Privacy Policy

Orbit Operations is a workforce platform for businesses and their teams, provided by Operator Systems Pty Ltd (operatorsystems.ai). It includes the Orbit Operations website and app for owners and managers, and the Orbit Staff app for their teams. This policy explains what personal information we handle, why, who it is shared with, and the choices you have. We handle personal information in line with the Australian Privacy Principles in the Privacy Act 1988 (Cth).

Who is responsible

Your workplace and us

When a business uses Orbit to run its team, that business (your employer) decides what information it collects about its staff and what it is used for, and we handle that information on its behalf to provide the service. For your own Orbit account, and for our dealings with the businesses that use Orbit, we are responsible.

What we handle

Information we collect

We collect only what is needed to run your workplace's operations:

• Account information. Your name, email address, phone number and sign-in details, used to sign you in and identify you to your team.
• Employment and work information. Your role, the stores you work at, your employment type, award and pay rate, shifts, timesheets, clock-in and clock-out times, breaks, leave, availability, and the messages you send in Orbit.
• Onboarding and payroll details. When your employer asks you to complete onboarding in Orbit: the details your employer needs to employ and pay you, such as your date of birth, address, emergency contact, tax file number declaration, bank account, superannuation fund, right-to-work details, and the documents and signatures you provide.
• Location. A single GPS reading (latitude and longitude) captured only at the moment you clock in or clock out, and stored on that timesheet. Orbit does not track your location at any other time.
• Device information. A push notification token so we can send you shift reminders, approvals and other alerts, and basic device and app diagnostics used to keep Orbit reliable and secure.
• Business customers. For the businesses that use Orbit: business details, the people who manage the account, and billing contacts. Card and bank payment details are held by our payment provider.

Purpose

How we use your information

We use your information to provide Orbit to your workplace: building and publishing rosters, clocking in and out, timesheets and approvals, leave, onboarding new starters, sending approved hours and new-starter details to the payroll software your employer connects, team messages and notifications, support, billing, and keeping the service secure. We do not use your information for advertising, and we do not sell personal information to anyone.

Tax file numbers

How tax file numbers are handled

A tax file number is collected only when your employer asks you to complete a tax file number declaration in Orbit. It is used and passed on only as tax law allows (to your employer's payroll and the Australian Taxation Office), as the Privacy (Tax File Number) Rule 2015 requires, and it is deleted when it is no longer needed.

Visibility

Who can see your data

Your information is visible to your workplace's owners and managers and to the people your organisation gives access to. Pay and payroll details are visible only to the people your organisation allows to see them. Each organisation's data is kept separate and is never shared with other organisations or businesses.

Sharing

Who we share information with

• Your employer's payroll and accounting software. When your employer connects payroll or accounting software to Orbit (for example Xero, Employment Hero, MYOB or QuickBooks), the details needed to set you up and pay you are sent to it.
• Service providers. Trusted providers that run parts of the service for us: database hosting, web hosting, email and text message delivery, push notifications, payments and AI features. They handle information only to provide their service to us.
• When the law requires it. For example, to a government authority where we are legally required to.

Some of these providers may store or process information outside Australia, including in the United States.

Security

Keeping information safe

Sensitive data is encrypted, in storage and in transit.

Your data, your control

Retention and deletion

We keep information for as long as your employer uses Orbit and as long as the law requires. Employers must keep employment and pay records (generally for seven years), so if you have worked shifts, those records are kept for your employer even after you leave. If you have never worked a shift, you can delete your account from the app: go to Profile and tap Delete account. If you have worked, the app tells you, and your workplace admin or our support team can remove your access.

Your rights

Access, correction and complaints

You have the right to:

• Access the personal information we hold about you.
• Correct information that is inaccurate or out of date.
• Complain about how your information has been handled. Contact us first; if you are not happy with our answer, you can contact the Office of the Australian Information Commissioner (oaic.gov.au).

If a data breach is likely to cause you serious harm, we will tell you and the Office of the Australian Information Commissioner, as the Notifiable Data Breaches scheme requires.

Get in touch

Contact us

If you have any questions about this policy or your data, please contact us: