OrcheStream Privacy Policy

Last updated: September 4, 2026

Adeptified LLC ("Adeptified," "we," "us," or "our") provides OrcheStream, a multi-tenant software platform that automates the delivery of live video broadcasts and meetings to conference room devices (the "Service"), and operates the marketing website at orchestream.io (the "Site"). This Privacy Policy explains what personal data we collect, how we use and share it, and the choices and rights available to you.

This Privacy Policy does not apply to the extent Adeptified processes personal data solely as a service provider/processor on behalf of a business customer ("Customer") — that processing is governed by the Terms of Service and, where applicable, a separate Data Processing Addendum ("DPA") between Adeptified and the Customer. Section 1 below explains this distinction in more detail.

1. Two Roles: Controller vs. Processor #

Because OrcheStream is business-to-business software, Adeptified handles personal data in two distinct capacities, and different rules apply to each:

1.1 As a data processor / service provider (on behalf of our Customers). When an organization ("Customer") uses OrcheStream, its administrators and Authorized Users may enter personal data into the Service — for example, names, email addresses, and roles of people assigned to conference rooms or devices. For this data, the Customer is the data controller/business, and Adeptified acts only as a processor/service provider, handling the data solely to provide the Service under Customer's instructions, the Terms of Service, and any applicable DPA. If you are an employee or user of an Adeptified Customer and have questions about how your personal data is handled, please contact that organization directly; Adeptified will support the Customer in responding to your request as required by law and by its agreement with the Customer.

1.2 As a data controller / business (in our own right). Adeptified is the controller for personal data it collects directly, including: (a) data about prospects and Site visitors (Section 2.1); (b) billing and account-administrator contact information collected during signup and account management (Section 2.2); and (c) data generated by Adeptified's own operation of the Service, such as security and audit logs. The rest of this Policy primarily addresses this category.

2. Personal Data We Collect #

2.1 Site visitors. When you visit the Site, we (and analytics providers acting on our behalf) may collect: pages viewed, referring/exit pages, browser and device type, approximate location (derived from IP address), and similar usage data via cookies and similar technologies (see Section 6). If you submit a contact form or request a demo, we collect the information you provide (e.g., name, work email, company, message).

2.2 Customer accounts and billing. When an organization signs up for OrcheStream, we collect the name, work email, and role of the administrator(s) who create and manage the account, and billing/purchasing contact information (e.g., accounts-payable contact, purchase order details) necessary to invoice and administer the subscription. OrcheStream is sold via direct sales or authorized resellers on a purchase-order/invoice basis; Adeptified does not collect or process payment card or bank account details through the Service.

2.3 Service usage and security logs. We collect technical data generated by operation of the Service, such as authentication events, IP addresses, timestamps, and operator-console audit logs, as described in our security documentation. This data is used for security, fraud prevention, and to operate and support the Service, and is processed by Adeptified as a controller even though it relates to a Customer's environment.

2.4 Information we do not want. Please do not submit sensitive personal data (e.g., government ID numbers, health information, precise geolocation of individuals, or information about children) through the Site's contact forms or in any field not specifically designed to collect it.

3. How We Use Personal Data #

We use personal data described in Section 2 to: provide, operate, and secure the Service and Site; respond to inquiries and provide customer support; process billing and renewals; send administrative and transactional communications (e.g., security alerts, invoices, service notices); send marketing communications where permitted (with an opt-out always available); analyze and improve the Site and Service; detect and prevent fraud, abuse, and security incidents; and comply with legal obligations.

4. Legal Bases for Processing (EEA/UK Users) #

Where the GDPR or UK GDPR applies, we rely on the following legal bases: performance of a contract (e.g., account administration, billing); legitimate interests (e.g., Site analytics, security logging, fraud prevention), which we balance against your rights; consent (e.g., non-essential cookies, marketing emails, where required), which you may withdraw at any time; and legal obligation (e.g., tax and accounting records).

5. How We Share Personal Data #

We do not sell personal data. We share personal data with:

5.1 Sub-processors and service providers, who process personal data on our behalf solely to help us operate the Service and Site, currently:

An up-to-date sub-processor list is available on request at privacy@adeptified.com.

