Privacy Policy

INTRODUCTION

Thank you for choosing to be part of our community at Pangea.ai (“service”, “brand”, “company”, “we”, “us”, or “our”), a service owned and operated by Digital Knights SARL (“Digital Knights”). We are committed to protecting your personal information and your right to privacy. If you have any questions about this policy or our data practices, please contact us at [email protected].

When you visit our website http://www.pangea.ai (“Site”) or use our services, you trust us with your personal information. We take your privacy very seriously. This Privacy Policy explains what information we collect, how we use it, how we share it, and what rights you have. If you do not agree with any part of this policy, please discontinue use of our Site and Services.

This Privacy Policy applies to all information collected through our websites (such as pangea.ai) and any related services, sales, marketing, or events.

Please read this policy carefully, as it will help you make informed decisions about sharing your personal information with us.

1. WHAT INFORMATION DO WE COLLECT?

We collect personal information that you voluntarily provide to us when you register on the Sites, express interest in our services, participate in platform activities (including submitting forms, posting content, or engaging with interactive features), or otherwise communicate with us. The categories of personal data we collect depend on the nature of your interactions with the Sites and may include the following:

(a) Name and Contact Information.
This includes your first and last name, email address, postal address, telephone number, and any other similar identifiers you voluntarily submit.

(b) Social Media or Third-Party Login Data.
If you choose to register or authenticate using a third-party service—such as Google Suite or other supported providers—we collect the information you authorise that service to share with us for account creation and authentication.

(c) Automatically Collected Technical and Usage Information.
When you visit or navigate the Sites, we automatically collect certain technical information that does not directly identify you but may be considered personal data under applicable laws. This includes your IP address, browser type and version, device characteristics, operating system, language preferences, referring URLs, general location (such as country or region), and information regarding how you interact with the Sites. This data supports analytics, performance optimisation, security monitoring, and fraud prevention.

(d) Information Obtained from Public or Third-Party Sources.
We may supplement the information we collect with data obtained from publicly available sources, marketing partners, social media platforms, and other authorised third parties. Such data may include publicly visible profile information, professional details, demographic data, and other information that you have made available or that partners share lawfully.

(e) AI-Powered Meeting and Transcription Tools.
We may use AI-powered tools—including but not limited to Fireflies.ai, HubSpot transcription services, or similar technologies—to record, document, and transcribe virtual meetings. These tools are used solely for internal purposes such as service quality assurance, operational continuity, knowledge retention, and dispute avoidance. If a Client explicitly requests the removal of transcription tools before a meeting takes place, Pangea.ai will comply. Pangea.ai does not assume liability for transcription inaccuracies and encourages participants to review transcripts before relying on them for business purposes.

We collect and process only the personal data necessary for the purposes described in this Privacy Policy. All processing follows the GDPR principles of data minimisation and purpose limitation. Data will not be used for purposes incompatible with those for which it was originally collected unless permitted by law or supported by a valid lawful basis.

2. HOW DO WE USE YOUR INFORMATION?

We process personal data only where there is a lawful and legitimate basis to do so. We use your information to support the operation of our services, fulfil contractual obligations, comply with legal requirements, and, where applicable, with your consent. Specifically, we may process personal data for the following purposes:

(a) Account Creation and Authentication.
To facilitate account registration, verify identity, enable secure login mechanisms, and maintain ongoing account management functions.

(b) Service Updates and Administrative Communications.
To send important service-related notices, updates, policy changes, and other administrative information necessary for the performance and maintenance of our services.

(c) Order Fulfilment and Transaction Management.
To process and manage orders, payments, invoices, returns, customer support requests, and other contract-related interactions.

(d) Testimonials and Public Statements (with Consent).
To publish testimonials or endorsements on our Sites, subject to obtaining your explicit consent prior to publication.

(e) Personalised Content, Recommendations, and Advertising.
To deliver tailored content, user experiences, marketing communications, and interest-based advertising, either directly or through authorised third-party service providers.

(f) Service Improvement and User Feedback.
To request feedback, analyse usage patterns, improve service performance, and develop new features or enhancements.

(g) Platform and Information Security.
To maintain the integrity and security of our Sites, detect and prevent fraud, monitor suspicious activity, and enforce compliance with our platform rules and applicable laws.

(h) User-to-User Communications.
To enable interactions between users where necessary for project collaboration, introductions, and platform functionality, subject to applicable consent requirements.

