How Orchestrator AI Ltd collects, uses and protects personal data. Your clients' data stays on your machines and is not covered here because we never receive it.
Last updated: 18 August 2026
Policy version: August 2026
This Privacy Policy is provided by Orchestrator AI Ltd, a company registered in England and Wales under company number 17004751 with registered office at 71-75 Shelton Street, Covent Garden, London, WC2H 9JQ ('we', 'our' or 'us') for use of our products and services, including our AI-powered drafting software for independent financial adviser (IFA) firms (Services).
We take your privacy very seriously. Please read this privacy policy carefully as it contains important information on how and why we collect, store, use and share any information relating to you (your personal data).
It also explains your rights in relation to your personal data and how to contact us or the relevant regulator in the event you have a complaint. Our collection, storage, use and sharing of your personal data is regulated by law, including under the UK General Data Protection Regulation (UK GDPR).
We are the controller of personal data obtained via the Services, meaning we are the organisation legally responsible for deciding how and for what purposes it is used.
This privacy policy relates to your use of the Services only.
The Services may link to or rely on other apps, websites, APIs or services owned and operated by us or by certain trusted third parties to enable us to provide you with Services. These other apps, websites, APIs or services may also gather information about you in accordance with their own separate privacy policies. For privacy information relating to these other apps, websites or services, please consult their privacy policies as appropriate. For more information see the section 'Who we share your personal data with' below.
The personal data we collect about you depends on the particular activities carried out through the Services. We will collect and use the following personal data about you:
| Category of data | In more detail |
|---|---|
| Specific FunctionsData collected when you use specific functions in the Services | Account and licence data you provide when registering or purchasing, including your name, firm name, email address and billing details. We do not host or receive data you process within the Software itself, which runs on your own machines. |
| Collected AutomaticallyOther data the Services collects automatically when you use it |
|
| EnquiriesData collected when you make an enquiry with us | Your name, firm name, email address, telephone number and the content of your enquiry or support ticket. |
If you do not provide personal data we ask for where it is required, it may prevent us from providing services and/or the Services to you.
We collect and use this personal data for the purposes described in the section 'How and why we use your personal data' below.
Sensitive personal data (also known as special category data) means information related to personal data revealing racial or ethnic origin; political opinions; religious or philosophical beliefs; trade union membership; genetic data; biometric data (where used for identification purposes); data concerning health; data concerning a person's sex life; and data concerning a person's sexual orientation.
Please note that we do not knowingly or intentionally collect sensitive personal data or information about criminal convictions from individuals and that you should not submit sensitive data to us.
If, however, you submit sensitive data to us, we will process it only where permitted by law, including where you have manifestly made the information public or where another lawful basis applies.
We collect personal data directly from you when you sign up to or use the Services, contact us, communicate with us via social media, or submit information through the Services. We may also collect personal data indirectly through your activity when using the Services.
We use a single strictly necessary session cookie, PHPSESSID, which supports sign-in and licence validation within the client portal. This cookie is necessary for the Services to function and does not require consent. Further details are set out in our Cookies Policy.
Under data protection law, we can only use your personal data if we have a proper reason, e.g.:
A legitimate interest is when we have a business or commercial reason to use your information, so long as this is not overridden by your own rights and interests. We will carry out an assessment when relying on legitimate interests, to balance our interests against your own. You can obtain details of this assessment by contacting us (see 'How to contact us' below).
The table below explains what we use your personal data for and why.
| What we use your personal data for | Our reasons |
|---|---|
| Create and manage your account with us | To perform our contract with you or to take steps at your request before entering into a contract |
| Providing services and/or the functionalities of the Services to you | Depending on the circumstances: to perform our contract with you or to take steps at your request before entering into a contract (in this case, the contract means the Terms and Conditions of Use which apply to the Services) |
| To enforce legal rights or defend or undertake legal proceedings | Depending on the circumstances: to comply with our legal and regulatory obligations; in other cases, for our legitimate interests or those of a third party, i.e. to protect our business, interests and rights or those of others |
| Communications with you not related to marketing, including about changes to our terms or policies or changes to the Services or service or other important notices | Depending on the circumstances: to comply with our legal and regulatory obligations; in other cases, for our legitimate interests or those of a third party, i.e., to provide the best service to you |
| Protect the security of systems and data | To comply with our legal and regulatory obligations. We may also use your personal data to ensure the security of systems and data to a standard that goes beyond our legal obligations, and in those cases our reasons are for our legitimate interests or those of a third party, i.e., to protect systems and data and to prevent and detect criminal activity that could be damaging for you and/or us |
| Operational reasons, such as improving efficiency, training, and quality control or to provide support to you | For our legitimate interests or those of a third party, i.e., to be as efficient as we can so we can deliver the best service to you |
| Statistical analysis to help us manage our business, e.g., in relation to our performance, customer base, app and functionalities and offerings or other efficiency measures | For our legitimate interests or those of a third party, i.e. to be as efficient as we can so we can deliver the best service to you and improve and develop our app |
| Updating and enhancing user records | Depending on the circumstances: to perform our contract with you or to take steps at your request before entering into a contract (in this case, the contract means the Terms and Conditions of Use which apply to the Services); to comply with our legal and regulatory obligations; where neither of the above apply, for our legitimate interests or those of a third party, e.g. making sure that we can keep in touch with our customers about their accounts and new products or functionalities related to the Services and our services |
| To share your personal data with members of our group and third parties in connection with a significant corporate transaction or restructuring, including a merger, acquisition, asset sale, initial public offering or in the event of our insolvency. In such cases information will be anonymised where possible and only shared where necessary | Depending on the circumstances: to comply with our legal and regulatory obligations and in other cases, for our legitimate interests or those of a third party, i.e., to protect, realise or grow the value in our business and assets |
| To comply with our legal and regulatory obligations | To comply with our legal and regulatory obligations |
| Managing sign-in sessions, licence validation and operation of the client portal | To perform our contract with you and for our legitimate interests, i.e. to provide secure access to the Services, validate licences and prevent unauthorised use |
See 'Who we share your personal data with' for further information on the steps we will take to protect your personal data where we need to share it with others.
