Privacy policy

Who we are

Orbinance is online financial projection software for businesses. It is operated by John-Frederick Davidson.

This policy explains what personal information we collect on orbinance.com and app.orbinance.com, why, who we share it with and how to exercise your rights.

Information we collect

• Your account: name, email address and password (stored hashed, never in plain text), or the identity provided by Google or Microsoft if you sign in with them.
• The content of your financial projections: companies, budgets, assumptions, employees, amounts and documents you create, and the people you invite to collaborate (name and email).
• If you connect Xero to a company: access to Xero (stored encrypted on our server), the organisation's name, its chart of accounts, and its monthly income statement and balance sheet. Access is read-only: Orbinance changes nothing in Xero, and you can remove it at any time.
• Your subscription: plan, dates and payment status. Payment is processed by Stripe; Orbinance never sees or stores your card number.
• Contact form messages: topic, name, email, company and message, with the sender's IP address and browser.
• Technical data: the IP address and browser of your sign-in sessions (shown in Settings › Security) and security logs, to protect your account and the service against abuse.
• If you arrive through a campaign or partner link, or from another site: the link's source (utm parameters, partner or promotion code), the name of the site you came from (for example « linkedin.com », without the page address) and the first page visited, saved with your account at signup so we know which partners, campaigns and sites bring customers. These values describe the link, not you, and we only look at them as totals. If you arrive through one of our ads (Google, Facebook / Instagram or Reddit) and accepted measurement cookies in the banner, we also keep the click identifier the platform adds to the link (gclid, fbclid or rdt_cid) to know which ad brings customers. We use no pixel from these platforms. For a Google Ads or Meta ad, this identifier and your sign-up time (and, for Meta, the browser type used at sign-up) are sent to Google and Meta, located outside Québec, to measure our ads' results; no name or email is sent. The Reddit identifier is sent to no one. Click IDs are erased after 90 days (only the platform's name stays).
• The date of your first report export (PDF, Excel or CSV), to know whether Orbinance is useful to new accounts.
• If you accept in the banner: how you use the website and the app (pages viewed, clicks, session recordings), with a visit identifier and, once signed in, your account identifier. Displayed text and amounts are always masked.

Why we use it

• To provide the service: create your account, save your projections and share them with the people you choose.
• To manage your subscription and billing.
• To answer your messages and write to you about your account.
• To keep the service secure and prevent fraud and abuse.

We do not sell your personal information or use it to show you ads. Only the measurement of our ads' results, described above, sends a few items to Google and Meta, with your consent.

Business contacts

To make Orbinance known, we write to accounting firms, incubators, advisors, lenders and associations. We then record the organization's name, the name, role and business email address of the person we reach, how we obtained it (an address published in connection with their role, a referral or consent) and the follow-up of our exchanges. Only Orbinance staff can access it, and it is used only for those exchanges. Every message lets the person unsubscribe: the request is honoured within 10 days and we no longer write to them. You can ask at any time to see or erase this information (see "How to exercise your rights").

AI assistant

When you use the AI assistant, the budget content needed for the answer (lines, amounts, assumptions) is sent to Anthropic, in the United States, to generate it. Orbinance does not keep the text of these exchanges; we only keep the number of uses per day, and the changes the assistant makes to your budgets stay in their version history. Under its commercial terms, Anthropic may keep these exchanges for a limited time for safety purposes and does not use them to train its models.

In guided mode, without AI, nothing is sent to Anthropic.

AI connections (Claude, ChatGPT, Codex…)

If you connect your own AI assistant to Orbinance (AI connections), the budget data it reads or changes is sent to that assistant's provider, under your own agreement with them.

You choose the access (read-only, or read and edit) and can remove it anytime in Settings › AI connections. For these connections, Orbinance keeps:

• the name of each connected app, the access chosen, and the dates it was connected and last used;
• access keys, only as an irreversible fingerprint, never in plain text;
• a log of each AI action (tool used, request, shortened result, date), which you see in Settings › Security;
• to limit abuse: the IP address an app registers from, and that of refused connection attempts.