(i) Automated Summaries and Transcription Tools.
To enhance operational efficiency and improve service quality by using AI-powered tools to record, summarise, and internally reference meeting discussions, subject to applicable data protection safeguards and opt-out mechanisms.

(j) Enforcement, Legal Compliance, and Dispute Handling.
To enforce our terms of service, service-level agreements, and policies; respond to subpoenas, regulatory inquiries, and legal requests; and protect our rights, users, partners, or the public.

All personal data is processed under one or more lawful bases defined by Articles 6 and 9 of the GDPR. These bases include consent, contract performance, legitimate interests, legal obligations, protection of vital interests, and explicit consent where required. When we rely on legitimate interests, we ensure our interests do not override your rights or freedoms.

3. WILL YOUR INFORMATION BE SHARED WITH ANYONE?

We may disclose or otherwise make personal data available to third parties only where such disclosure is necessary, proportionate, and lawful. Personal data may be shared under the following circumstances:

(a) Compliance with Legal Obligations.
Where required to comply with applicable laws, regulatory requirements, lawful government requests, judicial processes, or to respond to subpoenas, court orders, or other mandatory disclosures.

(b) Protection of Rights and Security.
Where necessary to investigate, prevent, or take action regarding suspected fraud, security incidents, threats to the rights or safety of individuals, violations of our policies, or as evidence in litigation.

(c) Hosting, Storage, and Infrastructure Services.
We engage hosting and data management providers, including Airtable, HubSpot, and other comparable platforms that adhere to GDPR and industry-standard security frameworks. These providers may store or process personal data on servers located in the United States or other jurisdictions. In such cases, Pangea.ai implements appropriate safeguards, including Standard Contractual Clauses, the UK Addendum, or Swiss-approved equivalents, to ensure an adequate level of protection consistent with GDPR requirements.

(d) Vendors and Service Providers.
We may share personal data with third-party vendors who provide services such as payment processing, analytics, email and communication delivery, customer support, AI-powered transcription, hosting, marketing, and operational tools. Such vendors will only access personal data as necessary to perform contracted services on our behalf.

(e) Business Transfers.
Personal data may be shared or transferred as part of, or in preparation for, any merger, acquisition, financing, asset sale, restructuring, or similar corporate transaction.

(f) Affiliates and Business Partners.
We may share personal data with our affiliates, subsidiaries, and authorised business partners, provided they are bound by confidentiality and data protection obligations consistent with this Privacy Policy.

(g) With Consent.
We may disclose personal data to third parties where we have obtained the individual’s explicit consent or where disclosure occurs at the individual’s direction.

(h) Data Processing Agreements and Sub-processor Governance.
All third-party processors engaged by Pangea.ai are subject to written Data Processing Agreements (“DPAs”) incorporating the mandatory provisions of GDPR Article 28. These agreements require processors to act solely on Pangea.ai’s documented instructions, implement appropriate technical and organisational measures, maintain confidentiality, and support compliance obligations. Sub-processors are vetted prior to engagement and are periodically reviewed for continued compliance, security posture, and operational adequacy.

4. DO WE USE COOKIES AND OTHER TRACKING TECHNOLOGIES?

We use cookies, analytics tools, and similar tracking technologies to support the operation, security, and optimisation of the Sites. These technologies help us understand how users interact with the platform, personalise content, measure performance, and improve overall functionality.

(a) Use of Cookies.
We use both session cookies (which expire when you close your browser) and persistent cookies (which remain stored on your device until deleted) to facilitate navigation, maintain user sessions, remember preferences, and provide essential functionality.

(b) Analytics and Performance Technologies.
We use third-party analytics tools—including Google Analytics, Clearbit, and Amplitude—to collect aggregated and pseudonymised information about how users interact with the Sites. These tools help us analyse traffic patterns, understand usage behaviour, diagnose performance issues, and improve our services. Each of these providers maintains its own GDPR-compliant safeguards and processing standards.

(c) Pixel Tags and Similar Tracking Technologies.
We may use pixel tags, web beacons, or similar technologies to track user interactions, measure the effectiveness of marketing activities, and support content optimisation. These tools operate in conjunction with cookies and do not store information directly on your device.

