Privacy policy
Last updated October 12, 2026
Orbit is By Dzign's app for its own staff. By Dzign, LLC ("we") makes and runs it for people who work at By Dzign and have been given an account. This page says what the app collects, why, who handles it for us, how long we keep it, and how to have it deleted.
- No advertising, no tracking across other apps or websites, no selling or renting your data, and no analytics or advertising code in the app.
- What the app collects is used to run it for you and to keep your account safe.
- Your conversation with your orb is saved, and the company's owners can review it.
- To see, correct or delete your data, email Logan Kraft at logan@by-dzign.com.
Your account
Your name, your By Dzign work email address and your role come from By Dzign's own staff records. You sign in one of three ways:
- With Microsoft. Microsoft tells us which By Dzign account is signing in. We keep which Microsoft account is yours, not your Microsoft password or Microsoft's sign-in tokens.
- With a code sent to your work email. The code works once, for 10 minutes, on the device that asked for it. We keep only a scrambled (hashed) copy of it.
- With a password. We keep only a salted hash of it, never the password itself.
You stay signed in on a device for up to 30 days, until you sign out, or until your account is turned off when you leave By Dzign.
Your sign-in record
Each time you sign in we record when, how (Microsoft, code or password), a plain device label such as "iPhone app" or "Mac · Safari", and the internet (IP) address it came from. We use it for security: to tell you when your account signs in on a new device, and to sign out everywhere anyone who has left the company. It is kept for 180 days.
Your orb and your conversation
Everyone gets their own AI assistant in the app, their orb. What you type or say to it, and what it answers, is saved on By Dzign's own server so the conversation is there when you come back. It is kept until it is deleted at your request. The company's owners can review these conversations.
To answer you, your question, the recent part of your conversation, what your own screens in the app show and any photo or file you send it are sent to Anthropic, the maker of the Claude AI model, through Cloudflare's AI gateway. They are used to write that answer.
Your email and Teams, when you ask
When you ask your orb about something in your email or your Teams chats, it searches and reads your own By Dzign mailbox and chats through Microsoft 365. It only reads, only yours, and only to answer that question. What it reads is sent to Anthropic to write the answer. We keep the answer in your conversation, not the emails or chats.
If your orb is set up to watch your inbox for important email, we also keep a short record of each email it sorts: the sender, the subject, a one-line summary and why it mattered. Never the body.
When you tap Send on an email your orb wrote for you, it sends it from your own By Dzign mailbox, only to people at By Dzign and with a short note at the bottom saying AI helped, and an email to anyone outside the company is saved to your Drafts for you to send yourself.
If you connect Teams in the app's Settings, under Connections, you give your orb your own Microsoft permission to send Teams messages as you. We keep that permission encrypted, use it only when you tap Send on a Teams message your orb wrote for you (only to people at By Dzign: one person in your chat with them, several people together in a group chat, or a post in a channel of a team you're in, with any pictures shown on the card and a short line at the end saying AI helped), and delete it when you tap Disconnect Teams or leave By Dzign.
When you tap Send invite on a meeting your orb set up, it reads the free and busy times of the people you invite to suggest a time, creates the meeting in your own Outlook calendar (invites go only to people at By Dzign), and later may remind someone who hasn't answered, once, in their own orb, and tell you when someone declines.
Asking a colleague through Gwen
If you ask your orb to find something out from a colleague, Gwen, By Dzign's AI front desk, emails that colleague your question from her own By Dzign mailbox and says it comes from you. Their answer comes back to your conversation. The question and the answer are kept with Gwen's records.
Announcements from Gwen
Gwen, By Dzign's AI front desk, also brings you announcements from By Dzign's owners, in a Gwen conversation of its own on the app's home screen, apart from your orb. Gwen doesn't write them: each one is in the sender's own words, and goes only after they tap Send. If you reply, Gwen doesn't answer: she passes your reply to the person who sent the announcement, in their own conversation in the app. Announcements and replies are kept on By Dzign's server with Gwen's records. Your orb sees the last few announcements sent to you, so it can tell you what they said.
Voice
When you tap the microphone, the app records until you stop, for at most 2 minutes, and sends the recording to OpenAI, through Cloudflare's AI gateway, to turn it into text. We do not keep the recording; the text becomes your message. The app asks for permission to use the microphone the first time and uses it only while you are recording.
Photos and files
If you send a photo in a conversation, we keep a small copy, with its location and camera details removed, for 90 days so it still shows in the conversation. When you send a photo or a file (a PDF, Word, Excel, PowerPoint or text file) to your orb, we also keep what it reads, so it can answer your follow-up questions: the photo, resized and with those details removed, or the file's text (a scanned PDF as it is), for the same 90 days. When you send photos or files to an agent, each waits on By Dzign's server only until your message is sent, and is removed then (or after 6 hours if it is never sent). Photos that field staff send for one of their jobs go to By Dzign's photo library for that job, where Google's Gemini AI describes them for the library.
If your access level lets your orb make pictures and you ask it for one, the description it writes, and any of your own photos the picture should start from, are sent to Google's Gemini AI, through Cloudflare's AI gateway, to make it. We keep each picture made for you, with no camera or location details, for 90 days, and only you can open it.
Packages
If you ask about a delivery that is in your own email, your orb reads the carrier and tracking number from that email. When package tracking is switched on, the tracking number is sent to EasyPost, a tracking service, to get its status. A package you ask it to watch is watched for at most 14 days.
Notifications
If you allow notifications, your phone gives the app a notification token, which we keep so we can send you notifications. Apple (or Google, on Android) delivers them. The text of a notification is short. You can turn notifications off in the app's Settings or in your phone's Settings.
Who handles your data for us
We use these companies to run the app. Each one gets only what its job needs.
| Microsoft 365 | Signing in; your email and Teams, when you ask; sending the email and Teams messages you tap Send on; sending sign-in codes and sign-in notices; Gwen's email to colleagues. |
|---|---|
| Anthropic | The AI model (Claude) that writes your orb's answers. |
| Cloudflare | The AI gateway that our requests to Anthropic and OpenAI (and to Google, for pictures) pass through, and the secure network edge in front of Render's relay. |
| OpenAI | Turning voice recordings into text. |
| Google (Gemini) | Describing the photos field staff send for one of their jobs, for the photo library; making the pictures you ask your orb for; and, for some of the company's agents, searching their own notes and reading images. |
| Render | Hosting the relay that carries the app's traffic between your phone and our server. |
| Apple and Google | Delivering notifications. |
| EasyPost | Package status, only when package tracking is switched on. |
We do not sell your data, rent it, or share it with anyone else, unless the law requires it.
How long we keep it
| Conversations | Until deleted at your request. |
|---|---|
| Sign-in record | 180 days. |
| Photo and file copies | 90 days. |
| Pictures made for you | 90 days. |
| Voice recordings | Not kept. |
| Notification tokens | Until you sign out of the app, turn notifications off, or the token stops working. |
| Your account | While you work at By Dzign. Your access ends when you leave. |
Seeing, correcting or deleting your data
Email Logan Kraft at logan@by-dzign.com to see what the app keeps about you, to correct it, or to have your conversation, sign-in record, photo and file copies and notification tokens deleted. Deleting your app data does not delete company records kept for other reasons, such as payroll.
Children
The app is only for By Dzign staff and is not meant for children.
Changes
If this policy changes, we update this page and the date at the top.