How fast does ORchestrate build a schedule?

Seconds. Load your staff and the day’s case list, hit "Allocate Staff," and a complete, constraint-compliant schedule returns in seconds — with any coverage gaps surfaced immediately.

What systems does ORchestrate integrate with?

ORchestrate imports staffing and case data from Qgenda, Medaxion, OR Control, EPIC, and Excel — or you can manage everything natively inside ORchestrate.

Do we have to replace our current scheduling software?

No. There’s no rip-and-replace. Whether you run a sophisticated platform, a spreadsheet, or a whiteboard, ORchestrate meets you where you are and takes it from there.

How much does OR scheduling cost a group today?

Between $100,000 and $600,000 per year in total schedule-management cost — the equivalent of half to three full CRNA salaries — plus hidden costs like last-minute locum fees, overtime, and OR downtime.

Who provides support?

The founders, directly. There’s no ticket system and no third-party support queue — issues go straight to Braden and Mitch and get fixed immediately.

Privacy Policy

Effective date: August 23, 2026

This Privacy Policy describes how Orchestrate AI LLC, a Texas limited liability company ("Orchestrate," "we," "us"), collects, uses, and shares personal information when you visit our public marketing website at or.chestrate.com (the "Site"), request a demo or trial, communicate with us, or access our hosted scheduling application at app.or.chestrate.com (the "App"). It also covers console.or.chestrate.com, an internal administrative console used only by Orchestrate personnel.

This policy is not a contract. It is a description of our practices as of its effective date; it creates no contractual or third-party-beneficiary rights, and it is not a warranty or guarantee of any particular practice, control, or outcome. Where we commit to a specific security control or other obligation, that commitment is made in our written customer agreements — including the Information Security Schedule and, where PHI is involved, the Business Associate Agreement — and not in this policy. Nothing here limits any right you have under applicable law. This policy does not modify any agreement between Orchestrate and a customer, and if anything in it conflicts with a Master Service Agreement or other written customer agreement (including exhibits and order forms), that agreement controls.

1. What This Policy Does Not Cover — Customer Data and PHI

Orchestrate is a business-to-business service provider. Our customers are anesthesia practices and other provider organizations ("Customers") that use the App to schedule their own personnel under a written agreement with us — a Master Service Agreement (the "MSA") and its exhibits, or another written customer agreement such as a pilot agreement and its exhibits. Where this policy refers to the MSA, it means whichever of those agreements applies to that Customer.

1.1 Customer Data. Data that a Customer or its authorized users submit to or generate in the App — including schedules, staff rosters, provider names, credentials, shift and site information, and the case and procedure details entered or imported so cases can be staffed (such as procedure type, room, and case times) — is processed by Orchestrate on the Customer's behalf and at its direction, under the applicable customer agreement and, where executed, a Data Processing Agreement. This Privacy Policy does not govern that data. If you are a clinician, employee, or contractor of a Customer and have questions or requests about information concerning you in the App, please direct them to that organization; we will refer requests we receive to the relevant Customer and support its response as that agreement requires.

1.2 Protected Health Information. Where a Customer's use of the App involves protected health information ("PHI") under HIPAA, Orchestrate acts as that Customer's business associate, and that PHI is governed by HIPAA and by the Business Associate Agreement between us and that Customer — not by this policy. We offer a Business Associate Agreement to every Customer that is a HIPAA covered entity or business associate, and our customer agreements require one to be in effect before a Customer submits PHI to the App. This policy is not a HIPAA Notice of Privacy Practices. If you are a patient, Orchestrate has no direct relationship with you — please contact your healthcare provider.

1.3 What this policy does cover — personal information we collect and use for our own business purposes: from visitors to the Site, from people who request a demo or trial or otherwise contact us, and the account-level administrative information about App users (such as login email addresses, assigned role, and the Customer organization an account belongs to) that we use to operate, secure, and support the App, to authenticate users, and to administer our Customer relationships and billing. Where that same account information is also Personal Data we process on a Customer's behalf under a Data Processing Agreement, the Data Processing Agreement governs that processing and this policy describes only our own operational, security, support, and billing uses of it.