(d) User Controls and Cookie Management.
You may disable or restrict cookies by adjusting your browser settings. Most browsers offer tools to block, delete, or notify you about cookies. However, disabling certain cookies may impact your ability to use some features of the Sites or limit platform functionality.

(e) Legal Basis for Use of Cookies.
Where required by applicable law, we obtain your consent before placing non-essential cookies on your device. Essential cookies, which are strictly necessary for the operation of the Sites, are used without requiring consent in accordance with GDPR and ePrivacy Directive standards.

5. DATA RETENTION

Pangea.ai retains personal data only for as long as reasonably necessary to fulfil the purposes for which it was collected and processed, including meeting any legal, regulatory, accounting, audit, or reporting obligations. If you have opted in to receive marketing communications, we retain information related to your marketing preferences until you opt out, in accordance with our internal policies.

To determine the appropriate retention period for personal data, Pangea.ai considers several factors, including the volume, nature, and sensitivity of the data; the potential risk of harm arising from unauthorised access, use, or disclosure; the purposes for which the data is being processed; whether those purposes can be achieved through alternative means; and applicable statutory or regulatory retention requirements.

At the conclusion of the relevant retention period, personal data is securely deleted or anonymised in accordance with industry standards and GDPR requirements. In circumstances where data is anonymised, it is no longer considered personal data and may be retained for analytical, statistical, or operational purposes without further notice, as anonymised information does not identify any individual.

6. REGION-SPECIFIC INFORMATION

Transfers

We comply with the GDPR, UK GDPR, and applicable data protection laws for individuals located in the European Union, United Kingdom, European Economic Area, and Switzerland. Individuals in these regions are entitled to exercise specific rights regarding their personal data. These rights include:

• The right to request access to the personal data we hold;
• The right to request correction of inaccurate or incomplete data;
• The right to request deletion of personal data in certain circumstances;
• The right to request restriction of processing;
• The right to object to processing carried out on the basis of legitimate interests or for direct marketing;
• The right to request data portability in a structured, commonly used, machine-readable format;
• The right to withdraw consent at any time when processing relies on consent;
• The right to request deletion of meeting transcripts or recordings;
• The right to lodge a complaint with a competent supervisory authority.

Requests to exercise these rights may be submitted by contacting [email protected].
To protect personal data and prevent unauthorized access, Pangea.ai may require additional information to verify an individual’s identity before fulfilling any rights request.

Pangea.ai acts as the Data Controller for the processing activities described in this Privacy Policy.

International Data Transfers

Personal data may be transferred to, accessed from, or stored in jurisdictions outside the EU, UK, EEA, or Switzerland. When such transfers occur, Pangea.ai implements appropriate safeguards to ensure GDPR-equivalent protection. These safeguards include:

• Standard Contractual Clauses (SCCs) issued by the European Commission;
• The UK International Data Transfer Addendum;
• Swiss-approved international transfer mechanisms;
• Supplementary technical and organisational measures where required.

These measures ensure that personal data remains protected regardless of the jurisdiction in which it is processed.

7. YOUR CHOICES

You may use the Sites without providing personal data; however, certain features or services may not be available without basic information. You may also manage cookie preferences through your browser settings or opt out of marketing communications at any time by following the instructions in our emails or by contacting [email protected]. Opting out of marketing communications does not affect transactional or service-related emails necessary for platform operation.

8. CHILDREN

We do not knowingly collect personal information from individuals under age 16. If such data is discovered, it will be deleted.

9. THIRD-PARTY WEBSITES

Our Sites may contain links to external websites not controlled by Pangea.ai. Their privacy practices are governed by their own policies.

10. SECURITY

We implement reasonable administrative, technical, and physical measures to protect personal data. However, no internet-based system is entirely secure.In the event of a personal data breach, we will notify the relevant supervisory authority without undue delay and, where required, affected individuals as outlined under GDPR Articles 33 and 34. We maintain internal procedures for breach detection, investigation, and remediation.

11. OTHER TERMS AND CONDITIONS

Use of http://pangea.ai is governed by our Website Terms of Service.

12. CHANGES TO PANGEA.AI'S PRIVACY POLICY

We may update or modify this Privacy Policy periodically. Continued use of the Sites after updates constitutes acceptance of the revised terms.

14. CONTACTING PANGEA.AI

If you have questions about this Privacy Policy or wish to exercise your rights, contact us at [email protected]. Designated individuals oversee all privacy-related requests.