Privacy policy
Orrery is a booking service run by Consolidated Technologies LLC, doing business as Orrery by Arok.AI ("Orrery by Arok.AI", "we", "us"). Businesses use it to take bookings and payments on their own websites. This policy explains what Orrery collects when you book with one of those businesses or run a business on Orrery, who else handles it, how long it is kept, and how you can download or delete it.
Who decides what
- If you book with a business, that business decides how your details are used; in privacy law it is the controller. We handle your details on its behalf under our Data Processing Agreement. Questions about how the business uses your details are best sent to the business, though you can also use the tools in this policy or write to us.
- If you run a business on Orrery or work for one, we are the controller of your account details.
What we collect
| Whose | What | Where it comes from |
|---|---|---|
| Clients | Name, email, the service, time and person or resource booked, party size, amounts paid and owed, any credit, cancellations and no-shows, and a link for video appointments. Where the business asks: your answers to its booking questions (for example a delivery's weight or a pet's name), the address for a service at your home or the pickup and dropoff for a delivery, and your signature on its waiver, kept with the waiver's text. | You, when you book; the business, when it manages your booking. |
| Clients who buy a class pack or join a waitlist | For a pack: its code, how many classes it holds and how many are used, its price and expiry date. For a waitlist: your name, email, the class and time you are waiting for, how many places, and whether a place was offered to you and until when. | You, when you buy a pack or join a waitlist. |
| Clients paying by card | A reference to your Stripe customer record and saved card, so the business can charge the balance its rules describe. Never your card number. | Stripe, after you pay in Stripe Checkout. |
| Clients of businesses that use phone sessions or texts | Mobile number, and whether you asked for text reminders. Calls are connected, not recorded; Orrery keeps no call audio and no text replies. | You, when you book. |
| Children in programs a parent books | What the business asks for, usually first names and ages, entered by a parent or guardian, who confirms they may book for each child. | The parent or guardian, when they book. |
| Business owners and staff | Name, email, role, a mobile number if the business uses phone sessions or texts, and a photo if the business adds one for its booking page. For the business itself, the logo and cover image it adds for its booking pages. | The owner, when they add you or set up the business. |
| Staff who connect Google Calendar | An encrypted access token, the identifiers of events Orrery creates, and, for staff who set their open time in Google, the identifier of the "open for bookings" calendar Orrery creates for them. Busy and open times are read when a client views available times and are not stored. Orrery never reads the titles or details of anyone's own events. | Google, when you connect your calendar. |
| Everyone | Technical data needed to deliver pages, such as IP address and browser type, handled by our hosting provider. | Your browser. |
Card numbers go straight from your browser to Stripe. Orrery never sees or stores them.
How we use it
- To make, change and cancel bookings, and to stop two people booking the same time.
- To take payments, refunds, balances and no-show charges exactly as the business's rules say, which you see before paying.
- To send confirmations, receipts, changes, sign-in links and payment notices by email, with a calendar invite that updates when your booking changes.
- To send text reminders if you ask for them (reply STOP to end them), and to connect phone sessions at the booked time.
- To keep staff calendars in step with bookings, when they choose to connect them.
- To price and plan visits and deliveries: the distance and drive time between addresses, or the fee for your ZIP code.
- To email you a class pack's code, and to email you when a place opens on a class you are waiting for, holding it for you for a short time before offering it to the next person.
- To place a damage hold on your card before a stay or rental when the business uses one, and to release it, or take part of it if the business reports damage.
- To keep Orrery secure, fix problems and meet legal duties.
For clients, the legal basis is the business's need to perform the booking you asked for. For account users, it is our contract with the business and our legitimate interest in running a secure service.
What we never do
- Sell or share personal information, as those words are defined in California and other US state privacy laws.
- Use advertising or tracking cookies, or build profiles of you.
- Use clients' details to train AI models.
- Market to a business's clients. Clients hear from Orrery only about their own bookings.
