How Orbit handles and protects your data
Orbit Scheduling, operated by DCR LLC, an Illinois limited liability company (“we,” “our,” or “us”), operates a real-time collaborative scheduling platform (the “Service”). This Privacy Policy describes how we collect, use, disclose, and protect your personal information when you use our Service.
We are committed to protecting your privacy and handling your data with transparency. This policy applies to all users of Orbit, including schedule owners, editors, site leads, and viewers. The Service supports multiple industry verticals including healthcare, restaurant, fitness, education, and dental scheduling.
If you subscribe to a paid plan, payment processing is handled entirely by Stripe, Inc. We do not receive or store your full credit card number, bank account details, or other sensitive payment credentials. Stripe provides us with limited information such as the last four digits of your card, card brand, and billing cycle details to display in your account. Stripe’s handling of your payment data is governed by Stripe’s Privacy Policy.
We use the information we collect to:
We share information with the following third-party providers solely to operate the Service. We do not sell your personal information to any third party.
| Provider | Purpose | Data Shared | Notes |
|---|---|---|---|
| Google Cloud / Firebase | Infrastructure, authentication, data storage, push notifications (FCM) | Service data hosted on Google Cloud (Realtime Database, Cloud Functions, Cloud Storage, FCM) (encrypted at rest and in transit) | A Google Cloud BAA and Cloud Data Processing Addendum are in place for the project. Certain Google Cloud services used by Orbit are BAA-covered and others are not; Orbit does not place regulated health information on non-covered services. Orbit does not represent that all Service data resides within BAA-covered scope. |
| Anthropic (Claude) | AI schedule generation, chat (HAL), optimization, compliance validation | Schedule context: staff names, roles, preferences, shift patterns, user queries, skill profiles | API inputs not used for model training per Anthropic policy. In addition, Orbit does not use Customer Content or Usage Data to train, retrain, fine-tune, or develop any artificial-intelligence or machine-learning model. |
| Stripe | Payment processing, subscription billing | Email address, billing plan selection. Full payment credentials handled by Stripe directly. | PCI DSS Level 1 compliant. Orbit never receives full card numbers. |
| Twilio | SMS notifications | Phone number (E.164), message body with schedule details | Opt-in required. Users can opt out anytime. |
| SendGrid | Email notifications, weekly briefings, onboarding drip emails | Email address, schedule summary, weather, commute data | TLS 1.2+ encrypted in transit. CAN-SPAM compliant with one-click unsubscribe. |
| Open-Meteo | Weather forecasts | Clinic city/location name | No personal data transmitted |
| OpenStreetMap / OSRM | Geocoding, commute routing | Clinic address, home address (if provided) | Open-source services. No accounts or tracking. The commute-estimate feature is optional and user-initiated. When a user requests a commute estimate, the user’s home address is sent from the user’s browser directly to OpenStreetMap to convert it into map coordinates; this address is not transmitted through or stored on Orbit’s servers for this purpose. Only the commute feature transmits a home address to a third party. The weather feature uses only a city-level location (the clinic or site set by an administrator) and does not use any personal address. |
| Sentry | Application error monitoring and diagnostics | Error and diagnostic data, with identifiers and content scrubbed before transmission | No advertising or analytics tracking; used solely for reliability and debugging |
If you opt in to Orbit text messages, your mobile number and your consent to receive texts are used only to deliver the messages described in our SMS program (schedule coverage requests, pickup offers, call-trade requests, reply confirmations, and one-time verification codes) and to recognize your replies. Mobile information and text messaging consent will not be shared with or sold to third parties or affiliates for marketing or promotional purposes. Text messages are transmitted through Twilio solely as our delivery provider. You may opt out at any time by replying STOP to any message or by unlinking your phone in your account settings.
The Service is hosted on Google Cloud Platform. A HIPAA Business Associate Agreement (BAA) and Cloud Data Processing Addendum (CDPA) are in place with Google Cloud for the Service’s infrastructure. Not all Google Cloud services are BAA-covered; Orbit keeps regulated health information out of non-covered services.
You have the right to request a complete export of your personal data. Orbit provides a data export function that gathers your profile, preferences, availability, PTO records, and chat history.
You have the right to request deletion of your personal data. Upon request, Orbit deletes or anonymizes it as described in 7.4 (Account Deletion). Your practice keeps its schedule history, which continues to show your name on past schedules; a practice owner can remove your roster entry. Schedule owners may also delete individual team member data. All deletions are logged with a timestamp and the identity of the requester.
You can delete your account yourself from Settings → Account → “Delete your account”, or by contacting support@orbitscheduling.com. If you are the only owner of a schedule, you will be asked to transfer ownership or delete that schedule first so your practice is not left without an owner. On account deletion, your sign-in record is deleted; your contact details, home address, birthday, emergency contact, accommodation and dietary notes, and your assistant conversation history are erased; and on your time-off and other requests and in change logs, your name is replaced with “[deleted]”. Your photo, any credential files attached to you, and files you sent in chat are deleted from file storage and from our nightly copy of it. Earlier backup snapshots of the affected schedules are retired at the same time. One copy cannot be edited person by person: the nightly disaster-recovery export of the whole database. Those exports are deleted after 30 days, and if we ever restore from one, logged deletions are applied again as part of the restore. Your practice retains its schedule history — the record of who was scheduled where and when — which continues to show your name on its roster and on past schedules; a practice owner can remove your roster entry. The deletion is logged with a timestamp.
Orbit does not use cookies for advertising, analytics, or cross-site tracking. The Service uses:
We do not use Google Analytics, Facebook Pixel, or any third-party tracking or advertising technologies.
The Service is a workforce product offered to organizations and is not intended for personal use by children. As a condition of eligibility, the Service may not be used by, and no account may be created for, any individual under the age of 18. We do not knowingly collect personal information from children under 13 (the threshold under the Children’s Online Privacy Protection Act). If we learn that we have collected information from a child under 13, we will take steps to delete that information promptly.
Orbit is designed as a scheduling and workforce management tool. It handles operational data (staff names, shift assignments, contact information, credentials, training metrics) rather than clinical or patient health information.
A HIPAA Business Associate Agreement is in place with Google Cloud for our infrastructure. Orbit processes only operational workforce-scheduling data and does not handle Protected Health Information by design, and is therefore not a HIPAA business associate. If your organization requires Orbit to function as a Business Associate under HIPAA, please contact us to discuss whether a separate Business Associate Agreement is appropriate.
The Service is hosted in the United States. If you access the Service from outside the United States, you consent to the transfer of your information to the United States. We comply with applicable data protection requirements, including the EU GDPR for users in the European Economic Area. The Google Cloud Data Processing Addendum (CDPA) with Standard Contractual Clauses has been accepted for cross-border data transfers.
We may update this Privacy Policy from time to time. We will notify you of material changes by posting the updated policy on our website and updating the “Effective Date.” Your continued use of the Service after changes are posted constitutes acceptance of the revised policy.
If you have questions about this Privacy Policy or wish to exercise your data rights, please contact:
Orbit Scheduling (DCR LLC)
Email: support@orbitscheduling.com
Website: https://app.orbitscheduling.com
Data Protection Inquiries: privacy@orbitscheduling.com