Legal
Privacy notice
Last updated 14 November 2026
This notice explains what personal data ORBQ collects, why, who it is shared with and the rights you have under UK data protection law. ORBQ is a product of Circlemount Ltd.
1. Who we are
Circlemount Ltd (trading as Circlemount®) builds and runs ORBQ. We are a company registered in England and Wales under company number 14527037.
- Address: St James House, Hollinswood Road, Central Park, Telford, TF2 9TZ, United Kingdom
- Email: support@circlemount.com
2. Our role
- Enquiries through orbq.co.uk and installer staff accounts: we are the controller.
- Homeowners who complete a survey or receive a quote: the installation company that sent you the link is the controller of your data, and we process it for them under a written agreement. Please contact that company first about your data; we will help them answer you.
3. The personal data we collect
If you request a demo
Your name, company, work email, phone number (optional), installs per month, how you quote today and your message. We also record the campaign tags (UTM parameters) and referring page in the link you arrived from, your browser's user-agent string, and a one-way, keyed hash of your IP address, which we use only to limit spam and abuse. We do not store your IP address itself.
If you use the ORBQ app as installer staff
Your name, email address, role and the actions you take in the app (an audit trail of approvals, edits and sends).
If you complete a survey for your installer
Your contact details and address, your answers, the video and photos you film (for example of your meter, fuse board and the cable route), and, if you choose to speak while filming, a text transcript of what you say. Speech is turned into text on your own device; we receive the text, not a sound recording.
When you visit the site
Our hosting provider processes your IP address, browser details and the pages you request to deliver the site and protect it from abuse. The ORBQ website does not use advertising or analytics cookies. The app keeps your sign-in session and a few display preferences in your browser's storage.
4. How we use your data and our lawful bases
| Purpose | Lawful basis (UK GDPR Article 6) |
|---|---|
| Replying to your demo request and preparing a proposal | Steps at your request before a contract; legitimate interests in answering business enquiries |
| Emailing our team when a new enquiry arrives | Legitimate interests in following up enquiries promptly |
| Providing the app to installation companies and their staff | Contract with the installation company; legitimate interests |
| Analysing survey photos and video with AI to draft a scope of works for the installer to review | On the installer's instructions, as their processor |
| Running, securing and preventing spam on the service | Legitimate interests in a secure, reliable service |
| Keeping business and accounting records | Legal obligation |
AI output in ORBQ is always reviewed by the installer's own staff before a quote is sent. Prices come from the installer's price book, not from the AI. No decision with legal or similarly significant effects is made about you solely by automated means.
5. Who we share data with
We do not sell personal data. We use these service providers, under contracts that require them to keep it secure and use it only on our instructions:
- Cloudflare: hosting, content delivery and security.
- Supabase: database, sign-in and file storage for the app, enquiries and survey media.
- Anthropic: the AI model that reviews survey photos and video. It does not receive customer names, emails, phone numbers or addresses.
- Resend: sending service emails (survey links, quotes, sign-in and enquiry notifications).
- Google Fonts: web fonts, which means your browser connects to Google and shares your IP address with it.
If an installer connects ORBQ to their job management system (for example Onroute), accepted jobs are sent to it on their instructions. We may also share data with professional advisers, with regulators or law enforcement where the law requires it, and with a buyer or successor if our business is sold.
6. International transfers
Some providers process data outside the UK, including in the United States. Where that happens we rely on UK adequacy regulations (including the UK–US Data Bridge where the recipient is certified) or the ICO's International Data Transfer Agreement or UK Addendum to the EU Standard Contractual Clauses.
7. How long we keep data
- Demo requests that don't lead to working together: up to 24 months after our last contact, then deleted.
- Installer accounts and audit trail: for the length of the contract and then for six years, for tax, accounting and claims.
- Surveys and quotes: as long as the installer that sent the link instructs us, and deleted at the end of our contract with them.
- Request logs: for the short periods set by our hosting provider for security and troubleshooting.
8. Your rights
Under UK data protection law you have the right to ask for a copy of your data, to have it corrected or deleted, to restrict or object to how it is used, to data portability, and to withdraw consent at any time. Some rights depend on the lawful basis and have exceptions. Email support@circlemount.com. There is normally no charge, we may need to confirm your identity, and we will reply within one month.
9. Complaints
If you are unhappy with how we have handled your data, please contact us first. You can also complain to the Information Commissioner's Office at ico.org.uk/make-a-complaint or on 0303 123 1113.
10. Security
Connections are encrypted (HTTPS with HSTS). Each installation company's data is kept separate by database row-level security, survey media is stored privately and shared only through short-lived signed links, and customer links use random tokens of which only a hash is stored. We will notify you and the ICO of a breach where the law requires it.
11. Changes
We will update this notice when how we handle data changes, and change the date at the top.