AI Policy

1. Introduction

At Orbit AI, artificial intelligence is a core part of how we help businesses build smarter forms, automate workflows, and engage with their audiences. We believe AI should be used responsibly, transparently, and in ways that respect the rights and expectations of everyone involved.

This AI Policy explains how we use AI across our platform, what data is involved, how we protect that data, and what controls you have. This policy supplements our Privacy Policy, Terms of Service, and GDPR Compliance page.

2. How We Use AI

Orbit AI incorporates artificial intelligence in several areas of the platform to help you work more effectively. The following sections describe each area and the type of processing involved.

2.1 AI Agent Nodes in Workflows

Our workflow automation engine includes AI agent nodes that can analyze, classify, score, and route data as it flows through your workflows. For example, an AI node might evaluate a form submission to determine lead quality, extract key information, or decide which team member should receive a notification. These nodes process data in real-time as workflows execute and apply the logic you configure.

2.2 Form Optimization and Assistance

AI may be used to help you build better forms by suggesting improvements to questions, layout, or structure. This analysis is based on the form configuration you provide and general best practices — it does not access form submission data from your respondents for this purpose.

2.3 AI-Powered Lead Scoring

When enabled in workflows, AI can analyze form submissions and contact data to generate lead scores. These scores are based on the data fields you choose to include and the scoring criteria you configure. Lead scores are intended as a tool to assist your team — not as a replacement for human judgment.

2.4 Conversational AI Communication

Orbit AI offers a conversational AI feature that enables automated, intelligent communication with your contacts and form respondents. This feature allows AI to engage in natural conversations on your behalf — for purposes such as qualifying leads, answering questions, scheduling meetings, or collecting additional information.

This feature is strictly opt-in. It is only activated when:

• You, as the account holder, explicitly enable and configure conversational AI for specific workflows, sequences, or contact interactions
• Your end users or contacts have been informed that they may be communicating with an AI system
• Appropriate consent mechanisms are in place as required by applicable law

Conversations handled by AI are clearly associated with your account and are subject to the same data protection measures as all other data on the platform. End users may opt out of AI-powered communication at any time.

2.5 Sequence Automation

AI may be used within email and SMS sequence features to personalize message content, optimize send times, or adjust communication cadence based on engagement signals. When AI is involved in outbound messaging, it operates within the parameters you define and the contact lists you manage.

3. Data Used by AI Features

AI features on Orbit AI may process the following types of data, depending on which features you enable:

• Form submission data: Responses submitted through your forms, including text fields, selections, and uploaded files
• Contact information: Names, email addresses, phone numbers, and other contact fields you have stored in Orbit AI
• Workflow configuration: The logic, conditions, and parameters you define in your workflows
• Conversation history: When conversational AI is enabled, the content of messages exchanged between the AI and your contacts
• Engagement data: Open rates, click rates, and response patterns used to optimize communication timing

AI features do not access your payment information, authentication credentials, or internal team communications unless explicitly required by a feature you configure.

4. Third-Party AI Providers

To deliver AI capabilities, Orbit AI uses third-party AI model providers. When your data is sent to these providers for processing, the following safeguards apply:

• No model training: Your data is never used to train, fine-tune, or improve the AI models of our third-party providers. Data is processed for inference only — meaning it is used to generate a response and is not retained for model development.
• Encryption in transit: All data sent to AI providers is encrypted using TLS 1.2 or higher.
• Data minimization: We send only the data necessary to perform the requested AI operation. We do not send your entire database, account information, or unrelated data.
• Contractual protections: Our agreements with AI providers include data protection obligations, confidentiality requirements, and restrictions on data use.
• Provider selection: We evaluate our AI providers based on their security practices, compliance posture, and data handling policies before integration.

5. Transparency and Disclosure

We believe people have a right to know when they are interacting with AI. Our commitments:

• AI identification: When our conversational AI communicates with end users on your behalf, we provide mechanisms to disclose that the communication is AI-powered. We strongly recommend — and in some jurisdictions, it may be legally required — that you inform your contacts when AI is involved in communications.
• Clear documentation: Features that use AI are identified in our product documentation, and this policy explains how each feature works.
• Your disclosure responsibility: As the account holder, you are responsible for ensuring that your use of AI features complies with applicable transparency and disclosure laws, including notifying your end users as required.

6. Human Oversight and Decision-Making

AI features on Orbit AI are designed to assist and augment human decision-making, not replace it.

• Advisory outputs: AI-generated scores, classifications, and recommendations are provided as guidance. They should not be the sole basis for decisions that significantly affect individuals, including employment, credit, housing, or legal matters.
• Human review: You can review and override any AI-generated output. Workflow configurations allow you to add human review steps before actions are taken.
• No fully automated high-impact decisions: We do not use AI to make fully automated decisions that produce legal effects or similarly significant effects on individuals without human involvement, in compliance with GDPR Article 22.
• Accuracy disclaimer: AI outputs may contain errors or inaccuracies. We do not guarantee the accuracy, completeness, or reliability of AI-generated content. You are responsible for reviewing AI outputs before acting on them.

