Orgacha Privacy Policy

1 Who is responsible for personal data

For workplace information entered into or generated through a customer workspace, the customer organisation normally decides why and how that information is used and acts as controller. Orgacha normally acts as its processor. The customer should provide workers with its own privacy information about its use of Orgacha.

Orgacha acts as controller for its own website enquiries, customer contracting, billing, account and service administration, security, fraud prevention, legal compliance, support case management and service communications. Actual roles depend on the facts and cannot be changed merely by contractual labels.

2 Personal data we handle

• Identity and account data, including name, account email address (which may be a personal email address), password hash, profile image, job title, department, location, team, house, reporting structure and account permissions. We also handle optional contact email addresses and telephone numbers where supplied.
• Colleague profile data, including an optional profile photograph, short biography, interests, skills and separate choices about displaying clubs, eligible recognition, email and telephone details. A profile may also present existing workplace content that the viewing user is already authorised to access; it does not create a general employee statistics or activity-history profile.
• Workplace content, including posts, comments, reactions, updates, direct messages, files, images, surveys, training records, events, recognition, rewards, rankings and engagement activity.
• Organisation and subscription data, including organisation name, workspace settings, plan, billing contact and subscription records.
• Technical and security data, including IP address, approximate location, browser and device details, session identifiers, authentication records, audit records and feature usage.
• Support and enquiry data, including correspondence, demo enquiries and information supplied while resolving a problem.
• Analytics data, including page views, visit and session information, referral source, device information and approximate location where analytics has been permitted.

3 Sources of personal data

We receive personal data directly from users and customer administrators; from optional integrations enabled by a customer, including Planday; automatically from use of the website and Service; from payment and email providers; and from other members of a customer workspace where they post or refer to an individual.

4 How and why we use personal data

Where Orgacha acts as processor, the customer determines the lawful basis and Orgacha processes personal data under the customer’s documented instructions and the Data Processing Addendum.

5 AI translation

AI translation is disabled for an organisation by default and must be enabled by an organisation administrator. Personal automatic translation is also disabled by default and begins only when a user enables it for eligible general workplace content.

Private one-to-one messages are not translated automatically. A user must select Translate and acknowledge the displayed notice before the selected message text is sent for translation. The original text remains available and is not replaced.

Translation requests are processed using OpenAI models through Replit AI Integrations with Replit-managed credentials. The selected text and target language are sent for the limited purpose of generating a translation. Attachments are not translated. AI translations may be inaccurate and should be checked before being used for a legal, disciplinary, safety-critical or similarly important decision.

OpenAI states that data submitted through its API is not used to train its models unless the account holder opts in. Standard API abuse-monitoring retention may apply. Orgacha does not use workplace text to train its own AI model.

6 Internal colleague profiles

Customer organisations may enable internal colleague profiles to help authorised workplace users recognise, discover and communicate with one another. Profiles are not public. The organisation chooses whether profiles are disabled, limited to an assigned venue structure or visible across its workspace, subject to the available product controls.

A limited profile may display a user’s name, optional photograph, job title, department, venue and optional biography, interests or skills. A user may choose whether eligible clubs, recognition or similar optional information is displayed. Optional profile fields may be left blank and removed without losing ordinary access to the Service.

Posts, comments, clubs, recognition and other workplace content displayed through a profile remain subject to their original audience, participant, ownership, plan and lifecycle controls. Viewing a profile does not give a user access to otherwise restricted content, another organisation’s information, private messages, HR records, attendance information, training progress or detailed activity history.

The Customer is responsible for choosing an appropriate lawful basis, informing workers, configuring visibility and ensuring that profile information is relevant and proportionate. Orgacha provides access controls, reporting and moderation functions designed to support those decisions.

Guests do not have directory access. Normal directory and profile access excludes disabled and offboarded accounts; preserved workplace records are not erased merely because someone leaves. Photographs, a biography of up to 200 characters, skills and interests, club visibility and recognition visibility are optional. Members can leave optional fields blank, edit them, hide them or remove them without administrator approval or disadvantage.

Email and telephone details are hidden from colleagues by default. Enabling profiles or permitting contact sharing at organisation level does not opt workers into sharing. Each worker must separately choose whether to share their email and whether to share their telephone number, and sharing is available only where the organisation permits it. Administrators cannot turn on these sharing choices on another worker’s behalf. Shared details are visible only to authorised colleagues within the organisation’s configured profile audience; company-wide visibility can include colleagues outside the worker’s own venue.

A worker may supply an optional alternative contact email address. If the worker chooses to share email without an alternative, the account email address is shared instead; this may be a personal address, not an employer-issued address. The profile editor explains this choice. Removing the saved alternative email through the editor also turns off email sharing, so it does not silently switch to sharing the account address. Workers can turn off either contact-sharing choice independently without affecting their account or ordinary service access.

Management contact access is separate from colleague-profile visibility. The ‘View staff contact details’ permission allows active, authorised managers to read the account email address, optional alternative contact email and supplied telephone number of active workers at lower access levels within their assigned venue or area responsibility, including its descendant locations. Organisation Administrators and Owners have organisation-wide responsibility, subject to the same lower-access-level restriction. Holding a Manager role alone does not grant access to everyone: unassigned managers, managers of unrelated venues, peers and users with moderation responsibility alone do not receive this permission.

This separate management access may include personal contact email addresses. It remains available when a worker has not shared contact details with colleagues or when colleague profiles are disabled; the sharing switches do not prevent authorised management access. Contact reads through the staff-contact panel are recorded in audit history. The Customer is responsible for explaining the purposes and lawful basis for necessary staff contact access, limiting it to relevant responsibilities and ensuring that contact details are not used or disclosed for unrelated purposes.