Who else handles it
| Company | What they do | What they receive |
|---|---|---|
| Cloudflare, Inc. | Hosts Orrery and its database. | Everything listed above, stored in the United States. |
| HostGator (Newfold Digital, Inc.) | Hosts the arok.ai website, which sends Orrery's own sign-in and account emails to business owners and staff. | Their email address and the message, in the United States. |
| The business's own website or email provider | Sends every email about your booking (confirmations, reminders, changes, receipts and data requests) from the business's own address, through its WordPress site or its own mailbox. | Your email address and the message. The business arranges this with its own web host and email provider. |
| Stripe | Processes card payments into the business's own Stripe account. | What you enter in Checkout, and the amounts charged later. Stripe handles card data under its own privacy policy. |
| Twilio | Only if the business connects its own Twilio account: sends text reminders and connects phone sessions from the business's number. | Phone numbers, the text of reminders, and call timing. Twilio handles this under the business's agreement with Twilio. |
| Google Maps Platform | Only if the business connects its own Google Maps key: works out distance and drive time for visits and deliveries. | The addresses of a booking, under the business's agreement with Google. |
| Only if a staff member connects Google Calendar: holds the booking events in their calendar, and creates video links when the business uses them. | The booking's time, service, and the client's name and email. |
We may also disclose information when the law requires it. If Orrery by Arok.AI is ever sold or merged, this policy continues to apply to information collected under it.
How long we keep it
- Client details are deleted automatically 3 years after the client's last appointment with a business, or 30 days after a booking that was never completed.
- Waitlist entries are deleted 30 days after the class they were for. Deleting your details also removes your waitlist entries; a class pack's record stays, without your name, for the business's accounts.
- When details are deleted, the name, email, phone number and saved-card reference go. Booking and payment amounts stay, without anyone's details, for the business's accounts.
- When a business closes its account, we delete everything we hold for it straight away.
- Database backups expire within 30 days, so deleted information is gone from backups by then.
- Emails already sent stay in recipients' inboxes. The email provider keeps delivery logs under its own policy.
Download, delete and other rights
If you booked with a business
- Every booking page and confirmation email links to Your data. Enter the email you booked with and we'll send a private link. From there you can download everything Orrery holds about you for that business, or delete it.
- Deleting removes your name, email, phone number and saved card, and takes your name off the business's calendar events. If you have an upcoming booking or an unpaid balance, settle that first.
- To correct a detail, ask the business, or email us.
If you run a business on Orrery
- Setup lets you download all of your business's data, find a client who asked for their data, and download or delete it for them.
- Setup also lets you close the account, which deletes everything Orrery holds for the business.
Everyone
Depending on where you live (for example under the EU or UK GDPR, or California and other US state laws) you may also have the right to know what we hold, to correct it, to object to or restrict its use, and to complain to your data protection authority. We answer requests within 30 days, check that a request comes from the person concerned by emailing them, and never treat you differently for using these rights.
Security
- Every page and connection uses HTTPS.
- Calendar access tokens are encrypted at rest with AES-256-GCM.
- Staff sign in with links emailed to them that expire in 20 minutes; Orrery stores no sign-in passwords.
- A business that sends email through its own mailbox gives Orrery that mailbox's login, which is encrypted at rest with AES-256-GCM and used only to send its booking emails, always over an encrypted connection.
- Card details are handled only by Stripe.
- Each business can reach only its own data.
- If a security incident affects personal information, we tell the affected businesses without undue delay so they can tell their clients.
Where it is stored
Orrery's database is stored in the United States. If you are in the European Economic Area, the UK or Switzerland, transfers of your details to the United States are covered by the safeguards in our Data Processing Agreement, including the European Commission's Standard Contractual Clauses.
Cookies
Booking pages set no cookies and load nothing from other companies; the typefaces are served by Orrery itself. To show each business how its booking page is doing, Orrery counts four anonymous steps per day (page opened, time picked, details started, booked). The counts carry no cookie, IP address or any other detail about who you are. The staff app uses one sign-in cookie that lasts 30 days. Stripe sets its own cookies on its Checkout page.
Children
Orrery isn't meant for children to use on their own. A parent or guardian should make bookings for anyone under 16. Some businesses run programs for children, such as camps and classes: there, a parent or guardian books, enters what the business asks about each child, and confirms they may book for them. Those details are handled like any other booking details, deleted on the same schedule, and can be downloaded or deleted by the parent from the Your data page.
Changes and contact
We'll post changes here with a new version date. If a change is significant, we'll email account owners at least 30 days before it takes effect.
Questions or requests: [email protected], or write to Consolidated Technologies LLC, 425 S 1000 E, 512C, Salt Lake City, UT 84102.