We may send you email marketing about our services and promotions where permitted by law.
Where required, we will ask for your consent before sending marketing communications. You can opt out at any time by contacting us at support@orchestratorlab.ai or using the unsubscribe link in our marketing emails. We will not sell your personal data or share it with third parties for their own marketing purposes.
For more information on your right to object at any time to your personal data being used for marketing purposes, see 'Your rights' below.
We routinely share personal data with service providers we use to help us run our business or provide the services or functionalities in the Services.
We only allow service providers to handle your personal data if we are satisfied they take appropriate measures to protect your personal data. We also impose contractual obligations on service providers to ensure they can only use your personal data to provide services to us and to you.
We or the third parties mentioned above may occasionally also need to share your personal data with:
If you would like more information about who we share our data with and why, please contact us (see 'How to contact us' below).
We will not share your personal data with any other third party.
We will keep your personal data for as long as you have an active account with us and for a period of up to 6 years thereafter to comply with any accounting or legal obligations including in the event of the pursuit or defence of legal claims. Once you have closed your account with us, we will move your personal data to a separate database so that only key stakeholders in our business on a 'need to know basis' have access to such data. Following the end of the retention period, we will delete or anonymise your personal data.
The personal data we collect may have analytical, educational, or commercial value to us. Where we have de-identified the information we have collected, we reserve the right to process and distribute such information.
At this point in time, we do not transfer your personal data outside of the UK. If this changes, we would comply with applicable UK laws designed to ensure the continued protection and privacy of your personal data. Any updated destinations to which we send your personal data would be indicated in this section and notified to you in accordance with the section on 'Changes to this privacy policy' below.
Furthermore, under UK data protection laws, we can only transfer your personal data to a country outside the UK where: the UK government has decided the particular country ensures an adequate level of protection of personal data (known as an 'adequacy regulation') further to Article 45 of the UK GDPR; there are appropriate safeguards in place, together with enforceable rights and effective legal remedies for you; or a specific exception applies under relevant data protection law. Accordingly, if we were to start transferring your personal data from the UK to:
In the event we could not or choose not to continue to rely on either of those mechanisms at any time we would not transfer your personal data outside the UK unless we could do so on the basis of an alternative mechanism or exception provided by UK data protection law.
You generally have the following rights, which you can usually exercise free of charge. For more information regarding these rights, please visit the ICO website.
| Access to a copy of your personal data | The right to be provided with a copy of your personal data. |
|---|---|
| Correction (also known as rectification) | The right to require us to correct any mistakes in your personal data. |
| Erasure (also known as the right to be forgotten) | The right to require us to delete your personal data — in certain situations. |
| Restriction of use | The right to require us to restrict use of your personal data in certain circumstances, e.g. if you contest the accuracy of the data. |
| Data portability | The right to receive the personal data you provided to us, in a structured, commonly used and machine-readable format and/or transmit that data to a third party — in certain situations. |
| To object to use | The right to object: at any time to your personal data being used for direct marketing (including profiling); in certain other situations to our continued use of your personal data, e.g. where we use your personal data for our legitimate interests. |
| Not to be subject to decisions without human involvement | The right not to be subject to a decision based solely on automated processing, including profiling, that produces legal or similarly significant effects. We do not make any such decisions based on personal data collected through the Services. |
For further information on each of those rights, including the circumstances in which they do and do not apply, please contact us (see 'How to contact us' below). You may also find it helpful to refer to the guidance from the UK's Information Commissioner on your rights under the UK GDPR.
If you would like to exercise any of your rights, please contact us at support@orchestratorlab.ai and:
We have appropriate security measures to prevent personal data from being accidentally lost, or used or accessed unlawfully. We limit access to your personal data to those who have a genuine business need to access it.
We also have procedures in place to deal with any suspected data security breach. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so.
If you want detailed information from Get Safe Online on how to protect your information and your computers and devices against fraud, identity theft, viruses and many other online problems, please visit www.getsafeonline.org. Get Safe Online is supported by HM Government and leading businesses.
Please contact us if you have any queries or concerns about our use of your information (see below 'How to contact us'). We hope we will be able to resolve any issues you may have.
You also have the right to lodge a complaint with the Information Commissioner. The Information Commissioner can be contacted at ico.org.uk/make-a-complaint or telephone: 0303 123 1113.
We may change this privacy policy from time to time. When we make significant changes we will take steps to inform you, for example via the Services or by other means, such as email.
For further information about our privacy policy or practices, or to access or correct your personal data, or make a complaint, please contact us using the details set out below:
Name: Orchestrator AI Ltd
Email: support@orchestratorlab.ai
Related documents. See also our Cookies Policy, Software Licence Agreement, Refund Policy and Website Terms and Conditions.