OrbitCare

Privacy Policy

Last updated June 22, 2026

This Privacy Policy for OrbitCare ('we', 'us', or 'our') describes how and why we might access, collect, store, use, and/or share ('process') your personal information when you use our services ('Services'), including when you:

• Visit our website at https://orbitcare.ca or any website of ours that links to this Privacy Policy
• Download and use our mobile application (OrbitCare), or any other application of ours that links to this Privacy Policy
• Use OrbitCare. OrbitCare is a care documentation platform for residential care organizations in western Canada. It enables staff to record daily logs, incident reports, contact notes, and client care plans
• Engage with us in other related ways, including any marketing or events

Questions or concerns? Reading this Privacy Policy will help you understand your privacy rights and choices. If you do not agree with our policies and practices, please do not use our Services. If you still have any questions or concerns, please contact us at privacy@orbitcare.ca.

SUMMARY OF KEY POINTS

This summary provides key points from our Privacy Policy. You can find more details by using the table of contents below.

What personal information do we process? When you visit, use, or navigate our Services, we may process personal information depending on how you interact with us and the choices you make.

Do we process any sensitive personal information? We do not collect sensitive personal information from our users. Information about care clients entered into the platform by staff is processed on behalf of, and remains the property of, the organization.

Do we collect any information from third parties? We do not collect any information from third parties.

How do we process your information? We process your information to provide, improve, and administer our Services, communicate with you, for security and fraud prevention, and to comply with law.

In what situations and with which parties do we share personal information? We may share information in specific situations and with specific third parties including Anthropic, Resend, Supabase, and Vercel.

How do we keep your information safe? We have organisational and technical processes in place to protect your personal information. However, no electronic transmission over the internet can be guaranteed to be 100% secure.

What are your rights? Depending on where you are located, applicable privacy law may mean you have certain rights regarding your personal information.

How do you exercise your rights? Contact us at privacy@orbitcare.ca. We will consider and act upon any request in accordance with applicable data protection laws.

1. WHAT INFORMATION DO WE COLLECT?

Personal information you disclose to us

In Short: We collect personal information that you provide to us.

We collect personal information that you voluntarily provide to us when you register on the Services, express an interest in obtaining information about us or our products and Services, when you participate in activities on the Services, or otherwise when you contact us.

Personal Information Provided by You. The personal information we collect may include the following:

• Names
• Email addresses
• Job titles
• Usernames
• Passwords
• Contact or authentication data
• Organization name

Application Data. If you use our application(s), we may also collect the following information:

Push Notifications. We may request to send you push notifications regarding your account or certain features of the application(s). If you wish to opt out from receiving these types of communications, you may turn them off in your device's settings.

All personal information that you provide to us must be true, complete, and accurate, and you must notify us of any changes to such personal information.

2. HOW DO WE PROCESS YOUR INFORMATION?

In Short: We process your information to provide, improve, and administer our Services, communicate with you, for security and fraud prevention, and to comply with law.

We process your personal information for a variety of reasons, including:

• To facilitate account creation and authentication and otherwise manage user accounts.
• To deliver and facilitate delivery of services to the user.
• To respond to user inquiries and offer support to users.
• To send administrative information to you.
• To enable user-to-user communications.
• To evaluate and improve our Services, products, marketing, and your experience.
• To comply with our legal obligations.
• To generate AI-assisted summaries of care documentation on behalf of the user's organization. OrbitCare uses Anthropic's AI services to generate monthly report summaries from care documentation entered by staff. This processing occurs server-side and is initiated by authorized users within their organization.

3. WHAT LEGAL BASES DO WE RELY ON TO PROCESS YOUR INFORMATION?

In Short: We only process your personal information when we believe it is necessary and we have a valid legal reason to do so under applicable law.

We may process your information if you have given us specific permission (express consent) to use your personal information for a specific purpose, or in situations where your permission can be inferred (implied consent). You can withdraw your consent at any time.

In some exceptional cases, we may be legally permitted under applicable law to process your information without your consent, including for fraud detection and prevention, business transactions, legal obligations, and other circumstances permitted under Canadian privacy law.

4. WHEN AND WITH WHOM DO WE SHARE YOUR PERSONAL INFORMATION?

In Short: We may share information in specific situations and with the following third parties.

The third parties we may share personal information with are as follows:

• AI Service Providers: Anthropic
• Communicate & Chat with Users: Resend
• Functionality & Infrastructure Optimization: Supabase
• Website Hosting: Vercel

Business Transfers. We may share or transfer your information in connection with, or during negotiations of, any merger, sale of company assets, financing, or acquisition of all or a portion of our business to another company.

Other Users. When you share personal information or otherwise interact with the Services, other users within your organization will be able to view your name and activity within shared documentation and communications.

5. DO WE OFFER ARTIFICIAL INTELLIGENCE-BASED PRODUCTS?

In Short: We offer products, features, or tools powered by artificial intelligence.