2. Information We Collect

2.1 Information you provide.

Demo and trial requests. As of the effective date of this policy, our form collects your name, work email address, practice or group name, group size, number of sites, a description of your current scheduling setup (including the name of your current system if you select "Other"), and an optional message.
Records created when a request is received. When your submission reaches our server we also store, alongside it, the IP address it was sent from, your browser's user-agent string, and the time it was received. We use these to filter automated submissions and to investigate abuse.
Communications. When you email us (including at sales@or.chestrate.com), we receive your contact details and the contents of your message.
App account information. For App users we maintain login credentials and account attributes (email address, assigned role, and the Customer organization the account belongs to) provisioned through our authentication provider, AWS Cognito, together with a second sign-in factor where multi-factor authentication is enabled.
Billing contacts. For Customer billing we process business contact details and payment instructions provided under the applicable order form (see Section 4.3).

2.2 Information collected automatically.

Usage and device data. Like most websites, our hosting infrastructure (Amazon Web Services, including CloudFront and API Gateway) can process and log technical data such as IP address, browser type, pages requested, and timestamps.
Analytics and advertising tags. As of the effective date of this policy, no analytics or advertising tags are active on the Site, and the Site sets no advertising or analytics cookies. Our code supports Google Analytics 4, Google Ads, and Microsoft Advertising (UET) tags, but they are switched on only by build-time configuration and no such configuration is set in the published build. If we enable any of them, we will update this policy before or at the time it becomes active, and Sections 4.2 and 5 describe what would then apply.
Campaign attribution. If you arrive at the Site from a link carrying campaign parameters or an ad-click identifier (such as `utm_*` parameters, a Google `gclid`, or a Microsoft `msclkid`), we store those values, the referring page, and your landing page in your browser's local storage, and attach them to your request if you submit one, so we know which campaign or referral brought you to us. We credit the first such visit for 90 days, after which a later visit replaces it. These values live in your browser rather than in a cookie, are read only by our own pages, and remain until they are replaced or you clear your browser's storage.
Anti-spam signals. The form uses basic bot-detection signals — a field hidden from human visitors, and a measurement of how quickly the form was submitted — to filter automated submissions.

2.3 The App loads no advertising or third-party analytics tags. The App stores your session tokens in your browser's local storage to keep you signed in. It also keeps interface state and per-day working state there — your theme preference, the date, algorithm and view last selected, which panels are open, and the local adjustments and notes you make to a day's board (for example provider transfers between rooms, relief and float assignments, case and slot markers, planning annotations about named providers, and an undo history) — so the App reopens the way you left it. That information stays in the browser you enter it in unless you separately save it to the App; the parts of it that describe a Customer's schedule or personnel are Customer Data under Section 1.1.

3. How We Use Personal Information

We use the information described in Section 2 to: (a) respond to demo and trial requests and inquiries and administer our sales process; (b) provide, operate, secure, support, and maintain the Site and the App, and — using aggregated or de-identified information only — to analyze and improve them; (c) administer Customer accounts, billing, and contractual relationships; (d) measure Site performance and, if and when the tags in Section 2.2 are enabled, marketing effectiveness, including attributing requests to the campaign or referral that produced them; (e) protect against fraud, abuse, and security threats; (f) comply with law and enforce our agreements; and (g) send you business communications about your inquiry, your account, our service, and changes to our terms.

We do not send marketing campaigns, newsletters, or automated drip sequences. If you contact us or request a demo, we may follow up with you about that request; we do not add you to a marketing list. If that changes, we will update this policy, and any commercial message we send will include an unsubscribe mechanism, as the CAN-SPAM Act requires.

We do not sell personal information, and we do not share it for cross-context behavioral advertising or targeted advertising. We share it only:

4.1 With service providers that process it on our behalf under the terms of our agreements with them — including Amazon Web Services (hosting, storage, logging, transactional email delivery via Amazon SES, and authentication via Amazon Cognito) and Purelymail (which hosts the mailboxes for our or.chestrate.com email addresses and therefore receives every message sent to us, including the notification email generated by a demo or trial request) — together with the providers named in the then-current subprocessor list attached to our customer agreements, which we can make available to a Customer, or to a prospective Customer under a confidentiality agreement, on request.

