Privacy Policy

Last updated: June 16, 2026

1. Who we are

orderdm.ai ("orderdm.ai", "we", "our", "us") operates the website at orderdm.ai and provides AI chatbot and website services to small businesses. For personal data collected through this website, orderdm.ai is the data controller.

Legal entity: [your registered business name]. Postal address: [business mailing address]. Privacy contact: privacy@orderdm.ai.

2. Scope of this policy

This policy covers personal information we process about visitors to this website and people who contact us, book a trial, or chat with our assistant.

When we run an AI chatbot inside a client's Instagram account, we process that client's customers' messages on the client's behalf, as a data processor. In that case the client is the controller and their own privacy policy applies; our handling is governed by our agreement with them. See section 12.

3. Information we collect

a) Information you give us

• Trial & contact forms: your name, email address, Instagram handle, business type, approximate daily DM volume, and anything you write to us.
• Chat assistant: the messages you type into the on-site chat widget, so we and our AI provider can answer you.
• Booking a call: when you book a call we send you to Google's scheduling page; the details you enter there are handled by Google under Google's privacy policy, and we receive the booking (your name, email, and chosen time).
• Email: if you email us, we keep your message and contact details.

b) Information collected automatically

• Usage & device data: pages viewed, the page that referred you, approximate region (country/state), browser and device type, and similar server-log data.
• Cookies and similar technologies: see section 4. Analytics only run if you accept them.

We do not intentionally collect special-category data (such as health information) or payment-card details through this website.

4. Cookies and similar technologies

We use two categories of cookies:

• Essential — needed for the site to work and to remember your cookie choice. These do not track you and cannot be switched off.
• Analytics (optional) — Google Analytics 4 (with IP anonymisation) and Microsoft Clarity, so we can see what is useful. These load only after you click "Accept analytics" in our cookie banner. You can change your choice anytime via "Cookie Settings" in the footer, or by clearing cookies and using your browser controls.

5. How we use your information, and our legal bases

We use your information to:

• respond to your enquiry, trial booking, or chat, and set up your trial — legal basis: performance of a contract or steps taken at your request before a contract;
• provide, secure, maintain and improve our website and services — legal basis: our legitimate interests;
• run optional analytics to improve the site — legal basis: your consent;
• send service messages and, if you opt in, occasional updates — legal basis: consent or legitimate interests; and
• comply with legal obligations and enforce our terms — legal basis: legal obligation or legitimate interests.

We do not sell your personal information, and we do not use it for cross-context behavioural advertising.

6. Automated processing and AI

Our chat assistant uses a third-party AI model to generate replies from the messages you send it. It answers questions and can route you to a human; it does not make decisions that produce legal or similarly significant effects about you. Please do not enter sensitive personal information into the chat.

7. Who we share information with

We do not sell your data. We share it only with service providers ("processors") who help us run orderdm.ai, under contracts that require them to protect it and use it only on our instructions:

• Web3Forms — delivers our form submissions to us.
• Google — email (Gmail), appointment scheduling and video calls (Google Calendar / Meet), and, if you consent, Google Analytics.
• Microsoft Clarity — anonymous, aggregated usage insights (only if you consent).
• Workflow & AI providers — we use n8n to route chat messages to an AI model provider that generates replies.
• Hosting & infrastructure — the providers that host and deliver this website.

We may also disclose information where required by law, to protect our rights and safety, or in connection with a business transfer such as a merger or acquisition.

8. International data transfers

We are based in the United States and several of our providers operate in the US. If you are in the EEA, the UK, or Switzerland, your information may be transferred to the US or other countries whose laws may differ from yours. Where required, we rely on appropriate safeguards such as the European Commission's Standard Contractual Clauses.

9. How long we keep your data

We keep form and email enquiries for as long as we are in contact with you and for up to 24 months afterwards, then delete or anonymise them. Chat transcripts are kept only as long as needed to answer you and improve the assistant. Analytics data is retained according to the provider's defaults (for example, Google Analytics retains user-level data for up to 14 months). We keep some records longer where the law requires.

10. How we protect your data

We use encryption in transit (HTTPS), access controls, and reputable providers. No method of transmission or storage is completely secure, but we work to protect your information and to notify you and the relevant authorities of a data breach where the law requires.

11. Your privacy rights

If you are in the EEA or UK, you have the right to access, correct, delete, restrict or object to processing, to data portability, and to withdraw consent at any time (which does not affect processing already carried out). You also have the right to lodge a complaint with your local data-protection authority.

If you are in California, you have the right to know what personal information we collect and why, to access and delete it, to correct it, and to opt out of the "sale" or "sharing" of personal information — note that we do not sell or share your personal information as those terms are defined under the CCPA/CPRA. We will not discriminate against you for exercising your rights.

To exercise any right, email privacy@orderdm.ai. We will verify your request and respond within the time the law requires (generally within 30 days under the GDPR and 45 days under the CCPA). You may use an authorised agent where the law allows.

12. Data we process for our clients

When we operate a chatbot inside a client's Instagram account, we act as a processor on that client's documented instructions and process their customers' messages only to provide the service. If you contacted a business that uses orderdm.ai and want to access or delete your data, please contact that business (the controller) — we will support them in responding.

13. Children's privacy

This site and our services are not directed to children under 16, and we do not knowingly collect their personal information. If you believe a child has provided us with data, email us and we will delete it.

14. Third-party links

Our site links to third-party services (such as Instagram and Google). Their privacy practices are governed by their own policies, not this one.

15. Changes to this policy

If we make material changes, we will update the "last updated" date above and, where appropriate, notify active clients. Please check back from time to time.

16. Contact us

For any question, request, or complaint about privacy: privacy@orderdm.ai.