Privacy policy

1. Who we are

This website, orkestr8er.com (the “site”), is run by Fern Drip Creative Studios LLC, doing business as Orkestr8er (“Orkestr8er”, “we”, “us”). We're a small business based on Hawaiʻi Island that designs and installs business automation. Questions about this policy or your information: aloha@orkestr8er.com.

2. What this policy covers

This policy covers information we collect through this site, including the contact form, and emails you send us as a result of visiting it. It does not cover:

• Information we handle for clients during a paid project (for example, access to a client's business tools or their customers' data). That work is covered by the written agreement for that project, which takes priority over this policy.
• Other websites we link to. They have their own privacy policies.

3. Information we collect

3.1 Information you give us

When you fill out the contact form, we ask for:

If you email us directly, we get whatever you include in that email, plus your name and address as they appear in it.

Please don't send sensitive information. The form and our email are not the place for passwords, login details, payment card or bank information, Social Security numbers, health information, or your customers' private records. If we ever need access to something sensitive during a paid project, we'll arrange a secure way to handle it, in writing.

3.2 Information collected automatically

• Server and security logs. Our website host records basic request information such as your IP address, browser type, the page you asked for, and the date and time. This is used to deliver the site, keep it secure, and fix problems.
• Spam protection. The contact form uses a hidden “honeypot” field and limits how often a form can be sent from the same connection. This briefly processes your IP address.
• Site analytics. We run our own analytics to learn how the site is used and where it's confusing. It's built into the site and sends information only to us, not to an analytics or advertising company. Supabase, our database provider, stores it for us on servers in the United States.

When our analytics is on, we record:

• which pages and sections you view, how far you get through the tour on the home page, and roughly how long you spend at each part;
• which buttons and links you click, including the choices you make in the interactive tour;
• how you found the site: the website that sent you (for example, instagram.com) and any campaign tags in the link (like “utm_campaign”);
• your general location (country and state), worked out by our website host from your IP address. We don't keep the IP address itself in our analytics;
• your browser type, operating system, and whether you're on a phone, tablet or computer;
• whether this is your first visit or a return visit (see 3.3).

We connect the steps of one visit with a random visit code that lasts only while that browser tab is open. Times are stored rounded to the hour, with the rest of the visit counted in minutes and seconds from its start.

What we never do: record your screen or mouse movements (“session replay”), record what you type before you press Send, use advertising pixels (like Meta's or TikTok's), identify your device by its technical fingerprint, or sell or share analytics data.

3.3 Cookies and browser storage

We don't use advertising cookies or let advertising networks track you on this site. Our analytics uses two small things in your browser:

• A return-visit note: one small cookie, set by this site only, holding the week of your first visit, the week of your latest visit, and how many visits you've made. It has no ID: many visitors have exactly the same values, so it doesn't identify you. It's only sent back to this site's analytics, it's removed if you clear your browser data, and it starts over if you don't visit for about a year.
• A visit code that lives only in the current tab and disappears when you close it. While the tab is open, it may also hold a few analytics notes waiting to be sent if your connection drops.

If you turn analytics off, we store a small note in your browser saying so, to remember your choice.

If you visit from the EU, the European Economic Area, the UK or Switzerland, or your browser sends Global Privacy Control or Do Not Track, we don't use the cookie or browser storage for analytics at all.

3.4 How we measure the contact form

To find out where the form is confusing, we record how the form is used, not what you write in it. For each question we note whether you clicked into it and whether you left it blank or filled it in, whether an error message appeared, and how long the form took overall. For the drop-down and multiple-choice questions (kind of business, closest fit, best way to reach you) we note which option you picked.

Nothing you type in a text box is sent to us until you press “Send it.” If you leave without sending, we only know which questions you touched, not what you wrote.

When you do send the form, our analytics notes how you found the site (for example, “Instagram, spring campaign”), the moment you picked on the tour, and whether it was your first visit, so we know which posts bring in inquiries. Your name, email, phone number and message never go into our analytics; they go only to the places in section 5.

3.5 Information from other sources

We don't buy contact lists or collect information about you from data brokers. If someone refers you to us, they may share your name and contact details with us. We'll only use them to reach out about that referral.

4. How we use your information

1. Reply to your inquiry, including an automatic confirmation email so you know your message arrived.
2. Review whether we're a good fit, and suggest a next step: a fit call, a smaller fix, a referral elsewhere, or letting you know we're not the right match.
3. Schedule and prepare for conversations you agree to.
4. Keep simple records of inquiries and their status, so nothing falls through the cracks.
5. Keep the site and our systems secure, prevent spam and abuse, and fix technical problems.
6. Improve the site, using our analytics to see which pages, sections and form questions work. We look at totals and trends. We don't use it to build a profile of you or to make decisions about you.
7. Meet legal obligations, for example tax, accounting, or responding to lawful requests.

We won't sell your information, share it with anyone for their own advertising or marketing, add you to a newsletter without asking first, or send you marketing text messages. If you give us your phone number, we'll only use it to talk with you about your inquiry.

4.1 Automation and AI

• When you send the form, an automated workflow saves your inquiry to our records, sends your confirmation email, and notifies us.
• We don't use AI tools to read or reply to inquiries today. If we start, we'll update this policy first, and we'll only use tools that are set not to train on what you send.
• No automated system makes decisions about you. Whether to work together is always decided by a person.

5. Who we share it with

We share information only with the services that help us run the site and our business, and only what they need:

These providers process information on our behalf, under their own terms and security practices. They may store data in the United States or other countries.

We may also share information if the law requires it; to protect our rights, safety or property, or anyone else's, including to prevent fraud or abuse; if the business changes hands, in which case we'd require the new owner to respect this policy or give you notice; or with your permission.

6. How long we keep it

• Inquiries that don't turn into a project: up to 24 months after our last contact, then deleted.
• Inquiries that become clients: for the length of the relationship, then as long as needed for legal, tax and accounting reasons (commonly up to 7 years for financial records).
• Server and security logs: the short, rolling period our hosting provider uses.
• Analytics records of individual visits: 30 days, then deleted automatically.
• Visit summaries (one line per visit): 60 days, then deleted automatically.
• Totals (like “40 visits from Hawaiʻi on Tuesday”): kept. They contain nothing about any one person.
• If you ask us to delete your information, we will, unless we must keep part of it for a legal reason. If so, we'll tell you what we kept and why.

7. How we protect it

• Encrypted connections (HTTPS) for the whole site.
• Inquiry records kept in a private, access-controlled Google Workspace account.
• Access limited to the owner and anyone who genuinely needs it to help with your inquiry.
• Passwords and secret keys kept out of the website's code.
• No sensitive information asked for through the form.

No system is perfectly secure. If a security incident affects your personal information, we'll notify you and any required authorities as the law requires, including Hawaiʻi's data breach notification law (HRS Chapter 487N).

8. Your choices and rights

Wherever you live, you can ask us to see the personal information we have about you, correct it, delete it, or stop contacting you.

Email aloha@orkestr8er.com from the address you used to contact us, so we can confirm it's you. We'll reply within 30 days, and usually much sooner. We won't charge you, and we won't treat you differently for asking.

Some laws give extra rights depending on where you live (for example, California). If one applies to you, we'll honor it. We don't sell or “share” personal information as those laws define it.

Global Privacy Control and Do Not Track. If your browser sends either signal, we treat it as a request to turn analytics off: we still count your page views in daily totals, but we don't keep a record of your visit, store anything in your browser for analytics, record how you use the form, or note how you found us when you send an inquiry.

Analytics and your requests. Our analytics records aren't linked to your name or email, so we can't look up which ones are yours. They're deleted on the schedule in section 6.

Emails. You'll only get the automatic confirmation and personal replies about your inquiry. If you'd rather not hear from us, just say so.

Turning our analytics off

The switch below turns our analytics off in this browser. It appears whenever our analytics is running.

9. Children

The site is meant for business owners and isn't directed to children under 13 (or under 16 where the law sets a higher age). We don't knowingly collect information from children. If you believe a child has sent us information, contact us and we'll delete it.

10. Visitors outside the United States

We're based in Hawaiʻi, in the United States. If you contact us from elsewhere, your information will be processed in the United States, where privacy laws may differ from those in your country. If you visit from the EU, the European Economic Area, the UK or Switzerland, we only count your visit in daily totals (which page you viewed).

11. Links to other sites

The site may link to other websites, tools or resources. We're not responsible for their privacy practices, so please check their policies.

12. Changes to this policy

We'll update this policy when how we handle information changes. The date at the top shows when. If a change is significant, we'll make it clear on the site.

13. Contact us

Fern Drip Creative Studios LLC, dba Orkestr8er
aloha@orkestr8er.com
Hawaiʻi Island, Hawaiʻi