4.2 With advertising and analytics platforms — not currently applicable. No analytics or advertising tags are active (Section 2.2), so no data is shared with any advertising or analytics platform today. If we enable those tags, Google and Microsoft would receive the data their tags collect, and we may report conversions (including the originating click identifier) back to the platform that served the ad. We will update this policy, and provide any opt-out that applicable law then requires, before enabling them.

4.3 With payment processors. Card and subscription billing is processed by Stripe, Inc., which receives billing-contact and payment-method information and handles payment credentials under its own privacy policy. Where a Customer instead pays by ACH bank debit or by invoice, we process the bank or billing details provided on the applicable authorization or order form, and Stripe is not involved. In no case does a payment processor receive schedule, roster, case, or other Customer Data.

4.4 For legal and corporate purposes — to comply with law or legal process; to protect the rights, safety, or property of Orchestrate, our Customers, or others; and in connection with a merger, financing, acquisition, or sale of assets, in which case personal information may be transferred as part of that transaction subject to this policy.

4.5 With the relevant Customer, and with our advisors. Where Section 1.1 or Section 8.2 applies, we may pass a request we receive, and the information needed to act on it, to the Customer whose data it concerns. We may also disclose personal information to our attorneys, accountants, auditors, insurers, and similar professional advisors, who are subject to professional or contractual duties of confidentiality.

5. Cookies, Local Storage, and Do-Not-Track Signals

5.1 Cookies. The Site sets no advertising or analytics cookies, because no such tags are active (Section 2.2). If we enable them, we will update this section before or at the time they go live.

5.2 Local storage. The Site stores campaign-attribution values in your browser's local storage (Section 2.2). The App stores session tokens and working state there (Section 2.3). Local storage is not transmitted with every request the way a cookie is, and is readable only by code running on our own pages — which today is our own code, because no third-party scripts are loaded (Section 2.2). You can clear it at any time through your browser's settings, and clearing it will sign you out of the App.

5.3 Do-Not-Track and Global Privacy Control. We do not track you across other websites or services, and we do not disclose personal information for targeted advertising or sale. Because there is no such tracking or disclosure to opt out of, we do not currently respond differently to browser "Do Not Track" or Global Privacy Control signals. If we ever enable cross-site advertising technology, we will state in this section how we respond to those signals before doing so.

6. Retention

6.1 Demo and trial requests, and correspondence. We keep these records and related correspondence for as long as we have an active sales relationship with you or another legitimate business need. We review them periodically and aim to delete them within twenty-four (24) months after our last contact with you. Deletion is currently carried out by us on that periodic review rather than by an automated expiry, and copies may persist for a limited further period in routine encrypted backups before those backups roll off. We will delete them sooner at your request, unless we are required to keep them.

6.2 App account information. We keep App account information for the life of the Customer relationship and for any post-termination period set out in the applicable customer agreement and its exhibits, after which we delete or de-identify it in accordance with that agreement.

6.3 Operational and security logs. We keep infrastructure, application, and security logs for as long as we need them to operate and secure the service, and for any longer period an Information Security Schedule to a customer agreement requires. These logs are not currently subject to an automatic expiry period. We delete them on periodic review when they are no longer needed rather than on a fixed schedule.

6.4 Records we are required to keep. We keep records that law or our tax and accounting obligations require us to retain for the period required. Where a Business Associate Agreement applies, we retain the records that agreement and HIPAA require us to keep, for the period they require.

6.5 Values stored in your browser. Campaign-attribution values and App interface state remain in your browser until they are replaced or you clear your browser's storage (Sections 2.2, 2.3, and 5.2).

