Pandatron AI Platform Privacy Policy

Current as of April 10, 2025

Pandatron AI Platform is run by Pandatron Oy (support@pandatron.ai), a corporation headquartered in Finland. By accepting this privacy policy, you consent to the things you tell the platform being collected and used for generating the platform’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 platform, such as calendar bookings for when you want to talk with the platform. You do not need to share any personal information that you are not comfortable sharing.

Pandatron Oy’s content development and some technical teams have access to logs of conversations with the platform, including the identities of the users. This information is used for improving the platform, 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 platform uses artificial intelligence and natural language processing technology for purposes such as selecting or generating a response to what you have said, as well as remembering information that you have voluntarily shared in future conversations.

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.

No legally binding or similarly significant decisions are made by our automated systems.

Several international and non-European organizations are involved in processing some of your data.

Messages to and from the platform can be sent either through the Panda app, Microsoft Teams, or Slack.

The platform itself runs by making use of computing resources provided by Amazon Web Services.

The content of some of your messages is processed by OpenAI and/or Anthropic, 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 two 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 via support@pandatron.ai .

In the event of a personal data breach that poses a risk to your rights and freedoms, we will:

– Notify the Finnish Data Protection Ombudsman within 72 hours of becoming aware of the breach

– Inform affected users without undue delay, describing the nature of the breach, likely consequences, measures taken, and contact information for further inquiries

– Maintain records of all breaches and remedial actions taken

You will be notified via e-mail in the event of a relevant breach.

Our platform is not designed to collect special categories of personal data (such as health information, political opinions, religious beliefs, or biometric data). If you do share such data, it is never included in anonymized reports. We recommend avoiding sharing sensitive personal data with the platform unless necessary for your specific use case.

For the purposes of user wellbeing and safety, our systems automatically monitor conversations for indicators of potential concern, such as expressions suggesting imminent risk of self-harm. This monitoring is initially conducted without identifying individual users. In situations where our system identifies a possible cause for concern, we may contact the organizational buyer of our services to discuss appropriate support measures, while continuing to maintain user anonymity.

In cases deemed to present immediate or severe risk, we reserve the right to contact the affected user directly to offer access to professional support resources. This protocol exists solely to ensure user safety and wellbeing. Information gathered through this process is treated with the highest level of confidentiality.

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