Effective date: 15 December 2025
Site: Orbia World (“Orbia”, “we”, “us”, “our”)
Contact: [email protected]
Orbia World is building tools to help families capture learning moments and generate education reports. This Privacy Policy explains what information we collect, how we use it, who we share it with (including WhatsApp via Meta), and your choices.
We aim to comply with the New Zealand Privacy Act 2020 and the Information Privacy Principles.
This policy applies to information collected through:
our website and pages (including forms),
our email communications,
and (if you choose) WhatsApp messaging with Orbia.
When you subscribe to our newsletter, we collect:
Email address
This is stored and managed in Mautic (self-hosted).
When you join the founding families list, we collect:
First name
Last name
Email address
This is stored and managed in Mautic (self-hosted).
When you contact us via our website form, we may collect:
Name
Email address
Role (e.g., parent, educator, agent, etc.)
Topic / reason for contact
Region / country
Message content (whatever you type)
If you choose to message Orbia via WhatsApp, we may collect and store:
Your phone number
Your WhatsApp profile information (e.g., display name, if available)
Message content you send
Attachments (e.g., photos, voice notes, documents) if you send them
Message metadata (timestamps, delivery status, message IDs)
Our internal tags/classifications that we apply (e.g., learning categories)
WhatsApp is provided by Meta/WhatsApp, and your use of WhatsApp is also subject to their own terms and privacy practices.
We collect limited technical data to operate and improve the site, including via Matomo Analytics (self-hosted):
IP address and device/browser details (depending on configuration)
pages visited and interactions
approximate location (e.g., country/region), depending on configuration
cookies or similar identifiers (see Section 8)
We also collect standard server/security logs to keep the site reliable and secure.
We use information to:
send newsletters and product updates (newsletter list)
communicate with founding families about early access, beta, and product progress
respond to enquiries and support requests
maintain security, prevent spam/abuse, and troubleshoot issues
improve our website and services using privacy-focused analytics
For WhatsApp specifically, we use your messages to:
receive learning notes you send (where relevant)
tag/categorise them (where applicable)
provide support and answer questions
Please don’t send highly sensitive information via forms or WhatsApp unless you are comfortable doing so. For example:
government ID numbers
banking details
detailed medical information
any information you wouldn’t want stored in multiple systems
Photos are optional. If you prefer extra privacy, consider avoiding identifiable faces.
We host and operate core systems ourselves (including self-hosted Mautic and self-hosted Matomo) on infrastructure we control through our hosting providers.
We take reasonable steps to protect personal information from loss, misuse, unauthorised access, disclosure, alteration, or destruction (e.g., access controls, least-privilege access, secure configuration, backups). No system is perfectly secure.
If we become aware of a privacy breach that creates a risk of serious harm, we will act in line with New Zealand breach notification requirements.
We do not sell your personal information.
We may share information with service providers who help us run Orbia, such as:
hosting and infrastructure providers
security and anti-spam providers
email delivery/SMTP providers (to send emails from Mautic)
domain/DNS providers
automation/integration providers (if used)
If you use WhatsApp to message us, your communications are processed through Meta/WhatsApp systems (via the WhatsApp Business API) and may also be handled by approved providers we use to connect to the API.
We share only what is necessary to operate that messaging channel and provide the service.
Even when we self-host tools, our servers and supporting providers may be located in New Zealand or overseas, and WhatsApp/Meta may process information in multiple countries.
Where information is processed outside New Zealand, we take reasonable steps to protect it in line with New Zealand privacy expectations, or we rely on your informed choice to use that channel (for example, choosing to message us via WhatsApp).
We use Matomo Analytics (self-hosted) to understand how the website is used and to improve it.
Matomo may use cookies and similar technologies depending on configuration. You can control cookies through your browser settings (including blocking or clearing cookies). Some parts of the site may not work as intended if cookies are disabled.
If you would like an analytics opt-out option or have questions about our analytics configuration, email [email protected].
Newsletter: you can unsubscribe at any time using the link in our emails.
Founding families: you can request removal at any time by emailing [email protected].
Even if you unsubscribe, we may retain minimal records (e.g., suppression lists) to ensure we respect your preferences.
We keep personal information only as long as needed for the purposes in this policy, including:
while you remain subscribed (until you unsubscribe)
while we are actively engaging with you as a founding family/beta contact (or until you ask to be removed)
as needed to respond to enquiries and keep basic records
as needed for security, legal, and dispute purposes
If you request deletion, we’ll delete or de-identify information where practical. Note that WhatsApp/Meta may retain certain information under their own policies even if we delete our copies.
Orbia is intended for parents/guardians. We do not knowingly collect personal information directly from children through our website forms.
If you send information about a child (for example, learning notes or photos) via WhatsApp or forms, you confirm that you are the child’s parent/guardian or have authority to share that information.
As our product evolves, we may publish app-specific privacy terms covering learning logs in more detail.
You can request:
access to the personal information we hold about you
correction of your information
deletion of your information (where practical)
Email [email protected]. We may need to verify your identity before fulfilling requests.
If you’re not satisfied with our response, you can contact the Office of the Privacy Commissioner (New Zealand).
Our site may link to third-party websites/services. Their privacy practices are their own, and we encourage you to review their policies.
We may update this Privacy Policy from time to time. The latest version will be published on our website with an updated effective date.