New Era Systems logo

PRIVACY POLICY

Last updated: September 29, 2026

1. Who we are and what this policy covers

This Privacy Policy is the privacy policy of New Era Systems, LLC ("New Era Systems," "we," "our," or "us"). It applies to:

  • our company website at newerasystemsllc.com, including its contact form; and
  • Ordo, a product owned and operated by New Era Systems, LLC, including the ordo.chat website, the Ordo app, and the Ordo human handoff SMS alert program.

This is the only privacy policy for these websites and services. The Ordo website and app link to this page. We are committed to protecting your personal information and your right to privacy. This policy explains how we collect, use, disclose, and safeguard your information.

By using our website or Ordo, you agree to this Privacy Policy. If you do not agree with it, please do not use them.

2. Ordo SMS alerts and consent

Ordo human handoff SMS alerts are sent by New Era Systems, LLC under the Ordo name. If you opt in to these alerts, we collect your mobile number, consent date, consent source, and the version of the disclosure you accepted. We use this information to send operational handoff notifications and requested test messages, record delivery status, and honor opt-outs.

We do not share, sell, or provide your mobile phone number or messaging consent data to third parties or affiliates for marketing or promotional purposes.

We do not sell or share your SMS opt-in data or personal information with third parties for marketing purposes. This restriction also applies to lead generators.

Text messaging originator opt-in data and consent are excluded from every general data-sharing category described elsewhere in this policy. We do not sell, rent, transfer, or share these consent records with third parties or affiliates for their own use. Service providers supporting our messaging and customer support functions may process this information only as necessary to provide those services on our behalf. Messaging service providers and carriers may process mobile numbers and messaging data as necessary to deliver messages and operate the SMS service. These service relationships do not permit independent marketing or promotional use. No general sharing statement elsewhere in this policy overrides these SMS restrictions.

SMS alerts are optional. Message frequency varies with handoff activity. Message and data rates may apply. Reply STOP or disable SMS consent in Ordo account settings to stop alerts. Reply HELP for help or email support@ordo.chat. See the SMS terms.

3. Information we collect

We collect information that you provide and information about your use of our website and Ordo.

Company website

  • Contact form: Your name, email address, optional company and timeline, and your message. With each submission we also record the submission time, your IP address, and your browser's user agent. The inquiry is sent to our team by email through our email service provider, and we use it to respond to you.
  • Analytics: The website uses Google Analytics, which uses cookies to collect information such as pages visited and device and browser information.
  • Scheduling: Links to book a session open a third-party scheduling service. Information you enter there is handled under that provider's privacy policy.

The company website does not collect mobile numbers for text messaging or enroll anyone in SMS alerts.

Ordo account information

  • Identity Data: Name, email address, and authentication credentials (passwords are hashed).
  • Optional Mobile Number: If you provide a mobile number during Ordo registration, we store it as account contact information. Providing this number does not enroll you in SMS alerts; SMS consent is a separate, optional choice in account settings.
  • Billing Data: Payment method details (processed securely by Stripe; we do not store full credit card numbers).
  • Organization and Usage Data: Workspace information, settings, actions, and logs.
  • Technical Data: IP address, device and browser information, and cookies.

Ordo service data (your agents)

  • Agent Configuration: System prompts, personality definitions, and tool configurations.
  • Knowledge Base (RAG): Documents (PDF, TXT, MD) you upload are processed, chunked, and stored as vector embeddings to allow your agents to search them.
  • Secrets & Keys: API keys for third-party tools (e.g., Salesforce, Jira) are stored using AES-256 encryption and are decrypted only at runtime.
  • Conversation Logs: Messages sent to and from your agents are stored to provide history, context, and analytics.

4. How we use information

We use information to respond to inquiries; provide, maintain, and improve our website and Ordo; secure accounts; process payments; communicate with you; and comply with legal obligations. We may use aggregated or anonymized data for analytics and product improvement. Our use of mobile numbers and messaging consent data is subject to the SMS restrictions in section 2.

5. How Ordo uses artificial intelligence

Ordo provides tools to build AI agents. To function, Ordo interacts with third-party model providers (such as OpenAI, Anthropic, or Azure OpenAI). When you send a message to an agent, the following data is sent to the configured inference provider:

  • The user message and conversation history.
  • Relevant chunks of text retrieved from your Knowledge Base (RAG).
  • The agent's system prompt and instructions.

We do not use your data to train our own foundation models. Data usage by third-party providers is governed by their respective API data policies (typically distinct from their consumer product policies).

6. Data retention and security

For Ordo, we implement industry-standard security measures designed to protect your data:

  • Encryption at Rest: Database volumes and vector indices are encrypted.
  • Encryption in Transit: All data transmitted between your client, our servers, and third-party APIs is encrypted via TLS 1.2+.
  • Secret Management: Tool credentials (API keys) are encrypted specifically within the database and are never logged.

We retain personal data only for as long as is necessary for the purposes set out in this Privacy Policy, or as required by law. Retention periods vary depending on the data type and context. We use administrative, technical, and organizational safeguards, but no system is completely secure. You are responsible for safeguarding your account credentials.

7. Third-party services

We may share data with specific service providers to operate our website and Ordo. All sharing described in this policy is subject to the SMS restrictions in section 2; these service relationships do not permit marketing or promotional use of mobile numbers or messaging consent data.

  • Ordo infrastructure: Microsoft Azure (Hosting, Database, Vector Search).
  • Ordo AI models: OpenAI (or other configured providers).
  • Ordo payments: Stripe.
  • Ordo integrations: If you connect an agent to Slack, Teams, or GitHub, data will be transmitted to those platforms as directed by the agent's actions.
  • Company website: Hosting providers, our email service provider for contact form inquiries, Google Analytics, and the scheduling service described above.

We may also disclose information when required by law, to protect rights and safety, or with your consent, subject to the SMS restrictions in section 2. We do not sell personal data. Other services have their own privacy policies; those policies do not override our restrictions on sharing mobile numbers and messaging consent data for marketing.

8. Your rights

Depending on your location, you may have rights regarding your personal data, including the right to access, correct, delete, or restrict processing of your data; object to processing; and request data portability.

You can delete your agents, documents, and conversation history directly through the Ordo dashboard. To request a full Ordo account deletion or exercise your privacy rights, contact privacy@ordo.chat. For information submitted through the company website, contact support@newerasystemsllc.com.

We process personal data based on performance of a contract, legitimate interests such as security and product improvement, consent where required, and compliance with legal obligations.

10. International transfers

We may transfer data internationally subject to appropriate safeguards, such as Standard Contractual Clauses, where required.

11. Cookies and similar technologies

We use cookies and similar technologies for authentication, preferences, and analytics, including Google Analytics on the company website. You may control cookies through your browser settings; disabling them may affect functionality.

12. Children's privacy

Our websites and Ordo are not directed to children under 13, or the age defined by local law. We do not knowingly collect such data; if we learn that we have, we will delete it.

13. Changes to this policy

We may update this policy from time to time. We will notify Ordo users of material changes in the app or by email. Continued use indicates acceptance of the updated policy.

14. Contact us

Ordo privacy questions, including SMS alerts: privacy@ordo.chat.
Company website and general questions: support@newerasystemsllc.com or (614) 285-7683.