Privacy policy

This policy explains which personal data OrbitPay handles, why, for how long, and what your rights are. We keep it short and in plain words.

Who we are

OrbitPay is run from Waversesteenweg 136, 2500 Lier, Belgium, VAT BE1010.281.922 (“we”). Questions about your data: send them through our contact form, or write to [email protected].

Two roles

• We decide (controller) for the data of visitors of this website, people who contact us, and the people who use the OrbitPay dashboard (their account and our invoices to them).
• We work for our customers (processor) for the data of their buyers: the people and companies who pay them through our checkout, subscriptions and customer portal. Our customer is the seller and decides about that data. We only process it on their behalf, under the data processing agreement in our terms.

Visitors of this website

• Without your consent we measure anonymously which pages are read, clicks, errors and security signals, with a daily id that is never linked to a person and without cookies on your device (except the one that remembers your choice).
• Statistics (with your consent): EventsLake, our own analytics tool, sets _el_id (recognises your browser, 13 months) and _el_s (groups the pages of one visit, 30 minutes), so we can see how visits connect over days and where visitors came from.
• Marketing (with your consent): we may tell advertising platforms like Google, Meta or TikTok that a visit from their ad led to a signup, so we can measure our ads. Without a yes, no ad cookies are set and nothing is sent to them.
• Necessary (always on): _el_consent remembers your cookie choice (6 months) and _el_sec tells real visitors from bots (6 months, never used for statistics or ads).
• You can change your choice at any time with “Cookie settings” at the bottom of every page. Our servers also keep short technical logs (like the IP address and the page asked for) to keep the site safe. They are deleted after about two weeks.

The contact form

Your first and last name, email address, company, topic and message, to answer you. To keep spam out, the form uses Cloudflare Turnstile, which checks in the background that a person is sending it, and we keep the IP address of the sender. We keep messages as long as needed to help you, and at most two years.

People who use the dashboard

• Your first and last name and email address, to log you in with a link by email (we never use passwords) and to send you the emails you need, like failed payments or new invoices.
• One cookie in the dashboard that keeps you logged in.
• How you use OrbitPay (like creating a product, a checkout link or an API key), with your name and email, so we can see what works, help you when something goes wrong and improve the product. We use EventsLake for this. It never receives your buyers’ personal data: only ids, amounts, countries, statuses and dates.
• When you pay us: your company name, address and VAT number for our invoice.

Your buyers’ data (on behalf of our customers)

• In the checkout and the portal, a buyer gives their name, email address, billing address and, for a business, a VAT number. We use it to calculate the right VAT, make the invoice, run the subscription or credits, and send receipts, invoices and payment reminders in the seller’s name.
• VAT numbers are checked in the European Commission’s VIES service. Addresses can be completed with Google Maps while the buyer types.
• The payment itself happens at the seller’s payment provider (Mollie, Stripe or PayPal). Card and bank details go straight to them; we never see or store them. We receive the status of the payment and, for subscriptions, a reference to the saved payment method.
• Invoices to businesses on the Peppol network are sent through Recommand, a Peppol access point.
• The seller can see, export and delete this data in their dashboard.

Who helps us (subprocessors)

• Amazon Web Services: our servers, database and backups, in Paris (France) and the EU.
• Cloudflare: protects our websites and checkout, makes them fast and checks our forms for spam.
• Twilio SendGrid: sends our emails and our customers’ receipts and invoices (United States, with EU standard contractual clauses).
• Recommand: sends invoices over the Peppol network (Belgium).
• Google: address suggestions in the checkout (Google Maps Platform), only when the seller switched it on.
• Mollie, Stripe and PayPal: the payments, chosen and contracted by each seller. Stripe also handles our own invoices to customers.
• EventsLake: our own analytics tool for this website and the dashboard, hosted in the EU. Never our customers’ buyers’ personal data.

We never sell personal data.

How long we keep data

• Account data: as long as you use OrbitPay, and up to 30 days after you leave.
• Buyers’ data: as long as the seller keeps it in OrbitPay. When a seller closes their account, it is deleted within 30 days, and from our backups within 30 more days. Invoices are kept as long as the seller needs them for the law, and the seller can export them.
• Contact messages: at most two years.
• Our own invoices: as long as Belgian accounting law requires (7 years).

Security

Everything travels encrypted (HTTPS). Payment provider and Peppol keys are stored encrypted. Every project only sees its own data, and test and live data are kept apart. We make a backup every night, kept for 30 days. Only a few people on our team can reach the servers, and only to keep OrbitPay running.

Your rights

You can ask to see, correct, move or delete your data, or object to how we use it. Send your request through our contact form or to [email protected], and we answer within a month. Did you buy from a company that uses OrbitPay? Then that company decides about your data: ask them, or ask us and we pass it on. You can also complain to the Belgian Data Protection Authority (dataprotectionauthority.be).

Changes

When we change this policy, we update the date at the top. Important changes are announced by email to our customers at least 30 days ahead.