Pandatron Coach Bot Privacy Policy

Current as of November 8th, 2022

Pandatron Coach Bot is run by Panda Training Oy (info@panda-training.com), a corporation headquartered in Finland. By accepting this privacy policy, you consent to the things you tell the bot being collected and used for generating the bot’s responses as well as for additional purposes as explained below. You also consent to us gathering any other information that you explicitly provide us and that is necessary for us to offer you access to the bot, such as calendar bookings for when you want to talk with the bot. You do not need to share any personal information that you are not comfortable sharing.

Panda Training’s content development and some technical teams have access to logs of conversations with the bot, including the identities of the users. This information is used for improving the bot, better understanding the needs of various users, and troubleshooting any problems that may occur. Additionally, information is collected from the logs in anonymized form for preparing summary reports of issues such as employee satisfaction and commonly occurring problems for the company’s management. No personally identifying information is included as a part of such reports.

The bot uses artificial intelligence and natural language processing technology for purposes such as selecting or generating a response to what you have said. Similar methods may also be applied to analyzing your conversation history with the bot in order to develop a profile of you, so that the bot may offer you more personally relevant content.

All information about you is treated as confidential. With the exception of anonymized information used for compiling summary reports, no information about you will be shared with any external organizations except for authorities where required by law. We will never sell your information for marketing purposes or anything sleazy like that.

Several international and non-European organizations are involved in processing some of your data. Messages to and from the bot will be sent through either Microsoft Teams or Slack, and the bot itself runs by making use of computing resources provided by Amazon Web Services. The content of some of your messages is processed by OpenAI, whose artificial intelligence technology is used for generating responses to your messages. Additionally, some of the collected information is stored on Google’s cloud services. All of these services execute the EU’s Standard Contractual Clauses for transfer and processing of information in third countries, ensuring appropriate safeguards for your information. We may also make use of other international and non-European services that execute the Standard Contractual Clauses.

For research purposes and further developing the model, the collected information will be stored for three years. Any data kept for longer than this will be anonymized. You have the right to request copies of data collected about you, rectify any erroneous data, and have any information collected about you destroyed. For such requests, please contact the company’s data protection officer, Tiago Sampaio at tiago@fibo.io.

You may at any time withdraw your consent for the collection of additional data about you by informing Panda Training that you will no longer use the bot. If you are unhappy with the handling of your data, you also have the right to lodge a complaint with the Finnish Data Protection Ombudsman’s Office ( https://tietosuoja.fi/en/home).