Privacy Policy

1. Who we are

Orbit is a community platform operated by The Orbit SAAS Pty Ltd (“Orbit”, “we”, “us”). Clubs, associations and other community organisations use Orbit to run their registrations, programs, scheduling, payments and communications.

This policy explains how we handle personal information in line with the Privacy Act 1988 (Cth) and the Australian Privacy Principles. It applies whenever you use Orbit — whether you are filling in a form, managing a Planet, or just browsing this website.

2. A couple of words we use

• Planet — an organisation on Orbit, such as a sporting club or association. Each Planet has its own secure space.
• Explorer — you. A member, volunteer, coach, parent or participant with an Orbit account.

One important distinction: each Planet decides what information it asks you for (for example, the questions on a coach application form). Orbit provides the secure platform that holds it. Your Planet is responsible for what it collects and how its staff use it, and we are responsible for keeping the platform safe and treating your information as set out here.

3. What we collect

We only collect what is needed to run the platform and the services your Planet offers:

• Account details — your name, email address and mobile number. Your password is never stored as readable text, only as a secure one-way hash.
• Profile information — anything you choose to add, such as a profile photo and your interests.
• Form responses — the answers you give on a Planet’s forms. Depending on the form, this can include things like date of birth, emergency contacts, or accreditation and compliance details (for example, a Working with Children Check number) where the Planet requires them.
• Activity on the platform — sessions you register for, attendance and check-ins, and comments or messages you post within a Planet.
• Payment records — what was paid and when. Card details are handled entirely by Stripe, our payment provider. Orbit never sees or stores your card number.
• Technical data — limited log information needed to keep the service running, secure and reliable.

We collect information directly from you, from your Planet (for example, when it uploads your basic details to invite you to complete a form), or automatically as you use the platform.

4. How we use your information

We use your information to:

• Run the platform — your account, your memberships, registrations, scheduling and check-ins.
• Process payments and refunds through Stripe.
• Send you service messages you need, such as confirmations, verification links and important account notices.
• Suggest opportunities. With your preferences and interests, we may show or send you opportunities to join other Planets, programs or activities we think will genuinely suit you. You can switch these suggestions off at any time.
• Share platform news. From time to time we may tell you about Orbit features and updates we think you’ll find useful. You can opt out at any time.
• Keep the platform safe — detecting misuse, securing accounts and meeting our legal obligations.

Orbit’s AI features are advisory only — they help organisers find and organise information. We do not use automated decision-making to make decisions that significantly affect you without human involvement.

5. Cookies and analytics

This website (my-orbit.com.au) uses Google Analytics to understand, in aggregate, how visitors find and use it — which pages are read, which links are followed, and whether a visit turns into an early-access request. Google Analytics sets cookies and collects information such as general location, device type and pages viewed. We use this to improve the site; we do not use it to identify you personally, and it is kept separate from your Orbit account information.

You can limit this by using your browser’s tracking-protection settings, an ad-blocking extension, or Google’s own Analytics opt-out browser add-on. Declining analytics cookies does not affect your ability to use this website or request early access.

If you submit the early-access checklist on this site, the details you provide (your name, email, organisation and the questions you ticked) are captured the same way as any other Orbit form submission — see sections 3 and 6 for how that information is handled.

6. Who can see your information

• Your Planet. Information you provide to a Planet (such as a form you submit to it) is visible to that organisation’s authorised staff so they can do their job — and to no other organisation.
• Other members. Only the profile details you choose to make visible.
• Our service providers. We use a small number of carefully chosen providers to run Orbit: Microsoft Azure (secure hosting in Australian data centres), Stripe (payments), Cloudflare (protecting public forms from bots) and Google Analytics (this website’s traffic statistics). They process information only on our instructions, only to provide their service to us, and under strict security obligations. This is not “sharing your data with third parties” — they work for us, on your behalf.
• The law. We may disclose information where the law requires it — for example, a court order.

What we never do: we never sell or rent your information, and we never give it to any third party for their own marketing or any other purpose of their own.

7. One account, your choice of where it goes

Orbit is designed so that one account can take you everywhere. Where single sign-on is available, you can use your Orbit account to join and access other Planets without creating a new login each time.

Joining a new Planet never shares your information automatically. Before anything is passed on, you will see exactly what that Planet is asking for, and you choose what to share.

Streamlined access, with you in full control — that is the design principle behind all of it.

8. Your controls and your rights

You own your information, and these controls back that up:

• Update any time. You can view and update your profile and account details whenever you like.
• Choose your messages. Notification preferences let you opt in or out by category and channel (email, SMS, in-app), and set quiet hours so we don’t disturb you.
• Opt out of suggestions. Opportunity suggestions and Orbit platform news can each be switched off, independently, at any time.
• Access and correction. You can ask us for a copy of the personal information we hold about you, or ask us to correct it. We will respond within 30 days.
• Deletion. You can ask us to delete your personal information. We will action this unless we are required to keep specific records by law, and we will tell you if that is the case.
• Automatic clean-up. If you start a sign-up but never verify your email, the details captured are automatically deleted after a short window (14 days by default).

9. How we keep it safe

Your information is stored with Microsoft Azure and protected by enterprise-grade security: encryption while it travels and while it is stored, strict separation between every Planet’s data, and a full audit trail of significant actions. Our companion document, the Orbit Security and Trust Statement, explains this in plain English — we encourage you to read it.

If a data breach ever occurred that was likely to cause you serious harm, we would notify you and the Office of the Australian Information Commissioner (OAIC) in line with the Notifiable Data Breaches scheme.

10. Children and junior members

Many Planets are community organisations with junior members. Where a participant is under 18, we expect their information to be provided and managed by a parent or guardian, and Planets are responsible for obtaining the right consents when they collect it. Information about juniors receives the same protection as everything else on the platform — and the same rule applies: it is never sold or shared with third parties.

11. How long we keep information

We keep your information while your account is active and for as long as it is needed for the purposes described above. Some records — such as payment and audit records — must be retained for legal and accountability reasons. When information is no longer needed, we delete it or de-identify it.

12. Changes to this policy

If we change this policy, we will publish the updated version on our website and, for significant changes, let you know directly. The effective date at the top always tells you which version you are reading.

13. Questions, requests and complaints

If you have a question, want to access or correct your information, or believe we have not handled your information properly, please contact us:

The Orbit SAAS Pty Ltd — hello@my-orbit.com.au

We take every concern seriously and will respond within 30 days. If you are not satisfied with our response, you can contact the Office of the Australian Information Commissioner (OAIC) at oaic.gov.au or 1300 363 992.