Privacy Policy

Last updated: March 2026

Who We Are

Orion AI is a UK and US-based AI agency providing chatbots, voice agents, and sales automation tools for businesses. Our website is get-orionai.com.

Data Controller: Orion AI, 65151 N. Klamm Rd, Apt 719, Parkville, 54151, United States.
Email: [email protected]

What Data We Collect

When you interact with our website or our AI assistant Emma, we may collect the following personal information:

  • Your name
  • Your email address
  • Your phone number
  • Your business name and type

We only collect this when you voluntarily provide it - for example by filling in a contact form, speaking with our AI assistant, or booking a call with us.

We do not currently use cookies or website analytics tools. We do not track your browsing behaviour.

Why We Collect It

We collect your information to:

  • Respond to your enquiry or request
  • Provide information about our services
  • Contact you about a potential or existing business relationship
  • Book and manage discovery calls or meetings

We do not use your data for marketing to third parties and we do not sell your data to anyone.

Legal Basis for Processing (GDPR)

For users in the UK and European Union, we process your personal data on the following legal bases:

  • Legitimate interests - to respond to business enquiries and manage client relationships.
  • Consent - where you have voluntarily submitted your information to us.
  • Contract - where processing is necessary to deliver services you have requested.

How We Store Your Data

When you interact with our website or AI assistant, the information you provide is processed through our automation workflows (n8n) and stored in a secure Google Sheet accessible only to the Orion AI team. Our automation workflows run on a private server in Helsinki, Finland. Access to our systems and data is restricted to authorised members of the Orion AI team only.

Enquiry and lead data is retained for up to 24 months. If you become a client, your data is retained for the duration of our relationship and up to 3 years after it ends. You can request deletion at any time.

Third-Party Services

To operate our business we use the following third-party services which may process your data:

  • Anthropic Claude API - powers our AI assistant. Anthropic do not use API data to train their models and your conversations are not used for AI training purposes.
  • OpenRouter - API routing service used to access AI models.
  • Vapi - voice agent platform.
  • Telnyx - telephony provider for phone numbers.
  • n8n - workflow automation tool.
  • Vercel - website hosting.
  • Google Sheets and Google Calendar - used internally to manage leads and appointments.
  • Stripe - payment processing, handles payment data independently.
  • Zoho Mail - email service provider.

All third-party providers are required to handle your data in accordance with applicable data protection law.

International Data Transfers

Some of our third-party providers operate outside the UK and European Economic Area. Where this is the case we ensure appropriate safeguards are in place including Standard Contractual Clauses or equivalent mechanisms in line with UK GDPR and EU GDPR requirements.

AI and Automated Processing

Our website uses an AI chatbot and an AI voice agent to handle initial enquiries. These tools collect the information you provide during the conversation and pass it to our team. No solely automated decisions with legal or significant effects are made about you based on these interactions. A member of our team reviews all leads and enquiries personally.

Your Rights

Under UK GDPR and EU GDPR you have the following rights:

  • Right to access - request a copy of the data we hold about you.
  • Right to rectification - ask us to correct inaccurate data.
  • Right to erasure - ask us to delete your data.
  • Right to restrict processing - ask us to limit how we use your data.
  • Right to data portability - request your data in a portable format.
  • Right to object - object to us processing your data.

To exercise any of these rights contact us at [email protected]. We will respond within 30 days.

If you are unhappy with how we handle your data you have the right to lodge a complaint with the UK Information Commissioner's Office at ico.org.uk or your local supervisory authority if you are based in the EU.

US Residents

While there is currently no single federal privacy law in the United States, a growing number of states have enacted their own data privacy legislation. Regardless of which US state you are in, Orion AI is committed to handling your personal data responsibly and transparently.

You have the right to know what personal information we collect about you and why. You have the right to request access to, correction of, or deletion of your personal data. You have the right to opt out of the sale of your personal information. We do not sell personal information to third parties under any circumstances.

California residents have specific rights under the California Consumer Privacy Act (CCPA). To exercise any of your rights, please contact us at [email protected] and we will respond within 30 days.

Changes to This Policy

We may update this policy from time to time. Any changes will be posted on this page with an updated date. We encourage you to review it periodically.

Contact

For any questions or concerns about this privacy policy or how we handle your data:

Orion AI
65151 N. Klamm Rd, Apt 719, Parkville, 54151, United States
[email protected]
get-orionai.com