Privacy Notice
Orbital Technologies LLC — warehousesystem.app
Version 2.0 · 10 November 2026
Published at: https://warehousesystem.app/legal/privacy
Supersedes version 1.0 of 24 October 2026.
1. Who we are
warehousesystem.app is a warehouse management platform operated by Orbital Technologies LLC ("Orbital", "we", "us").
Warehouse operators around the world use our platform to run their business. The platform provides two services, and an operator may use either or both:
Ecommerce fulfilment. The operator holds stock for merchants who sell online. When a merchant's store receives an order, we pick it, pack it, buy a carrier label, ship it, and report back to the store. Returns sent back by shoppers are booked in and processed the same way.
Package forwarding. The operator gives its own customers a mailbox address. Parcels arriving for those customers are logged, photographed, stored, optionally combined into one outbound shipment, and shipped on.
Each service is a separate module. An operator gets only the modules it has asked for and been granted.
This notice explains what personal information we handle across both services, why we handle it, how long we keep it, and what rights people have. The contractual terms between us and a business using the platform, including our data processing commitments, are in our Merchant Terms and Data Processing Agreement.
Contact for privacy questions and requests:
support@orbitaltechltd.com
Orbital Technologies LLC, 9745 Touchton Rd, Jacksonville, FL 32246, United States
2. Three groups of people, and three different roles
We handle personal information in different ways depending on whose it is, and the rules differ for each.
Shoppers who buy from a merchant (we are a processor). A merchant's shopper places an order. We receive that shopper's name, address and phone only so we can ship the parcel. That information belongs to the merchant and to their shopper, not to us. We act on the merchant's instructions and we do not decide what to do with it ourselves.
Forwarding customers of a warehouse operator (we are a processor). Where an operator has the package forwarding module, its own customers hold accounts and receive parcels through it. We hold their details on that operator's behalf. The operator decides what happens to that information, including how long it is kept. We act on the operator's instructions.
Our own account holders (we are a controller). We also hold information about the people who sign in: warehouse operators, their managers and their staff. That is our own record and we decide how it is handled.
If you are a shopper or a forwarding customer and you want your details removed, the fastest route is to ask the business you dealt with. They can instruct us and we act on it. You can also write to us at the address above and we will pass it on and act on it.
3. What we handle, and why
3.1 Shopper information received from a merchant's store
| What | Why we need it |
|---|---|
| First and last name | Printed on the shipping label so the carrier can deliver the parcel |
| Shipping address | Required by the carrier to deliver, and to calculate the rate |
| Phone number | Required by most carriers, and used by them for delivery problems and customs |
| Order number and order reference | So the merchant and we are talking about the same order |
| Items, SKUs and quantities | To pick the right goods and check stock |
| Parcel weight and dimensions | To buy the correct carrier service and calculate the rate |
| Tracking number | To tell the merchant and their shopper where the parcel is |
| Return quantities and the structured return reason | To book a returned parcel in and process it correctly |
We do not take the shopper's email address. Our fulfilment app stopped reading it in October 2026 because we do not need it to ship a parcel.
We do not receive a billing address. Only the shipping address.
We do not store the shopper's own written words. Where a shopper types a note on an order or a comment explaining a return, we deliberately do not keep it. The structured reason the store provides is enough for a warehouse to act on.
We never receive payment card details, bank details or any payment information. Payment happens in the merchant's store, not in our system.
3.2 Forwarding customer information, where an operator uses that module
| What | Why we need it |
|---|---|
| Name, and the mailbox or suite number assigned to them | To match an arriving parcel to the right person |
| Delivery address at the warehouse, and their own destination address | To receive a parcel for them and then forward it |
| Phone number and email address | To tell them a parcel has arrived, and because carriers require a phone |
| Photographs of the parcel, and a record of its contents | So the customer can see what arrived, and to produce customs paperwork |
| Declared value and contents description | Required by law for cross-border shipping |
This information is held on behalf of the warehouse operator, who decides what is collected and how long it is kept.
