kirkdale House, Kirkdale Road, London, England, E11 1HP

Website: https://www.orbiterphub.com/

Email: info@orbitmediasolutions.com