Privacy policy
Last updated: 10/28/2025
1. Introduction
OrbityTrack (“we,” “us,” or “our”) is committed to safeguarding your privacy and ensuring transparency in how we handle your data. This Privacy Policy explains how we collect, use, store, and protect your personal and work-related information when you access or use our time tracking and productivity management platform (the “Platform”).
The Policy applies to all users of OrbityTrack’s website, client portal, distributor portal, and related services. By creating an account or using the Platform, you agree to the terms described in this Privacy Policy.
Our goal is to help businesses improve productivity, accountability, and efficiency while maintaining the highest respect for user privacy and data security.
2. Information We Collect
We collect information to provide, operate, and enhance our services responsibly. The types of data we collect depend on your use of the Platform and the features you enable.
a. Information You Provide Directly
When you create an account or use the Platform, you may provide:
Account Details: Name, email address, password, business name, and workspace information.
Contact Information: Company address, phone number, or other contact details for support or billing.
Billing Information: Payment and transaction details processed securely by third-party payment gateways.
Profile Data: Job title, department, or user role within your workspace.
Communications: Messages or attachments sent to our support, feedback, or sales teams.
Custom Input Data: Notes, task names, or project labels you manually create inside the Platform.
b. Automatically Collected Information
When you use OrbityTrack, our system automatically collects technical and usage information to ensure performance and reliability, including:
Device Information: Device type, operating system, app version, IP address, and browser type.
Log Data: Login timestamps, session duration, performance logs, and technical errors.
Usage Metrics: Page views, clicks, and interactions within the dashboard and reports.
Cookies and Tracking Tools: Data to maintain sessions, remember preferences, and optimize your experience (see Section 10).
c. Productivity and Activity Data
As part of our core service, OrbityTrack may collect:
Time Entries: Work hours, start/stop times, and manual adjustments made by the user.
Screenshots: Captures of the active screen at periodic intervals.
App and URL Tracking: Foreground applications and website titles to analyze productivity.
Activity Levels: Aggregate keyboard and mouse activity to identify active versus idle time.
Important:
We do not record keystroke content or personal text input.
While OrbityTrack includes audio activity tracking features, it is used solely for analytical purposes. The system does not capture, record, transmit, or store the content of any conversations or audio communications.
Screenshots, app tracking, and activity levels are visible to your workspace administrators.
These features exist solely to provide transparency and productivity insights within your organization.
3. How We Use Your Information
We use collected data exclusively to provide and enhance OrbityTrack’s services. Typical uses include:
Account Creation and Management: To register accounts, authenticate logins, and maintain security.
Service Delivery: To track time, process screenshots, generate productivity analytics, and produce reports.
Billing and Transactions: To process payments, issue invoices, and confirm successful renewals.
Customer Support: To respond to requests, troubleshoot technical issues, and improve service quality.
Product Development: To analyze aggregated usage data and refine features, speed, and user experience.
Security and Fraud Prevention: To detect suspicious activity, enforce access control, and prevent misuse.
Communication: To send system notifications, billing confirmations, and essential updates related to your account.
Compliance and Enforcement: To enforce our Terms of Use and maintain operational integrity.
We do not sell or rent personal information to third parties under any circumstances.
4. Data Storage and Retention
OrbityTrack stores data on secure cloud infrastructure with reliable providers. Data is retained only as long as necessary for the purposes described in this Policy or as required for operational, billing, or backup needs.
Typical retention periods include:
Account and Profile Information: Retained as long as your account remains active.
Time Tracking Data and Reports: Retained for the duration defined by your subscription plan’s data retention benefits.
Screenshots: Retained according to the data retention limits established by your chosen subscription plan.
Billing and Transaction Records: Retained as required for tax, audit, and accounting purposes.
Support Communications: Retained to maintain service history and improve support efficiency.
When an account is deleted, OrbityTrack follows a structured removal process to erase or anonymize data from active systems and backups within a reasonable time frame.
5. Data Security
Your security is our highest priority. We implement administrative, technical, and physical safeguards to protect your data, including:
Encryption of data in transit and at rest.
Secure data centers with limited access controls.
Password hashing and authentication protection.
Continuous monitoring and infrastructure updates.
Internal access restricted to authorized personnel only.
Although no online service can guarantee absolute protection, OrbityTrack continuously strengthens its defenses and conducts internal audits to prevent unauthorized access, loss, or misuse of data.
6. Account Management and User Control
You can manage your personal and workspace data through the account dashboard. Depending on your permissions, you may:
View or edit profile details.
Change password or login credentials.
Review time entries and activity logs.
If you close your account, OrbityTrack will remove personal identifiers from the system and retain minimal records required for compliance and audit purposes.
7. Data Sharing and Disclosure
OrbityTrack limits information sharing to what is strictly necessary to operate and support the Platform.
a. Service Providers
We use reputable third-party vendors for:
Cloud hosting and infrastructure management.
Payment processing.
System analytics and security monitoring.
These vendors are contractually required to maintain confidentiality and handle data solely for the purposes specified by OrbityTrack.
b. Within Your Organization
Workspace administrators may access user-generated data such as time logs, screenshots, and activity summaries, depending on the organization’s settings.
c. Business Continuity
In the event of a merger, acquisition, or company restructuring, data may be transferred under equal privacy and confidentiality safeguards.
d. Legal Obligations
We may disclose information if required to:
Respond to lawful requests by public authorities.
