1. Who we are
Prospect Orbit Ltd (“we”, “us”, “our”) is the data controller for the personal information described in this notice. That means we decide what is collected and what it is used for, and we are responsible for looking after it.
- Registered name
- Prospect Orbit Ltd
- Company number
- 17484801, registered in England & Wales
- Registered office
- 71–75 Shelton Street, Covent Garden, London WC2H 9JQ (a registered address for post, not an office open to visitors)
- Contact for privacy
- privacy@prospectorbit.co.uk
This notice covers everyone we hold personal information about through this website and our work: people who contact us, our clients and the people we deal with at their businesses, people who join our Orbit Updates mailing list, and people at businesses we contact about our services.
2. What information we collect
We collect as little as possible, and only what we actually need.
If you contact us
- Your name, email address, and telephone number if you give it.
- Your business name, your website address, and what you tell us about your project.
- The services you are interested in, and any optional answers you give us on the form: when you would like to start, a rough budget, the tools you use or the customers you are looking for.
- How you found us, which the form records automatically: the website that linked to us, the page you first arrived on, and any campaign tags in the link you followed (for example, that it came from one of our LinkedIn posts).
- Whatever you write in your message. That is up to you, and we only keep what is relevant.
- Any files you choose to attach to the enquiry form, such as a brief, screenshots or a logo. They are delivered to our inbox with your message and are not stored on this website.
- A record of our exchange: emails, notes of calls, and what was agreed.
If you work with us
- Everything above, plus what we need to deliver the work and get paid: contact and billing details, quotes, agreements, invoices and project correspondence.
- Details of the accounts your website depends on (hosting, domain, email). We ask you to invite us into those accounts rather than share passwords.
If you join Orbit Updates
- Your email address, your business name and what interests you most if you give them, your agreement to hear from us (including the wording you agreed to), and when you joined.
If we contact your business
- Your business's name, address, website and business contact details.
- The names and roles of company officers, as published on the public Companies House register.
- A record of when we contacted you, any reply, and whether you have asked us not to contact you again.
If you use the chat on this website
- What you type into the chat, our assistant's replies, and the page you are on. The chat is an AI assistant: your messages are sent to our AI supplier (see section 6) to write each reply.
- If you choose to send your details to us from the chat: your name, email address, and your phone number and business name if you give them, with a summary and a copy of the conversation, delivered to our inbox in the same way as the contact form.
- Your IP address, used briefly and only in memory to stop the chat being misused (for example, limiting how many messages can be sent). It is not stored.
When you visit this website
- Technical information your browser sends, such as your IP address, browser type and the pages requested. Our hosting provider processes this to deliver the site and protect it from attack.
- Visitor statistics. We count visits with Cloudflare Web Analytics, which reports totals (pages viewed, the sites visitors came from, country, device type and how quickly pages load) rather than identifying anyone. It uses no cookies. We do not run advertising tracking or follow you across other websites.
We do not ask for sensitive information, such as anything about your health, beliefs, ethnic origin or criminal record, and you should not send it to us. If it reaches us anyway, we delete it unless there is a clear reason to keep it, and we will tell you if there is.
3. How we get it
- From you, almost always: an email, our contact form, the chat on this website, a call or a meeting.
- From someone acting for you, such as a colleague who introduces us.
- From public sources, when we research businesses that may benefit from our services: the Companies House register (published under the Open Government Licence), businesses' own websites, and other public business registers and directories.
- From our hosting provider, for the technical information described above.
- Through Instagram, LinkedIn or Google, if you message us, comment or leave a review there. We use what you send only to reply and to deal with your enquiry. That platform also holds it, under its own privacy terms, which we do not control.
4. Why we use it, and our lawful basis
The law says we must have a specific reason, a “lawful basis”, for every use of your information.
| What we use it for | Lawful basis |
|---|---|
| Replying to your enquiry and preparing a quote | Steps taken at your request before entering into a contract, or our legitimate interest in responding to an enquiry made on behalf of a business |
| Answering your questions in the chat on this website, and passing your details to us when you choose to send them | Steps taken at your request before entering into a contract, or our legitimate interest in responding to people who ask about our services |
| Delivering the work you have asked us to do | Performance of our contract with you |
| Invoicing, accounts and tax records | Legal obligation |
| Keeping a record of our work in case of a later query or dispute | Legitimate interests: being able to answer for what we did |
| Contacting businesses about our services | Legitimate interests: offering relevant services to businesses (see section 5) |
| Researching markets and businesses using public business information | Legitimate interests: understanding the markets we and our clients work in |
| Sending you Orbit Updates: product development news, new releases, early-access opportunities and occasional business insights | Consent, which you can withdraw at any time, using the unsubscribe link in any update or by emailing us |
| Counting visits, and recording how enquiries found us, to improve the website and understand which of our work is useful | Legitimate interests: understanding how our website and marketing are used. You can object (see our Cookie Policy) |
| Keeping this website working and secure | Legitimate interests: network and information security |
Where we rely on legitimate interests, we have weighed our interest against your rights and concluded that ours does not override them. You can ask us for that assessment, and you can object at any time (see section 10).
5. If we have contacted your business
We sometimes contact businesses we think may benefit from our services. If that is why you are reading this:
- Where we found you. Public sources: usually the Companies House register and your business's own website.
- What we hold. Business details only: your business's name, website and business contact details, and the names and roles of officers as shown on the public register. When we contact you, we use business contact details only.
- Who we email. We send unsolicited emails only to limited companies and LLPs, and every message tells you how to opt out.
- How to stop it. Reply to our email or write to privacy@prospectorbit.co.uk and we will not contact you again. We keep a short record of that request (your business name and email address) so that we do not contact you again by mistake.