7. Security

We maintain administrative, technical, and physical safeguards that are designed to protect personal information and that we believe are reasonable and appropriate for a company of our size and for the information involved. As of the effective date of this policy, these include encryption of data in transit and at rest, role-based access controls, multi-factor authentication for administrative access to our cloud infrastructure, application logging, and hosting of the Site and the App within Amazon Web Services in a single United States region. Multi-factor authentication is available for App accounts, and our production environment is configured to require it; whether it is in effect for any particular account depends on that account's enrollment. Services provided by the third parties named in Section 4.1 are hosted and secured by those providers under their own practices. Security controls change as the service and the threat environment change, and we may add, replace, or retire any specific control provided we continue to maintain safeguards we consider appropriate.

The controls we actually commit to are those set out in the Information Security Schedule to our customer agreements; that schedule, and not this policy, is the authoritative statement of our security commitments to a Customer. This section is a general description of our practices, not a representation, warranty, or guarantee that any particular control is in place at any particular moment, and it creates no obligation to any person who is not party to a written agreement with us. No system, and no method of transmitting or storing information, is perfectly secure; we cannot guarantee absolute security, and any information you send us over the internet is sent at your own risk.

If we determine that a breach of security has compromised personal information covered by this policy, we will provide the notices that applicable law then requires of us, in the manner and within the time that law allows. Nothing in this policy creates a notification obligation beyond what applicable law requires. Incidents involving Customer Data or PHI are handled under the notification terms of the relevant customer agreement, Data Processing Agreement, or Business Associate Agreement.

8. Your Choices and Rights

8.1 Everyone. You may ask us to stop contacting you at any time by replying to any message from us or writing to the address in Section 11; clear or block cookies and local storage through your browser; and ask us what information we hold about you in the categories covered by this policy (Section 1.3). We will honor a request to stop contacting you, except for messages we need to send about an account, a transaction, a security matter, or an agreement between us.

8.2 State privacy rights. Depending on where you live, state law may give you rights to access, correct, delete, or obtain a copy of your personal information, and to opt out of targeted advertising, sale, or profiling.

As a matter of policy — and whether or not a particular state statute applies to us — we will honor verified requests from a U.S. resident to access, correct, or delete the personal information covered by this policy (Section 1.3), subject to the limits described below. To make a request, contact us at the address in Section 11. We will take reasonable steps to verify your identity, and we may decline a request we are unable to verify. Where a statute applies to your request, we will respond within the time that statute requires; where none applies, we aim to respond within 45 days, and we may extend that period where reasonably necessary, in which case we will tell you. We will not discriminate against you for exercising rights that applicable law gives you. Where no statute applies, this section describes our practice rather than granting a legal right, and honoring a request under it does not mean a statute applies to us.

Some limits apply. First, requests about Customer Data in the App are governed by Section 1.1: we act on a Customer's instructions for that data, so we will refer your request to that organization and support its response rather than acting on it ourselves — that organization, not Orchestrate, decides how to respond to it. Second, we may decline a request, in whole or in part, where law permits or requires us to retain the information; where we cannot verify your identity or your authority to make the request; where honoring it would adversely affect the rights or freedoms of another person, or the security or integrity of our systems; where we no longer hold the information; or where the request is repetitive, excessive, or manifestly unfounded, for which we may also charge a reasonable fee to the extent applicable law allows.

8.3 If we decline your request, we will tell you why, and you may ask us to reconsider by replying to our response. We will consider what you send us and respond.

8.4 Patients. Requests concerning PHI should be directed to your healthcare provider (Section 1.2).

9. Children

The Site and App are business tools intended for adults. They are not directed to children, and we do not knowingly collect personal information from anyone under 18. If you believe a child has provided us personal information, contact us and we will take reasonable steps to delete it.

10. United States Only; Changes

The Site and App are operated from the United States and intended for United States users. We store and process the personal information described in this policy in the United States, in Amazon Web Services' US East (N. Virginia) region. The email and payment providers named in Section 4 hold the information they receive on their own infrastructure and under their own terms. Static Site content is distributed through a global content-delivery network, so a page you load may be served from an edge location outside the United States.

We may update this policy from time to time. We will post the updated version here with a new effective date and, for material changes affecting App account holders, give notice to the affected Customer as the applicable customer agreement provides.

11. Contact

Orchestrate AI LLC Attn: Privacy PO Box 9684, 770 Northcross Dr, Austin, TX 78766 Email: sales@or.chestrate.com