Comply with a valid court order or legal process.
Protect the safety and rights of OrbityTrack, its users, or the public.
We do not share personal data with advertisers or for marketing resale.
8. Time Tracking and Monitoring Features
OrbityTrack’s functionality is built to increase transparency and productivity within organizations. These features are configurable and visible to users.
a. Screenshots
Screenshots are captured periodically to verify task focus and improve accountability.
Images are securely stored and viewable only by authorized workspace administrators.
Screenshot retention periods are determined by the data retention limits included in each subscription plan.
b. Audio Tracking
Audio activity tracking is used solely for analytical purposes to detect when audio input is active during work sessions or meetings.
No voice data or conversation content is captured, recorded, transmitted, or stored by OrbityTrack at any time.
Audio activity metrics are processed only for analytical purposes and are never retained beyond the scope of operational analysis defined by each subscription plan.
c. App and URL Tracking
When enabled, OrbityTrack records foreground application names and visited website titles to provide insight into work patterns.
The system does not capture keystrokes.
Collected data is used for productivity analytics and reporting.
d. Activity Levels
Activity levels are based on aggregate keyboard and mouse interactions during logged time.
We track movement frequency, not text content.
Data helps differentiate active time from idle time.
This metric supports accurate project time reports and accountability.
9. Payment Information
All payment transactions are processed through certified, secure third-party payment processors. OrbityTrack never stores full credit card or banking information.
We retain only transaction metadata such as payment status, invoice number, and billing contact details to confirm completed transactions and maintain records.
Invoices are automatically generated and accessible within your account or sent via email for transparency.
10. Cookies and Tracking Technologies
OrbityTrack uses cookies, local storage, and similar technologies to improve performance and user experience.
We use cookies to:
Keep you signed in between sessions.
Remember preferences and time zone settings.
Measure site and app performance metrics.
Support internal analytics and marketing attribution.
Types of cookies include:
Essential Cookies: Required for secure login and navigation.
Functional Cookies: Remember preferences such as interface language or display settings.
Performance Cookies: Track aggregated usage for improvement.
Analytical Cookies: Help identify product usability trends.
You can manage or disable cookies through your browser, but some features may not function properly if cookies are blocked.
11. Communication Preferences
We may contact you to deliver essential service messages, such as:
Account verification, billing notifications, or password resets.
System updates, downtime alerts, and product changes.
Support responses and transactional confirmations.
You can opt out of marketing emails and newsletters through the unsubscribe link included in such messages. However, essential system notifications cannot be disabled while your account remains active.
12. User Responsibilities
While OrbityTrack takes every precaution to secure your data, users also play a role in protecting their privacy:
Keep account credentials confidential and avoid sharing login details.
Use strong, unique passwords.
Regularly review and manage workspace privacy settings.
Inform your team members about any monitoring features you enable.
By using the Platform, you agree to act responsibly and comply with your organization’s internal privacy and data use policies.
13. Data Accuracy
OrbityTrack relies on users to ensure that account and workspace data remain accurate.
You can update or correct information in your account at any time.
If errors appear in reports or time logs, you may edit or contact your workspace administrator for correction.
14. International Operations
OrbityTrack may store and process information on servers located in multiple regions to ensure reliability and performance.
Regardless of location, all data is managed under consistent privacy and security standards.
Users accessing the Platform from other regions acknowledge that their information may be transferred and processed in countries where OrbityTrack or its partners maintain infrastructure.
15. Third-Party Integrations
You may connect OrbityTrack to other tools (such as project management or communication software).
When you authorize an integration:
OrbityTrack receives tokens or limited profile data necessary to connect.
The third-party provider receives the minimum data needed to perform the integration.
You can disconnect integrations at any time from your account settings.
OrbityTrack is not responsible for data handling practices of third-party services, and their privacy policies govern those interactions.
16. Children’s Privacy
OrbityTrack is intended for professional and business use only.
We do not knowingly collect personal information from individuals under 18 years of age.
If such data is discovered, it will be promptly deleted from our systems.
17. Incident Management
In the unlikely event of a data incident or security breach:
OrbityTrack will promptly investigate and mitigate any identified risks.
Affected users will be notified through appropriate channels if their data integrity is impacted.
We continuously review security logs to identify vulnerabilities before they become threats.
18. Feedback and Suggestions
We encourage users to share ideas, feedback, and suggestions that help us improve the time tracking and productivity management experience.
By submitting feedback, you acknowledge that:
Feedback is voluntary and provided without expectation of compensation or benefit.
OrbityTrack may use suggestions to enhance the Platform at its discretion.
Providing feedback does not grant ownership or financial rights in connection with future product developments.
We value every contribution as part of our ongoing effort to improve user experience and innovation.
19. Updates to This Privacy Policy
OrbityTrack may revise this Privacy Policy periodically to reflect changes in features, technologies, or internal procedures.
When updates occur, the “Last Updated” date at the top will change.
Continued use of the Platform after the effective date of an update constitutes acceptance of the revised Policy.
20. Contact Information
If you have questions, concerns, or requests regarding this Privacy Policy or your data, please contact us:
OrbityTrack Privacy Team