Privacy Policy

Orbit AI LLC ("Orbit", "we", "us" or "our") develops scheduling software for dental practices and aesthetic clinics. This Privacy Policy explains how we handle personal information in connection with our website, business inquiries and services.

When a clinic uses Orbit to manage appointment communications, the clinic determines why and how patient information is used. Our handling of that information is subject to the clinic’s instructions and the applicable service and data-protection agreements. This policy does not replace the clinic’s own privacy notice.

• Information you submit. A demo request includes your name, email address, clinic name and clinic type. We may also receive information you choose to send in an email or other business correspondence.
• Clinic and service information. When a clinic uses the service, we may handle business contact details, account information and scheduling preferences needed to provide it.
• Patient information. Depending on the agreed service, a clinic may provide patient contact details, appointment availability and communication records needed to coordinate appointments.
• Technical information. Website and service providers may process information such as IP addresses, browser details and diagnostic logs to operate and protect the website.

Please do not include patient records, medical histories or other sensitive health information in the website demo form or a general inquiry.

We use information to respond to inquiries, arrange demonstrations, communicate with clinics, deliver agreed services, investigate technical issues, prevent misuse and meet applicable legal obligations.

Patient information is used to support clinic-directed appointment communications, not to provide medical advice or make clinical decisions. A clinic remains responsible for patient care and the suitability of an appointment.

We do not sell personal information. We may share information with service providers that support hosting, communications and other functions needed to operate the service, and with professional advisers where necessary.

Information may also be disclosed when required by law, to respond to lawful requests, to protect rights or safety, or in connection with a business transfer, subject to applicable legal requirements. Patient information must be handled in accordance with the relevant clinic agreement.

Appointment-related information may be sensitive or protected under healthcare privacy laws. The requirements that apply depend on the clinic, the information involved and the service being provided.

Where our work involves protected health information subject to HIPAA, the required Business Associate Agreement and appropriate safeguards must be in place before that information is shared with Orbit. This website policy is not a Business Associate Agreement or a statement of HIPAA certification.

Patients with questions about an appointment, access to health records or a clinic’s use of their information should contact that clinic first. We assist clinics with privacy requests as required by our agreements and applicable law.

Security responsibilities and safeguards for clinic data are addressed in the applicable service and data-protection agreements. No website, transmission method or storage system can be guaranteed completely secure.

If you believe information has been exposed or a service has been misused, contact info@orbitfill.com. Do not send sensitive patient details in the initial email.

Retention depends on the purpose for which information was collected, our agreements with clinics and applicable legal requirements. Information may need to be retained to meet legal obligations, resolve disputes or maintain necessary business records.

You may contact us to request deletion of information you submitted directly. Requests involving clinic-controlled patient data should be directed to the clinic. Applicable legal obligations and agreement terms may limit deletion.

Depending on your location and the applicable law, you may have rights to request access, correction, deletion or a copy of your personal information, or to object to or restrict certain uses. Where processing is based on consent, you may have the right to withdraw it.

Send a request to info@orbitfill.com. We may need to verify your identity before responding. Please describe your request without including unnecessary sensitive information. You may also have a right to contact your local privacy regulator.

To stop appointment text messages, follow the opt-out instructions in the message or contact your clinic. Opting out does not cancel an appointment; contact the clinic about any scheduling changes.

The website and supporting services may use cookies or similar browser storage for essential functions. You can manage cookies through your browser settings; blocking them may affect some functions.

External websites and services have their own privacy practices. This policy does not govern information you provide directly to another website or to your clinic.

Orbit AI LLC is based in the United States. Depending on the service providers and arrangements involved, information may be processed in the United States or other countries. Applicable safeguards for clinic data should be addressed in the relevant data-protection agreement.

Our website is directed to business users, not children. If you believe a child has submitted personal information through the website, contact us. Patient information concerning minors, if handled under a clinic agreement, remains subject to that clinic’s instructions and applicable law.

We may revise this policy as our services or legal obligations change. The date at the top identifies the latest revision. Where required by law or our agreements, we will provide additional notice of material changes.

For privacy questions or requests, contact: