Privacy Policy

This policy explains what personal data the Big Picture · Orbit mobile app (“Orbit”, “the app”, “we”) collects, the purposes for which it is processed, and the rights you hold over it.

Who we are

Orbit is a field-team management platform provided by Netmarque Ltd(trading as “Big Picture”), The Basement, 13 Netherwood Road, London, W14 0BL. We are registered with the UK Information Commissioner’s Office (ICO) under registration reference Z9228420. We may be contacted at support@ebigpicture.co.uk or via ebigpicture.co.uk.

Orbit is a business-to-business product used by organisations (“your employer” or “the workspace”) to manage their field teams. In most cases your employer is the data controller for the information you enter through Orbit, and Big Picture acts as a data processor on their behalf. For account and sign-in information, Big Picture may act as a controller. If you are unsure who controls your data, please contact your workspace administrator or write to us at the address above.

Information we collect

We collect only the information required to provide the service:

• Account and identity information: your name and email address, provided through Microsoft Entra when you sign in, together with an account identifier. We also record your role (field, manager or admin) and the workspace or workspaces you belong to.
• Home postcode (optional): if you choose to provide it in your profile, your home postcode, which we convert to an approximate home location so that your workspace can plan territories and routes and show your position on the team map. This is optional; if you leave it blank, no home location is stored and you are not plotted on the map.
• Photographs and videos: photographs you take or select to attach to store-visit forms or community posts, and short videos (up to 60 seconds) you attach to community posts. These are accessed only when you choose to add them.
• Camera: used to capture the photographs described above and to scan barcodes and QR codes on a form. Orbit does not record audio.
• Location: your device’s precise (GPS) location, collected only while you are using the app, in order to confirm that you are at the correct store before a visit form is unlocked and, where applicable, to record that a visit took place on site. Precise accuracy is required for this check to work reliably. Orbit never collects your location in the background.
• Push notification token: a device messaging token (issued by Firebase Cloud Messaging) used to deliver announcements and mentions to your device. Notifications can be disabled in Settings, which removes this token.
• Content and messages you create in the app: form submissions, scheduled and completed visits, community posts, comments and reactions, and signatures drawn on a form.
• Activity records: the time your account was last active, and an audit trail of significant actions taken in the service (for example approvals, role changes and administrative changes), kept for security and accountability within your workspace.
• Diagnostics: crash and performance data (via Azure Application Insights) used to maintain the reliability of the service.

How we use your information

• To provide the app’s features, including completing and submitting forms, scheduling visits, team messaging and reporting.
• To keep each workspace’s data separated (tenant isolation) so that no organisation can access another organisation’s data.
• To deliver the notifications you have enabled.
• To diagnose faults and improve the reliability and performance of the service.

Legal basis (UK GDPR / GDPR)

We process this data in order to perform the service under our contract with your employer, and on the basis of our and your employer’s legitimate interests in operating a field-team business. Where consent is required from you as an employee, your employer is responsible for obtaining it.

Who we share it with

We do not sell your data, and we do not share it with third parties for their own purposes. Data is visible within your workspaceto the individuals your employer authorises (for example, managers and administrators reviewing submissions). We engage the following service providers (“sub-processors”), which process data solely on our instructions:

• Microsoft Azure: hosting, database, file and photograph storage, and Microsoft Entra sign-in.
• Google Firebase Cloud Messaging: delivery of push notifications.

Data storage and security

• All data is encrypted in transit using HTTPS/TLS.
• Photographs are served only through short-lived, access-controlled links (SAS tokens). We do not expose permanent public file URLs.
• Each workspace’s data is isolated and cannot be accessed by any other workspace.

Retention

We retain your data for as long as your account remains active within a workspace and for as long as your employer requires it for their records. When a workspace or account is removed, the associated data is deleted or anonymised in accordance with our agreement with your employer.

Your rights

Subject to UK GDPR and GDPR, you may request access to, correction of, or deletion of your personal data, and you may object to or request the restriction of certain processing. Because your employer is usually the controller, please raise such requests with your workspace administrator in the first instance, or contact us at support@ebigpicture.co.uk and we will assist with, or route, your request as appropriate.

Data deletion

To request the deletion of your account and the personal data associated with it, please see our data and account deletion page, use Settings → Delete my account in the app, contact your workspace administrator, or email support@ebigpicture.co.uk. We will action the request or forward it to the responsible controller.

Children

Orbit is a workplace tool intended for use by employees. It is not directed at children under 16, and we do not knowingly collect data from children.

Changes to this policy

We may update this policy from time to time. The “Last updated” date above reflects the latest version, and material changes will be communicated through the app or through your workspace administrator.

Contact

Netmarque Ltd (trading as Big Picture), The Basement, 13 Netherwood Road, London, W14 0BL. Email support@ebigpicture.co.uk. ICO registration number Z9228420.