5.2 Connected third-party platforms. Customer may choose to connect third-party platforms (e.g., Cisco Webex, Kaltura, Appspace) to their own OrcheStream account. Those connections are established using Customer's own credentials for those platforms, and any personal data exchanged with them is subject to that platform's own privacy practices, not this Policy.

5.3 Legal and safety. We may disclose personal data where required by law, subpoena, or other legal process, or where we believe disclosure is necessary to protect the rights, property, or safety of Adeptified, our customers, or others.

5.4 Business transfers. If Adeptified is involved in a merger, acquisition, or asset sale, personal data may be transferred as part of that transaction, subject to this Policy or a successor policy of at least equivalent protection.

6. Cookies and Tracking Technologies #

6.1 Site (marketing website). The Site uses cookies and similar technologies for analytics (currently Google Analytics) to understand how visitors use the Site and improve it. Where required by law, we will request your consent before setting non-essential cookies and provide a mechanism to withdraw consent.

6.2 Logged-in application. The Service itself uses only essential cookies/local storage necessary for authentication and session management; these are not used for advertising and cannot be disabled without affecting your ability to log in.

7. International Data Transfers #

Adeptified is based in the United States, and personal data we control is processed on Google Cloud Platform infrastructure currently located exclusively in North America (Google Cloud's "nam7" multi-region for Firestore). We do not currently store data outside North America, and as of the date of this Policy we do not have Customers or users located in the EEA or UK. If this changes, personal data transferred from the EEA, UK, or another jurisdiction with data transfer restrictions would be considered "transferred" to North America even though it does not leave that region afterward, and before onboarding any Customer or user from such a jurisdiction, Adeptified will put in place Standard Contractual Clauses or another appropriate transfer mechanism to protect that data, and will update this Policy accordingly.

8. Data Retention #

We retain personal data for as long as necessary for the purposes described in this Policy. Account and billing data is retained for the duration of the applicable Customer relationship and, upon termination, is deleted from production systems consistent with the data retention practices described in the Terms of Service and our security documentation (generally within 7 days of termination, subject to residual backup copies that age out over time). Site analytics data is retained per Google Analytics' default retention window (currently 14 months), unless a shorter period is configured.

9. Your Privacy Rights #

9.1 If you are located in the EEA or UK, subject to applicable law, you have the right to: access the personal data we hold about you; request correction of inaccurate data; request erasure; restrict or object to certain processing; request portability of data you provided to us; withdraw consent at any time where processing is based on consent; and lodge a complaint with your local supervisory authority.

9.2 If you are a California resident, subject to the CCPA/CPRA, you have the right to: know what personal information we have collected, used, and disclosed about you; request deletion of your personal information; request correction of inaccurate personal information; and not be discriminated against for exercising these rights. Adeptified does not sell or share personal information for cross-context behavioral advertising, as those terms are defined under California law.

9.3 Exercising your rights. To exercise any of these rights, contact us at privacy@adeptified.com. We may need to verify your identity before fulfilling your request. If your personal data was submitted to OrcheStream by your employer or another organization as our Customer, see Section 1.1 — we will direct you to that organization or support it in responding to you, as required by law.

10. Children's Privacy #

The Service and Site are intended for business use by adults and are not directed to children. We do not knowingly collect personal data from anyone under 16. If you believe a child has provided us with personal data, contact us at privacy@adeptified.com and we will delete it.

11. Security #

We maintain administrative, technical, and physical safeguards designed to protect personal data, as described in our published security documentation. No method of transmission or storage is 100% secure, and we cannot guarantee absolute security.

12. Changes to This Policy #

We may update this Policy from time to time. For material changes, we will provide notice by posting the updated Policy on the Site with a new "Last updated" date and, where required by law or where you have an active Customer account, by email. Continued use of the Site or Service after the effective date constitutes acceptance of the updated Policy.

13. Contact Us #

Questions about this Privacy Policy or requests regarding your personal data can be sent to privacy@adeptified.com, Adeptified LLC, 1033 Carawood Dr., Forest, VA 24551.