Changes made by an AI stay in the budget's version history, like yours.

Service providers and where data is stored

Your account and financial projections are hosted in Canada, in Montréal. We use the following providers, who process information only to provide their service to us:

• Supabase: database and accounts (Canada, Montréal); server functions on its global network.
• Vercel: hosting of the website and the app (global network), with short request logs (IP address and page requested), and anonymous measurement of website traffic, without cookies.
• PostHog: measuring how the website and the app are used, only if you accept (United States).
• Google Ads and Meta (Facebook / Instagram): measuring our ads' results, only if you accepted cookies and arrived through one of their ads: click ID, sign-up time and, for Meta, browser type; no name or email (United States).
• Sentry: reports of technical errors in the website, the app and the server (United States). Reports are filtered before sending to remove names, emails, amounts and budget content; the IP address is not stored and reports are deleted within 90 days. Performance measurements are sent only if you accept usage measurement in the banner.
• Anthropic: AI assistant (United States), only when you use it.
• The provider of the AI you connect yourself (Anthropic, OpenAI…): only the data that AI reads or edits at your request, under your agreement with them.
• Stripe: payments and billing (Canada and United States).
• Xero: importing your accounting actuals, only if you connect it (New Zealand and global network).
• Google Workspace: our emails, including invitations, password resets and contact form messages.

Transfers outside Québec

Some of these providers process information outside Québec. Before entrusting them with it, we assess the protection they offer and govern the transfer by contract, as required by Québec's Act respecting the protection of personal information in the private sector.

How long we keep it

• Your account and financial projections are kept while your account is active. If you delete your account, they are erased. Daily database backups are kept for 7 days, so erased data also leaves the backups within 7 days.
• Contact form messages reach us by email and are kept for 24 months in our Google Workspace mailbox, then deleted. To limit abuse, we keep a scrambled fingerprint of the IP address for 2 days, never the address itself.
• Invoices are kept as long as tax laws require.
• Information about a business contact whose exchanges did not lead anywhere is deleted 24 months after those exchanges ended.
• AI connections and their log are kept while your account is active, and deleted with it. An app whose access you remove can no longer read anything; its past actions stay in the log.
• Expired access keys are deleted a day after they expire. IP addresses of refused connection attempts are deleted after a day, at the next cleanup; an app's registration address is kept with that registration.

Your rights

At any time, you can:

• see the information we hold about you and get a copy;
• get your data in a structured, commonly used format (portability);
• have inaccurate or incomplete information corrected;
• delete your account and your data;
• withdraw your consent, subject to legal obligations.

How to exercise your rights

In the app, Settings › Account › Your data lets you download all your data and delete your account. For any other request, write to the person in charge below; we answer within 30 days.

If you are not satisfied with our answer, you can file a complaint with the Commission d'accès à l'information du Québec (cai.gouv.qc.ca).

Security

Traffic with Orbinance is encrypted (HTTPS). Access to your data is limited to your account and the people you invite, and our staff's access is restricted to what is strictly necessary. If a confidentiality incident presents a risk of serious injury, we will notify you and the Commission d'accès à l'information.

Cookies and browser storage

Orbinance uses no advertising cookies. The orbinance.com website counts its visits with Vercel Web Analytics, without cookies: pages viewed, referring site, country and device type, plus a few actions (clicks on the free trial or sign-in, and contact form sends with their topic only), anonymously. If you accept in the banner, PostHog also measures how the website and the app are used, with a cookie on orbinance.com: text and amounts stay masked, and you can change your mind anytime in Settings › Privacy or with “Privacy preferences” at the bottom of the website's pages. Without your consent, PostHog doesn't load. If you arrive through a campaign or partner link, or from another site, a cookie on orbinance.com keeps its source (and that site's name) for at most 30 days, until you sign up; it isn't created if you refused in the banner, and an ad's click identifier is only added to it if you accepted. Your browser also keeps what the service needs to work: your session, your language, your display preferences and your choice in the banner.

Changes

We may update this policy. The date of the last update appears at the top of the page; for any significant change, we will let you know by email or in the app.