Our business intelligence services
We are developing business intelligence services, such as finding prospective customers and researching markets for our clients. They are not available yet. This notice covers how we run Prospect Orbit and this website; it does not cover personal information processed in providing those services. Before they launch we will publish separate privacy information explaining what is collected, where it comes from, why, and the rights you have.
6. Who we share it with
We do not sell your information, and we never will. Some suppliers handle it on our behalf. They act on our instructions, may not use it for anything of their own, and are under contract to protect it.
| Who | Why they see it |
|---|---|
| Cloudflare, Inc. | Hosts this website, protects it from attack, provides our visitor statistics and routes email sent to our domain |
| Microsoft Corporation (Outlook) | Our email inbox, so messages you send us are stored there |
| Plus Five Five, Inc. (Resend) | Delivers messages sent through the contact form on this website to our inbox, and holds the Orbit Updates mailing list and sends the updates |
| Anthropic, PBC | Provides the AI model behind the chat on this website. Your chat messages are sent to it to write each reply. It does not use them to train its models |
| Our bank (Starling Bank) and its bookkeeping tools, and an accountant if we appoint one | Invoices and payment records, for accounts and tax |
We will also disclose information where we are legally required to: to HMRC, a regulator, the police or a court. If the business were ever sold, records would pass to the buyer, and we would tell you.
7. Where it is kept, and transfers outside the UK
Some of our suppliers store or process information outside the UK, including in the United States. Where that happens the transfer is protected, either because the recipient is covered by UK adequacy regulations (including the UK Extension to the EU–US Data Privacy Framework) or under the International Data Transfer Agreement or the UK Addendum to the EU Standard Contractual Clauses. Ask us and we will tell you which supplier, which country and which safeguard applies.
8. How long we keep it
| Record | Kept for | Why that long |
|---|---|---|
| An enquiry that did not lead to work | 12 months | Long enough to recognise you if you come back |
| Client records, agreements and correspondence | 6 years after our last work for you | The period in which a claim about the work could be brought |
| Invoices and accounting records | 6 years from the end of the accounting period | HMRC requires it |
| Website chat conversations | Not kept by us. If you send your details from the chat, the conversation is kept as part of that enquiry, for the periods above. Our AI supplier deletes chat messages within 30 days, unless it must keep them longer to investigate misuse of its service or to comply with the law | We have no reason to keep a conversation that did not become an enquiry |
| Businesses we have contacted who did not reply | 12 months from our last contact | So we do not contact you more often than is reasonable |
| A request not to be contacted | Indefinitely | The only way to make sure we never contact you again by mistake |
| The Orbit Updates mailing list | Until you unsubscribe. After that we keep only your email address on a do-not-email list, and the record of your consent for up to 2 years | So we never email you again by mistake, and can show you agreed while you were subscribed |
When a period ends we delete the information, or remove anything that identifies you.
9. How we protect it
We use reputable suppliers, protect every account with a strong password and two-factor authentication, and limit access to the people who need it. Devices are kept up to date and encrypted.
If something goes wrong and your information is exposed, we will assess it straight away. Where it is likely to put you at risk we will report it to the Information Commissioner's Office within 72 hours of becoming aware, and where the risk to you is high we will tell you directly.
We will never ask you to change bank details by email. If you receive a message that looks like it is from us asking you to pay a different account, treat it as fraud and check with us using the email address on this website.
10. Your rights
These rights are free to use, and we will respond within one month (up to two months longer for a complex request, in which case we will tell you within the first month).
- Access: a copy of what we hold about you, and an explanation of what we do with it.
- Correction: we will fix anything inaccurate or incomplete.
- Erasure: deletion, where we no longer have a good reason to keep it. We cannot delete records the law requires us to keep, and we will say so.
- Restriction: to have us stop using it while something is being resolved.
- Portability: a copy in a machine-readable format of information you gave us, where we hold it by consent or under our contract.
- Objection: to any use we base on legitimate interests. For direct marketing you can object at any time and we must stop.
- Withdrawing consent: wherever we rely on consent you can take it back.
We may ask you to confirm who you are first, and if we need you to narrow down a request we will ask; the time limit pauses until you reply. Our search will be reasonable and proportionate.
11. Complaining about your information
You can complain to us about anything we do with your personal information. It is the fastest way to get something put right.
- How
- Email privacy@prospectorbit.co.uk, use our contact form, or write to our registered office, saying it is about your personal information
- What happens next
- We will acknowledge your complaint within 30 days of receiving it
- Then
- We will look into it, keep you informed, and tell you the outcome, including where we think we have done nothing wrong, and why
You can also complain to the Information Commissioner's Office, the UK data protection regulator, at any point: ico.org.uk/make-a-complaint, or 0303 123 1113. You do not have to come to us first.
12. Cookies and your device
This website does not use cookies to track you, stores nothing on your device for our purposes and runs no advertising tracking. That is why there is no cookie banner. Our Cookie Policy explains the cookie-free visitor statistics we use, how to opt out of them, and the security cookie our hosting provider can set.
13. Automated decisions
We do not make decisions about you by automated means that have legal or similarly significant effects. We may use software to sort public business information by relevance, but a person decides who we contact and every other decision about you.
The chat on this website automatically ends a conversation that keeps going off topic or reaches its message limit. That only closes the chat; you can still email us or use our contact form, and every enquiry is read by a person.
14. Changes, and how to contact us
This notice was last updated on 16 October 2026 and is version 1.6. We review it at least once a year and whenever we change how we work. If a change materially affects what we do with your information, we will tell you rather than leave you to notice.
For anything in this notice (a question, a request or a complaint), email privacy@prospectorbit.co.uk or write to Prospect Orbit Ltd, 71–75 Shelton Street, Covent Garden, London WC2H 9JQ.