Do not enter health information, disability or trade-union information, other sensitive personal information, or confidential workplace information in profile text. Profiles do not publish birthdays, ages, home or family details, schedules or location history, absence or HR records, employee scores, training progress or private-message activity. Access levels are shown only in a separate administrator section to appropriately scoped administrators, not in the colleague-facing social profile. Optional profile fields are not used for analytics, employee scoring or automated employment decisions. Profile photographs are checked and re-encoded to remove embedded metadata.

Members can report profile content. Authorised moderators and scoped administrators may remove reported text or images without receiving additional member-management powers. Administrator edits and moderation actions are recorded in audit history using action and field identifiers, not copies of optional profile text. Report details are limited to authorised reviewers and may be retained for resolving reports and accountability.

7 Operational email

An account email address is required for sign-in and operational communications and may be a personal address. Orgacha uses it to deliver invitations, account confirmation, password resets, reminders, security notices and other operational messages connected with the Service. Keeping it hidden from colleagues does not stop these communications or the separate authorised management access described above. Orgacha does not currently send promotional or marketing email. If that changes, this notice and the available choices will be updated before marketing begins.

8 Analytics and browser storage

Orgacha uses Replit deployment analytics for operational information about requests and page visits. Google Analytics is active only on the public website to help Orgacha understand visits and use of those pages. It is optional and must not load or set analytics storage unless the visitor accepts analytics cookies. Signed-in workplace pages are not tracked by Google Analytics.

Google Analytics may process a pseudonymous browser identifier, page and session information, referral source, device information and approximate location. Orgacha does not send names, email addresses or workplace message content to Google Analytics. See the Cookie and Local Storage Policy for details and controls.

9 Who receives personal data

Orgacha shares personal data only where needed to provide, secure and administer the Service, follow customer instructions, comply with law or protect legal rights.

• Replit for application hosting, managed infrastructure, App Storage and managed AI integrations.
• Neon for the managed PostgreSQL database.
• OpenAI, through Replit AI Integrations, for user-controlled automatic translation and explicit private-message translation.
• Resend for invitations, password resets, reminders and other operational email.
• Stripe for payment and subscription administration. Orgacha does not store full card numbers.
• Planday where a customer enables workforce-data synchronisation.
• Google Cloud Storage as the underlying technology powering Replit App Storage.
• Google Analytics where the visitor has accepted analytics cookies.
• Customer-enabled integration providers, according to the customer’s configuration.
• Professional advisers, courts, regulators or public authorities where disclosure is lawful and necessary.

10 International transfers

Some providers process personal data in the United States or other countries outside the United Kingdom. Where a restricted transfer requires safeguards, Orgacha relies on an applicable adequacy regulation, the UK International Data Transfer Agreement, the UK Addendum to the EU Standard Contractual Clauses, or another valid mechanism. Provider and transfer details are maintained in the Subprocessor List.

Orgacha uses Replit Pro for its application hosting and managed services. Replit’s Pro Agreement incorporates its Data Processing Agreement with Replit, Inc. The published application infrastructure is in North America. Development resources and existing App Storage buckets may be located separately. AI model requests are not governed by the published Project geography. Orgacha maintains the applicable provider agreements and assesses the transfer arrangements for the services it uses.

11 Retention and deletion

Deletion from live systems does not always remove data immediately from protected provider backups. Backup data remains access-restricted and is not restored except for disaster recovery, security or legal necessity. If restored, applicable deletion instructions are reapplied.

12 Security

Orgacha uses measures designed to protect personal data, including HTTPS, role-based permissions, organisation-scoped access controls, password hashing, session revocation and provider encryption for stored database and App Storage data. Access is limited according to role and operational need. No online service can guarantee absolute security.

Colleague-profile access is restricted through authentication, organisation and venue scope, profile visibility settings and content-specific permissions. Profile routes return only approved fields and must not expose restricted workplace or HR information.

Please contact info@orgacha.com promptly if you believe an account or personal data has been compromised.

13 Individual rights

Depending on the processing, individuals may have rights of access, rectification, erasure, restriction, portability and objection, and rights concerning solely automated decisions. Where processing relies on consent, consent may be withdrawn without affecting earlier lawful processing.

For workplace data controlled by an employer or other customer, requests should normally be made to that organisation. Orgacha will assist the customer as required. Requests concerning data controlled by Orgacha may be sent to info@orgacha.com. Identity verification may be required. Orgacha normally responds within one month, subject to lawful extensions.

14 Complaints

A concern about Orgacha’s handling of personal data may be submitted to info@orgacha.com. Please describe the concern and the outcome requested. Orgacha will acknowledge, investigate and communicate the outcome within the period required by applicable law.

Individuals may also complain to the Information Commissioner’s Office at ico.org.uk or to another competent data-protection authority. For workplace data controlled by a customer, the customer should also be contacted.

15 Children

Orgacha is a professional workplace service and is not intended for people under 16. If Orgacha learns that a child’s personal data has been submitted contrary to this restriction, it will work with the relevant customer to remove it.

16 Changes to this notice

Orgacha may update this notice when its processing or legal obligations change. Material changes will be communicated through the Service, by email or through another appropriate method. The date at the beginning shows the latest revision.

17 Contact

Orgacha Ltd, a company registered in England and Wales with company number 17486898 whose registered office is at 66 Paul Street, London EC2A 4NA. Email: info@orgacha.com.