3.3 Information about our own account holders
Name, work email address, phone number, the business they belong to, their role in the system, and a record of what they did in the system, for example who received a parcel or who printed a label.
3.4 Technical information
Server logs recording requests to our system: time, IP address, the page or endpoint, and the result. We keep these to run the service securely and to investigate problems.
4. Where the information comes from
- Directly from the warehouse operator or the merchant, when they type it in or upload it.
- From the merchant's connected sales channel. Today that is Shopify. When a merchant asks us to fulfil an order, or approves a return, we read it from their store using the access they granted us. Exactly what we read and write is set out in our Merchant Terms and Data Processing Agreement.
- From carriers, when they return rates, labels and tracking updates.
- From the person themselves, if they are one of our account holders or a forwarding customer who registers.
5. Why we are allowed to handle it
For shopper information and for forwarding customer information, we handle it because our customer, the merchant or the warehouse operator, instructed us to, under a written agreement. That customer is responsible for having its own lawful basis to pass it to us.
For our own account holders, we handle it because we need to in order to provide the service they signed up for, and to keep it secure.
We do not sell personal information. We do not share it for advertising. We do not use it to build profiles, and we do not use it for automated decisions that have a legal or similarly significant effect on anybody.
6. Who we share it with
We share only what is needed, and only with these parties.
| Who | What they get | Why |
|---|---|---|
| Carriers, for example USPS, UPS, FedEx, DHL | Name, delivery address, phone, parcel weight and size | To rate, label and deliver the parcel |
| Easyship | The same shipment details | To obtain carrier rates and labels on our behalf |
| Shopify | Order status, acceptance or rejection, tracking numbers, and the outcome of a return | To tell the merchant's store what happened |
| Mailtrap | The recipient's email address and the content of the message | To deliver our notification emails |
| Anthropic | Where a warehouse operator has enabled the in-platform assistant, a snapshot of the records the signed-in user is already allowed to see, which may include mailbox, package and shipment details | To answer that user's question inside the platform |
| InterServer | Nothing directly. They host the server our system runs on | Hosting and infrastructure |
| Customs authorities | Contents, value and declared details for international parcels | Required by law for cross-border shipping |
Used only if a warehouse operator switches them on, and not in use by default: Google Cloud Vision and Google Gemini, for reading a carrier label at intake; WhatsApp, for notifications.
We will also disclose information where we are legally required to, for example in response to a valid court order. If that happens and we are allowed to tell our customer, we will.
We do not add a new sub-processor without telling our customers first. The current list is kept in our Merchant Terms and Data Processing Agreement.
7. Where the information is held
Our servers are located in the United States.
Our staff and our development team work from Pakistan and access the system from there. Access is granted by role and limited to the people who need it.
For customers in the United Kingdom or the European Economic Area, this means personal information is transferred outside that region. We rely on the standard contractual clauses in our Merchant Terms and Data Processing Agreement to cover that transfer.
8. How long we keep it
Fulfilment orders and returns
| What | How long |
|---|---|
| Shopper name, address and phone attached to an order | Erased 90 days after the order ships, or 90 days after it is cancelled |
| Order and return records with the shopper's details removed | Kept as a business record, with name, address and phone erased |
| Shopper details after a merchant uninstalls our app | Erased when the sales channel sends us its erasure request, which arrives about 48 hours after the uninstall. Any order not yet shipped is cancelled at that point |
| Shopper details after an erasure request for one person | Erased on receipt of the request |
The 90 day erasure runs as an automatic job every day and reports every run. It is not a manual step that somebody has to remember.
