Privacy Policy

OrCube AI ("OrCube", "we", "us", "our") is a multi-tenant AI customer support platform operated by Code Melodies Ltd, a company registered in England and Wales. This policy explains what data we collect, how we use it, and the rights you have — whether you are a business using OrCube ("tenant"), a member of a tenant's team ("agent"), or someone chatting with a tenant's AI assistant ("end customer").

Account & tenant data — business name, industry, admin/agent name, email address, hashed password, and (if provided) a WhatsApp number for agent handover.

Chat data — messages exchanged with the AI assistant, session identifiers, timestamps, and — if the end customer chooses to provide them — their name, email, or phone number (for example, to complete a booking or verify an order).

Knowledge base content — articles, FAQs, and product/service information a tenant uploads for their AI assistant to answer from.

Billing data — subscription plan, billing address, and invoice history. Card details are never stored on our servers; they are handled directly by Stripe (see Section 4).

Technical data — IP address, browser/user-agent string, and standard web server logs, collected automatically for security and reliability.

• To operate the AI chat widget and WhatsApp integration, including generating responses via a tenant's chosen AI provider
• To search a tenant's knowledge base and call a tenant's registered backend APIs to answer questions with live data
• To process appointment bookings and payments where a tenant has enabled these features
• To hand a conversation off to a live human agent when requested, and to notify agents by WhatsApp
• To verify identity via one-time email codes (OTP) before showing sensitive information, where a tenant requires it
• To manage subscriptions, billing, and send account-related emails (welcome, trial reminders, receipts, payment issues)
• To maintain the security, availability, and integrity of the platform

We use a small number of specialist providers ("sub-processors") to run the service. We don't sell personal data to anyone.

• AI providers — depending on a tenant's configuration, chat messages may be sent to Google (Gemini), Anthropic (Claude), or OpenAI (GPT) to generate a response. Only the content needed to answer the conversation is sent — not a tenant's full customer database.
• Twilio — used to send and receive WhatsApp messages (handover notifications, booking confirmations, agent alerts).
• Stripe — used to process subscription payments and store payment methods. We never see or store full card numbers.
• Hosting infrastructure — our application and database run on servers we control, secured with encrypted connections.

Because some of these providers are based outside the UK/EEA (for example, in the United States), data may be transferred internationally. Each provider maintains its own safeguards for cross-border transfers (such as Standard Contractual Clauses).

We retain account and chat data for as long as a tenant's account is active, plus a reasonable period afterwards to comply with legal, accounting, and dispute-resolution obligations. A tenant can request deletion of their data at any time by contacting us — see Section 9.

Passwords are stored using one-way hashing (bcrypt), never in plain text. Portal sessions use httpOnly cookies, meaning session tokens are never exposed to client-side scripts. Connections to the platform are encrypted in transit (HTTPS). Each tenant's data is logically isolated from every other tenant's data.

OrCube uses strictly necessary cookies only — to keep you signed in to the tenant portal or system admin area. We do not use third-party advertising or tracking cookies.

If you are in the UK or EEA, you have rights under UK/EU GDPR including the right to access, correct, delete, or export your personal data, and to object to or restrict certain processing. To exercise any of these rights, contact us using the details below.

For any privacy question or to exercise your data rights, email us at hello@orcube.com.

We may update this policy from time to time as the product evolves. We'll update the "last updated" date above when we do. Material changes will be communicated to tenants by email.