Privacy Policy

1. Introduction

Outcome Orbit AI ("we," "our," or "us") is an AI automation solutions provider based in The Woodlands, Texas. We help small and medium-sized businesses (SMBs) streamline operations through no-code and low-code AI tools. This Privacy Policy describes how we collect, use, disclose, and protect your personal information when you visit our website (outcomeorbit.ai), use our services, or interact with us.

We are committed to complying with applicable data privacy laws, including the Texas Data Privacy and Security Act (TDPSA), the Texas Responsible Artificial Intelligence Governance Act (TRAIGA), and the California Consumer Privacy Act (CCPA) where applicable.

2. Information We Collect

2.1 Information You Provide Directly

We may collect the following personal information when you fill out forms, schedule consultations, sign up for our services, or communicate with us:

• Contact Information: Name, email address, phone number, business name, and job title.
• Business Information: Industry, company size, business address, and operational details relevant to the services you request.
• Payment Information: Billing address and payment details processed through our third-party payment processor (e.g., Stripe). We do not store full credit card numbers on our servers.
• Communication Records: Messages, emails, chat transcripts, and call recordings when you contact us or interact with our AI-powered tools.

2.2 Information Collected Automatically

When you visit our website, we may automatically collect:

• Device and Browser Data: IP address, browser type, operating system, device identifiers, and referring URLs.
• Usage Data: Pages viewed, time spent on pages, click patterns, and navigation paths.
• Cookies and Tracking Technologies: We use cookies, pixels, and similar technologies to improve your experience and analyze website traffic. See our Cookie Preferences for more details.

2.3 Information Collected Through Our AI Services

When you use our AI-powered solutions (such as voice agents, chatbots, lead management workflows, or onboarding automations), we may process:

• Voice and Call Data: Call recordings, transcripts, and call metadata when interacting with AI voice agents powered by Retell AI or similar platforms.
• Customer Interaction Data: Chat logs, inquiry details, appointment bookings, and lead qualification data processed through our automation workflows.
• CRM and Integration Data: Data synced between your business tools (e.g., HubSpot, Google Sheets, Stripe) and our automation workflows via n8n or similar platforms.

2.4 Sensitive Data

We do not intentionally collect sensitive personal data as defined by the TDPSA (such as racial or ethnic origin, religious beliefs, health information, sexual orientation, biometric data, or precise geolocation). If sensitive data is inadvertently captured through our AI tools, we will take reasonable steps to delete it promptly.

3. How We Use Your Information

We use the information we collect for the following purposes:

• Service Delivery: To build, deploy, and maintain AI automation solutions customized for your business.
• Communication: To respond to your inquiries, provide support, and send service-related notifications.
• Improvement: To analyze usage patterns and improve our services, website functionality, and AI tool performance.
• Compliance: To comply with legal obligations, enforce our terms, and protect our rights.
• Marketing (with consent): To send you promotional content about our services, only when you have opted in. You can unsubscribe at any time.

4. How We Share Your Information

We do not sell your personal data. We may share your information in the following limited circumstances:

• Third-Party Service Providers: We work with trusted technology partners to deliver our services, including n8n (workflow automation), Retell AI (voice agents), Relevance AI (AI agents and chatbots), Stripe (payments), and CRM platforms. These providers process data on our behalf under contractual obligations to protect your information.
• Legal Requirements: We may disclose information if required by law, court order, or government request, or to protect the rights, property, or safety of Outcome Orbit AI, our clients, or the public.
• Business Transfers: In the event of a merger, acquisition, or asset sale, your information may be transferred as part of the transaction. We will notify you of any such change.

5. Your Privacy Rights

5.1 Rights Under the Texas Data Privacy and Security Act (TDPSA)

If you are a Texas resident, you have the right to:

• Access: Confirm whether we are processing your personal data and request access to it.
• Correction: Request correction of inaccurate personal data.
• Deletion: Request deletion of your personal data.
• Portability: Obtain a copy of your data in a portable, usable format.
• Opt-Out: Opt out of the processing of your personal data for targeted advertising, the sale of personal data, or profiling. We honor universal opt-out signals including the Global Privacy Control (GPC).

5.2 Rights Under the CCPA (California Residents)

If you are a California resident, you may have additional rights under the CCPA, including the right to know what personal information is collected, request deletion, and opt out of the sale of personal information. We do not sell personal information.

5.3 How to Exercise Your Rights

To submit a privacy rights request, please contact us at:

• Email: contact@outcomeorbit.ai
• Phone: 217-672-4824

We will respond to verified requests within 45 days, as required by applicable law. We will not discriminate against you for exercising your rights.

6. AI-Specific Disclosures

In compliance with the Texas Responsible Artificial Intelligence Governance Act (TRAIGA), effective January 1, 2026, we disclose the following:

• AI Interaction Notice: When you interact with our AI-powered voice agents, chatbots, or automated systems, you are interacting with an artificial intelligence system, not a human. We will clearly disclose this at the start of any AI interaction.
• Purpose of AI Systems: Our AI systems are designed to assist with customer service, lead qualification, appointment booking, and business process automation. They are not used for making consequential decisions about individuals' legal rights, employment, credit, housing, or access to essential services.
• Human Oversight: A human team member is always available to review AI outputs and handle escalated requests.
• Non-Discrimination: Our AI systems are not developed or deployed with the intent to discriminate against any protected class.

7. Data Retention

We retain your personal data only for as long as necessary to fulfill the purposes described in this policy, comply with legal obligations, or resolve disputes. Typical retention periods include:

• Client records: Duration of the service relationship plus 3 years.
• Voice recordings and transcripts: 90 days unless longer retention is required for service quality or legal compliance.
• Website analytics data: 26 months.
• Marketing communication records: Until you opt out.

When data is no longer needed, we securely delete or anonymize it.

8. Children's Privacy

Our services are designed for businesses and their adult representatives. We do not knowingly collect personal data from children under 13 (or under the age of consent in their jurisdiction). If we learn that we have inadvertently collected information from a child, we will delete it promptly. If you believe a child has provided us with personal data, please contact us immediately.

9. Cookies and Tracking

Our website uses cookies and similar technologies. You can manage your cookie preferences through your browser settings or through our cookie consent banner. We respect Do Not Track (DNT) signals and the Global Privacy Control (GPC) as required by applicable law.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. When we do, we will revise the "Last Updated" date at the top of this page. We encourage you to review this policy periodically. Material changes will be communicated via email or a prominent notice on our website.

11. Contact Us

If you have questions about this Privacy Policy or wish to exercise your rights, contact us at: