Privacy Policy

ORCADDY LLC ("ORCADDY," "we," "us," or "our") provides a mobile and web application for medical device representatives to organize surgeon preferences, case schedules, and team collaboration. This Privacy Policy describes how we collect, use, store, and protect your information.

By creating an account or using ORCADDY, you agree to this Privacy Policy. If you do not agree, please do not use ORCADDY.

2.1 Account Information

When you create an ORCADDY account, we collect:

• Full name and email address
• Password (encrypted and never stored in plain text)
• Company or distributor affiliation
• Professional role and territory information
• Payment information (processed by third-party payment processors; we do not store credit card numbers)

2.2 Content You Create

ORCADDY stores the professional information you enter into the application:

• Surgeon preference notes and equipment specifications
• Case schedules, procedure types, and facility information
• Team collaboration notes and shared documentation
• Files and photos you upload (preference sheets, product images, documentation)
• Hospital and facility names where you work

2.3 Usage Information

We automatically collect information about how you use ORCADDY:

• Device type, operating system, and unique device identifiers
• Features accessed and frequency of use
• Time spent in the application
• Error logs and crash reports for troubleshooting
• Login times and session duration

We do not track precise GPS location. Location data is limited to hospital and facility names you manually enter.

We use your information to provide and improve ORCADDY:

• Provide access to ORCADDY's features and functionality
• Enable team collaboration and data sharing within your organization
• Organize and optimize your notes using AI-powered automation (see Section 3.1)
• Authenticate your identity and maintain account security
• Process payments and manage subscriptions
• Provide customer support and respond to your inquiries
• Analyze aggregated usage patterns to improve product features (data used internally only)
• Send service updates, feature announcements, and account notifications
• Detect and prevent fraud, security issues, or technical problems
• Comply with legal obligations

3.1 AI-Powered Note Organization

ORCADDY uses artificial intelligence to automatically organize and structure your notes. When you add new information, our AI system:

• Integrates new notes into your existing surgeon preference documentation
• Organizes information by case flow (pre-op setup, procedure steps, equipment)
• Prioritizes key information for quick reference
• Maintains consistent formatting across your notes

4.1 Your Data Stays Private

We do not sell your information to third parties. Your notes, preferences, and professional data belong to you and your company.

Your data is isolated to your organization. Medical device companies and distributorships that use ORCADDY maintain separate, private instances of data. Company A cannot see Company B's information, and vice versa.

4.2 Sharing Within Your Organization

ORCADDY enables collaboration within your company or team:

• Company/Team Subscriptions: If your company purchases ORCADDY for your team, company administrators can view all team members' data (except Private Notes). This enables territory management, team coordination, and business operations.
• Individual Subscriptions: If you purchase ORCADDY individually, your data is visible only to you unless you choose to invite other users to collaborate.
• Private Notes: You can designate specific notes as "Private." Private notes are visible ONLY to you and are not accessible to company administrators or team members.

4.3 Service Providers

We share data with trusted third-party service providers who help us operate ORCADDY:

• Cloud Infrastructure: We use enterprise-grade cloud hosting providers (AWS, Google Cloud, or Microsoft Azure) to securely store your data
• Authentication Services: To securely manage user login and identity verification
• Payment Processing: To handle subscription payments securely (we do not store credit card information)
• AI Services: To provide automated note organization features
• Email and Communications: To send service notifications and support messages

All service providers are contractually required to protect your information and use it only for the specific services they provide to ORCADDY. They cannot use your data for their own purposes.

4.4 Legal Disclosures

We may disclose your information if required by law, court order, subpoena, or governmental request, or if we believe in good faith that disclosure is necessary to: (a) comply with legal obligations; (b) protect our rights or property; (c) prevent fraud or illegal activity; or (d) protect user safety or public safety.

5.1 Active Accounts

We retain your data for as long as your account is active and for 90 days after account closure (to allow for data recovery if needed). After 90 days, deleted accounts are permanently removed from our systems.

5.2 When You Change Companies

If you leave your current company and join a new organization, here's how your data is handled:

• Your previous company retains: All notes and information you created while employed there (this is company business data)
• You retain: A personal copy of all notes you created at your previous company
• Going forward: Notes you create at your new company are separate and private to your new organization. Your previous company cannot see your new notes, and your new company cannot see notes from your previous employment.
• Private Notes: Your Private Notes follow you when you change companies

5.3 Account Deletion

You can delete your account at any time through account settings or by contacting support@orcaddy.com. Upon deletion:

• Your personal account credentials are immediately disabled
• Your account data is marked for deletion and removed within 90 days
• If you are part of a company subscription, your company retains the business data you created
• We may retain certain information as required by law (financial records, legal compliance)

5.4 Data Export

You can export all of your data at any time through your account settings. Exported data will be provided in a standard format (JSON or CSV) and includes all notes, preferences, calendar entries, and account information.

We take data security seriously and implement industry-standard measures to protect your information:

• Encryption: All data is encrypted in transit using TLS 1.2+ and at rest using AES-256 encryption
• Access Controls: Role-based permissions, multi-factor authentication options, and principle of least privilege
• Infrastructure: Enterprise cloud providers with SOC 2 Type II compliance
• Monitoring: Continuous security monitoring and regular vulnerability assessments
• Backups: Regular encrypted backups with 90-day retention for disaster recovery
• Personnel: Background checks and security training for employees with data access

Depending on your location, you may have specific privacy rights under state or federal law. These may include:

• Right to Access: Request a copy of the personal information we have about you
• Right to Correction: Request correction of inaccurate information
• Right to Deletion: Request deletion of your personal information (subject to legal exceptions)
• Right to Portability: Export your data in a machine-readable format
• Right to Non-Discrimination: Exercise your rights without receiving discriminatory treatment

To exercise any of these rights, contact us at:

• Email: support@orcaddy.com
• Mail: ORCADDY LLC, 1509 NW 62nd Street, Seattle, WA 98107
• In-App: Account Settings > Privacy Requests

We will verify your identity and respond to requests within 45 days.

ORCADDY is currently operated in the United States and designed for US-based users. If you access ORCADDY from outside the United States, your information will be transferred to, stored, and processed in the United States.

By using ORCADDY, you consent to the transfer of your information to the United States and processing in accordance with this Privacy Policy and applicable US law. If we expand to serve international markets, we will update this policy with appropriate data transfer mechanisms and compliance provisions.

ORCADDY is designed for medical device professionals aged 18 and older. We do not knowingly collect information from individuals under 18. If we discover we have collected information from someone under 18, we will delete it immediately.

We may update this Privacy Policy from time to time to reflect changes in our practices, features, or legal requirements. Material changes will be communicated through:

• Email notification to your registered address
• In-app notification
• Updated "Effective Date" at the top of this policy

Your continued use of ORCADDY after changes become effective constitutes acceptance of the updated policy. If you do not agree with changes, please discontinue use and contact us about account deletion.

This Privacy Policy is governed by the laws of the State of Washington, without regard to conflict of law provisions. Any disputes will be resolved in the state or federal courts located in King County, Washington.

For questions about this Privacy Policy or our privacy practices, please contact:

We will respond to your inquiry within 5 business days.

Thank you for trusting ORCADDY with your professional data. We are committed to protecting your privacy and providing you with the tools to work more efficiently.