As part of our Services, we offer AI-powered tools designed to enhance your experience. We provide these AI Products through Anthropic. Your input and personal information will be shared with and processed by Anthropic to enable your use of our AI Products.

Our AI Products are designed for: AI document generation (monthly care report summaries).

How to Opt Out: Users can opt out of AI-assisted report generation by contacting their organization administrator, who can disable this feature at the organization level.

6. HOW LONG DO WE KEEP YOUR INFORMATION?

In Short: We keep your information for as long as necessary to fulfil the purposes outlined in this Privacy Policy unless otherwise required by law.

We will only keep your personal information for as long as it is necessary for the purposes set out in this Privacy Policy, unless a longer retention period is required or permitted by law. We keep your information for as long as you have an active account with us.

When we have no ongoing legitimate business need to process your personal information, we will either delete or anonymise such information, or securely store it and isolate it from any further processing until deletion is possible.

7. HOW DO WE KEEP YOUR INFORMATION SAFE?

In Short: We aim to protect your personal information through a system of organisational and technical security measures.

We have implemented appropriate and reasonable technical and organisational security measures designed to protect the security of any personal information we process. However, no electronic transmission over the Internet or information storage technology can be guaranteed to be 100% secure. You should only access the Services within a secure environment.

8. DO WE COLLECT INFORMATION FROM MINORS?

In Short: We do not knowingly collect data from or market to children under 18 years of age.

We do not knowingly collect, solicit data from, or market to children under 18 years of age. By using the Services, you represent that you are at least 18 years of age. If we learn that personal information from users less than 18 years of age has been collected, we will deactivate the account and take reasonable measures to promptly delete such data. If you become aware of any such data, please contact us at privacy@orbitcare.ca.

9. WHAT ARE YOUR PRIVACY RIGHTS?

In Short: In some regions, such as Canada, you have rights that allow you greater access to and control over your personal information.

In Canada, you have certain rights under applicable data protection laws. These may include the right to request access to and obtain a copy of your personal information, to request rectification or erasure, to restrict the processing of your personal information, and to data portability.

Withdrawing your consent

If we are relying on your consent to process your personal information, you have the right to withdraw your consent at any time by contacting us using the contact details provided below.

Account Information

To review or change the information in your account or terminate your account, contact us using the contact information provided. Upon your request to terminate your account, we will deactivate or delete your account and information from our active databases.

If you have questions or comments about your privacy rights, you may email us at privacy@orbitcare.ca.

10. CONTROLS FOR DO-NOT-TRACK FEATURES

Most web browsers and some mobile operating systems include a Do-Not-Track ('DNT') feature or setting. At this stage, no uniform technology standard for recognising and implementing DNT signals has been finalised. As such, we do not currently respond to DNT browser signals.

11. DATA PROCESSING ON BEHALF OF CARE ORGANIZATIONS

OrbitCare processes personal information about care clients on behalf of the organizations that use our platform. This information is entered by authorized staff and remains the property of the organization. OrbitCare acts as a data processor in this capacity and does not use client care data for any purpose beyond providing the contracted service. Organizations are responsible for ensuring they have obtained appropriate consent and authority to store client information on the OrbitCare platform in accordance with applicable provincial legislation, including Alberta PIPA, BC PIPA, and FOIP where applicable.

12. ARTIFICIAL INTELLIGENCE AND CARE DOCUMENTATION

OrbitCare uses Anthropic's AI services to generate summaries of care documentation at the request of authorized staff. This processing occurs server-side only. No care client data is used to train AI models. Organizations may disable AI-assisted features by contacting their administrator or by reaching out to privacy@orbitcare.ca.

13. STAFF ACCESS AND AUDIT LOGGING

OrbitCare maintains audit logs of significant actions taken within the platform, including record creation, modification, and deletion. Access to care documentation is restricted to authorized staff within the same organization. OrbitCare administrators may access organizational data solely for the purposes of technical support, security monitoring, and service maintenance.

14. DO WE MAKE UPDATES TO THIS NOTICE?

In Short: Yes, we will update this notice as necessary to stay compliant with relevant laws.

We may update this Privacy Policy from time to time. The updated version will be indicated by an updated date at the top of this Privacy Policy. If we make material changes, we may notify you either by prominently posting a notice or by directly sending you a notification. We encourage you to review this Privacy Policy frequently.

15. HOW CAN YOU CONTACT US ABOUT THIS NOTICE?

If you have questions or comments about this notice, you may email us at privacy@orbitcare.ca or contact us by post at:

OrbitCare, Edmonton, Alberta, Canada.

16. HOW CAN YOU REVIEW, UPDATE, OR DELETE THE DATA WE COLLECT FROM YOU?

Based on the applicable laws of your country, you may have the right to request access to the personal information we collect from you, correct inaccuracies, or delete your personal information. To request to review, update, or delete your personal information, please contact us at privacy@orbitcare.ca.