7. Your Controls and Choices

You are in control of how AI is used in your Orbit AI account:

• Enable or disable AI features: AI-powered features are not active by default. You choose which AI features to enable and how they are configured in your workflows and sequences.
• Control conversational AI: The conversational AI feature must be explicitly activated by you. You control which contacts it engages with, what topics it can discuss, and what actions it can take.
• Review AI activity: Audit logs and activity history are available so you can review what AI features have done within your account.
• Delete AI-processed data: You can delete form submissions, contacts, and conversation histories at any time. Deleted data is removed from our systems and is no longer available for AI processing.
• Data export: All data processed by AI features can be exported using our self-service data export tools.

8. AI and Data Security

All data processed by AI features is subject to the same security controls as the rest of the Orbit AI platform:

• Encryption at rest using AES-256-GCM for sensitive data
• Encryption in transit using TLS 1.2+ for all communications, including those with AI providers
• Access controls enforced through row-level security and team-based permissions
• Audit logging of AI-related operations for compliance and monitoring
• Rate limiting on AI feature usage to prevent abuse
• Data isolation between accounts — one customer's data is never used in another customer's AI processing

For a complete overview of our security practices, visit our Security page.

9. Responsible AI Principles

Our approach to AI is guided by the following principles:

• Purpose-driven: We use AI to solve specific, well-defined problems — not for the sake of using AI. Every AI feature is designed to provide clear, measurable value.
• Transparent: We tell you what AI does, how it works, and what data it uses. There are no hidden AI processes running on your data.
• Fair: We design AI features to avoid bias and discrimination. We do not use protected characteristics as inputs for AI scoring or classification unless you explicitly configure this.
• Accountable: We maintain audit trails for AI operations and take responsibility for how our AI features function.
• Privacy-preserving: AI features follow the same data minimization and privacy principles as the rest of the platform. We process only what is necessary.
• Continuously improving: We regularly evaluate our AI features for accuracy, fairness, and alignment with evolving regulations and best practices.

10. Compliance with AI Regulations

The regulatory landscape for AI is evolving. Orbit AI is committed to complying with applicable AI regulations, including but not limited to:

• EU AI Act: We monitor and align our practices with the EU Artificial Intelligence Act, including risk classification of AI systems and transparency requirements.
• GDPR Article 22: We comply with provisions on automated individual decision-making, including the right not to be subject to decisions based solely on automated processing. See our GDPR Compliance page for details.
• State-level AI laws (US): We track emerging AI legislation in US states regarding disclosure requirements, bias audits, and consumer protections.
• Industry standards: We follow recognized frameworks for responsible AI development and deployment.

As a user of our AI features, you are also responsible for ensuring your use complies with laws applicable to your jurisdiction and industry. This includes disclosing AI use to your end users where required and obtaining appropriate consent.

11. Conversational AI — Additional Provisions

Because our conversational AI feature involves direct communication with individuals, additional provisions apply:

11.1 Consent and Opt-In

Conversational AI is activated only when you explicitly enable it. Your contacts must be informed that they are or may be communicating with an AI system. We provide tools and templates to help you communicate this clearly. Contacts may opt out of AI-powered communication at any time.

11.2 Conversation Data Handling

Conversation content is stored within your Orbit AI account and is subject to your configured data retention policies. Conversation data sent to AI providers for processing is used only to generate responses and is not retained by the provider for any other purpose. You can view, export, and delete conversation histories through your account settings.

11.3 Guardrails and Boundaries

You can configure boundaries for what the conversational AI can and cannot discuss or commit to on your behalf. The AI will not make promises, enter into agreements, or take actions outside the scope you define. You are responsible for setting appropriate guardrails for your use case.

11.4 Escalation to Humans

The conversational AI includes mechanisms to escalate conversations to human team members when the AI cannot adequately address a request, when the contact requests to speak with a person, or when the conversation reaches the boundaries you have defined.

11.5 Liability

While we design our conversational AI to be helpful and accurate, AI-generated responses may contain errors or may not fully capture the nuances of every situation. You are responsible for reviewing AI interactions and addressing any issues that arise. Orbit AI is not liable for actions taken by you or your contacts based on AI-generated communications. Please refer to our Terms of Service for complete liability provisions.

12. Changes to This Policy

As AI technology and regulations evolve, we may update this policy to reflect changes in our practices or legal requirements. When we make material changes, we will notify you by email or through a prominent notice in the application at least 15 days before the changes take effect.

We encourage you to review this policy periodically to stay informed about how we use AI.

13. Contact Us

If you have questions about this AI Policy or how AI is used in Orbit AI, please contact us:

• AI and Privacy inquiries: privacy@orbitforms.ai
• Security concerns: security@orbitforms.ai
• General support: support@orbitforms.ai

For more information about our data practices, please also see our Privacy Policy, Terms of Service, GDPR Compliance, and Security pages.