Package forwarding
| What | How long |
|---|---|
| Forwarding customer records, parcels, photographs and contents | Kept for as long as the warehouse operator's account is active. The operator sets any shorter period and can instruct us to delete records at any time. We do not apply an automatic limit of our own to this data today |
Everyone
| What | How long |
|---|---|
| Account holder records | For as long as the account exists, then as needed for our own records |
| Application server logs | Rotated daily, 14 days retained |
| Access log recording who viewed a shopper's details | 12 months |
9. How we protect it
Separated by warehouse operator. Each warehouse operator using our platform is provisioned with its own isolated database, so data belonging to one operator is never stored alongside another's.
Separated by business inside an operator. Within an operator, each merchant's data, meaning their connected stores, orders, returns and inventory, is restricted by access controls enforced on our servers for every request. A merchant can only ever retrieve records belonging to the business they are signed in to.
Encrypted where it sits. On fulfilment orders and returns, the shopper's name, address and phone number are encrypted in our database using AES-256-GCM, under a key kept separately from the database. The shipping label image and the address copy on a shipment are encrypted the same way. Someone who obtained a copy of the database or a backup file cannot read those fields.
Encrypted in transit. All connections to our system use HTTPS. Plain HTTP is redirected. All connections to sales channels and to carriers use HTTPS.
Encrypted backups. Our database backups are AES-256 encrypted, and a restore has been performed and recorded.
Credentials never leave our servers. Sales channel access tokens and webhook signing secrets are stored encrypted and are never returned to any browser or client.
Minimum data. We store only the order and return information needed to fulfil and process shipments on our customer's behalf. We do not store shoppers' free-text notes or return comments.
Limited staff access. Access is granted by role, on a least privilege basis. Warehouse staff see only what they need to receive, pick, pack and ship.
Views of shopper details are recorded. When anybody opens a screen showing a shopper's name, address or phone on a fulfilment order, or prints a label, we record who did it, which screen, and when. We keep that log for 12 months.
Reviewed changes. Every change to our system is reviewed by a second person, and the automated tests and a full build must pass. An urgent fix to a live fault may be released first and reviewed immediately afterwards, and the pull request records that it happened that way.
What this does not cover
We would rather state this than let the paragraphs above be read too widely. On package forwarding records, the field level encryption, the automatic 90 day erasure and the view logging described above are not applied today. Those records are protected by the operator's own isolated database, by HTTPS in transit, by encrypted backups, and by role based access control. Extending the remaining measures to forwarding data is planned work.
10. Sales channel privacy requests
Where a merchant's sales channel sends us a privacy request on a shopper's behalf, we support the three requests the channel requires of us:
- A request for a copy of the data. We provide the merchant with the information we hold for the named orders.
- A request to erase one shopper. We erase that shopper's personal details from the orders we received from that store.
- A request to erase a whole shop. We delete the store connection, its access token, its sync history and its mappings, erase the shopper details on every order from that store, and cancel any order not yet shipped.
An order whose shopper has asked to be erased cannot be revived. If the store sends that order to us again, we refuse it and tell the merchant why. If a merchant uninstalls and later reinstalls, the store starts afresh.
11. Rights
Depending on where a person lives, they may have the right to ask for a copy of their information, to have it corrected, to have it deleted, to object to how it is handled, or to complain to a regulator.
If you are a shopper: ask the store you bought from. They hold the relationship with you and they can instruct us. We will act on their instruction without delay. You can also write to us at the address in section 1 and we will handle it.
If you are a forwarding customer: ask the warehouse operator who gave you your mailbox. They can instruct us and we will act on it. You can also write to us at the address in section 1.
If you are one of our account holders: write to us at the address in section 1.
We do not charge for this, and we will respond within 30 days.
12. Children
Our platform is not for children and we do not knowingly handle information about them.
13. Changes to this notice
If we change this notice we will update the date and version at the top. If the change is significant, we will tell our customers directly before it takes effect.
14. Complaints
If you are not satisfied with how we have handled something, write to us first at the address in section 1. If you are in the UK or the EEA you also have the right to complain to your local data protection authority.