Privacy Policy

1. Introduction

Panoraxis ("Company," "we," "our," "us") is committed to protecting the privacy of individuals ("you," "your") who interact with our AI chatbot and virtual assistant services (collectively, the "Services"). This Privacy Policy outlines how we collect, use, disclose, and protect your personal information. By accessing or using our Services, you consent to the practices described in this policy.

2. Scope of this Privacy Policy

This Privacy Policy applies to all personal information collected through our Services, including information collected from our website, applications, and any other interactions you may have with Panoraxis. It does not apply to third-party websites or services that may be linked to our Services.

3. Information We Collect

We may collect various types of information, including:

3.1. Information You Provide

• Account Information: When you register for an account or engage with our Services, we may collect information such as your name, email address, phone number, and company details.
• Communications: If you contact us directly, we may receive additional information about you, such as the content of your messages or attachments.

3.2. Information Collected Automatically

• Usage Data: We collect information about your interactions with our Services, including the pages or features you access, the time and date of your visits, and other usage statistics.
• Device Information: We may collect information about the device you use to access our Services, including the hardware model, operating system, browser type, and IP address.

3.3. Information from Third Parties

We may receive information about you from third parties, such as our business partners or service providers, and combine it with information we collect through our Services.

4. How We Use Your Information

We use the information we collect for various purposes, including:

• Providing and Improving Services: To operate, maintain, and enhance our Services, including personalising your experience.
• Communication: To send you updates, security alerts, and support messages.
• Compliance: To comply with legal obligations and protect our rights and interests.

5. Sharing Your Information

We may share your information in the following circumstances:

• With Service Providers: We may share your information with third-party vendors who perform services on our behalf, such as hosting, analytics, and customer support.
• For Legal Reasons: We may disclose your information if required by law or to protect the rights, property, or safety of Panoraxis, our users, or others.

6. Data Security

We implement appropriate technical and organisational measures to protect your personal information from unauthorised access, alteration, disclosure, or destruction. However, no security measure is completely secure, and we cannot guarantee absolute security.

7. Data Retention

We retain your personal information only for as long as necessary to fulfil the purposes for which it was collected, comply with legal obligations, resolve disputes, and enforce our agreements.

8. Your Rights

Depending on your jurisdiction, you may have certain rights regarding your personal information, including the right to access, correct, or delete your data. To exercise these rights, please contact us using the information provided below.

9. International Data Transfers

Your information may be transferred to and processed in countries other than your own. We ensure that such transfers comply with applicable data protection laws and that your information remains protected.

10. Children's Privacy

Our Services are not intended for individuals under the age of 13. We do not knowingly collect personal information from children under 13. If we become aware that we have collected such information, we will take steps to delete it.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of any material changes by posting the new policy on our website and updating the effective date.

12. Contact Us

If you have any questions or concerns about this Privacy Policy or our data practices, please contact us at:

Panoraxis

Email: contact@panoraxis.tech

Supplemental Notice for California Residents

If you are a California resident, you have specific privacy rights under the California Consumer Privacy Act (CCPA). This section provides additional details about the personal information we collect and your rights under California law.

1. Categories of Personal Information Collected

We collect the following categories of personal information:

• Identifiers: Such as name, email address, and IP address.
• Internet Activity: Such as browsing history and interactions with our Services.

2. Your Rights Under CCPA

As a California resident, you have the right to:

• Access: Request information about the personal information we have collected about you.
• Deletion: Request the deletion of your personal information.
• Opt-Out: Opt out of the sale of your personal information.

To exercise these rights, please contact us using the information provided above.

3. Non-Discrimination

We will not discriminate against you for exercising your CCPA rights.

Supplemental Notice for Residents of the European Economic Area (EEA), Switzerland, and the United Kingdom (UK)

If you are a resident of the EEA, Switzerland, or the UK, you have specific privacy rights under the General Data Protection Regulation (GDPR) and other applicable laws. This section provides additional details about your rights and our practices.

1. Legal Basis for Processing

We process your personal information based on the following legal grounds:

• Consent: Where you have given consent.
• Contract: Where processing is necessary for the performance of a contract.
• Legal Obligation: Where processing is necessary to comply with legal obligations.
• Legitimate Interests: Where processing is necessary for our legitimate interests, provided these are not overridden by your rights.

2. Your Rights Under GDPR

As a resident of the EEA, Switzerland, or the UK, you have the right to:

• Access: Request access to your personal information.
• Rectification: Request correction of inaccurate or incomplete information.
• Erasure: Request deletion of your personal information.
• Restriction: Request restriction of processing.
• Portability: Request transfer of your personal information to another party.
• Objection: Object to the processing of your personal information.

To exercise these rights, please contact us using the information provided above.

3. Data Protection Officer

We have appointed a Data Protection Officer (DPO) to oversee our data protection practices. You can contact our DPO at:

Email: privacy@panoraxis.tech

Third-Party Links

Our Services may contain links to third-party websites or services. We are not responsible for the privacy practices or content of these third parties. We encourage you to review their privacy policies before providing any personal information.

Cookies and Tracking Technologies

We use cookies and similar tracking technologies to enhance your experience on our Services. You can control the use of cookies through your browser settings. For more information, please refer to our Cookie Policy.

Data Protection Framework Compliance

Panoraxis complies with applicable data protection frameworks, including the EU-U.S. Data Privacy Framework and the Swiss-U.S. Data Privacy Framework, as applicable. For more information, please contact us.

Effective Date and Updates

This Privacy Policy is effective as of January 1, 2025. We may update this policy from time to time. We encourage you to review this Privacy Policy periodically for any changes. If we make material changes to this policy, we will notify you by updating the effective date at the top of this page and, where appropriate, by providing additional notice (such as an email notification or a notice on our website). Your continued use of our Services after the changes have been made constitutes your acceptance of the revised Privacy Policy.

13. Additional Provisions for Business Clients

Since Panoraxis primarily operates as a B2B (Business-to-Business) service provider, additional responsibilities and obligations apply to our Clients regarding data privacy:

13.1. Data Controller vs. Data Processor Responsibilities

• Clients as Data Controllers: Clients using our chatbot services are responsible for determining the purposes and means of processing personal data. They must ensure compliance with applicable data protection laws (e.g., GDPR) when collecting or processing end-user data through our Services.
• Panoraxis as Data Processor: In scenarios where we process personal data on behalf of a Client (e.g., chatbot logs containing user interactions), we act as a Data Processor under GDPR, meaning:
  • We process data only as instructed by the Client.
  • We do not use user data for independent purposes unless explicitly agreed upon.
  • We implement security measures to protect user data against unauthorized access.

13.2. Data Processing Agreement (DPA)

If required, Panoraxis will enter into a Data Processing Agreement (DPA) with Clients to formalize data protection obligations. The DPA will specify:

• The scope of data processing (e.g., chatbot logs, query data storage).
• Security measures implemented to protect data.
• Client obligations regarding user consent and lawful data processing.
• Data breach notification protocols.

Clients can request a DPA by contacting our Data Protection Officer (DPO) at privacy@panoraxis.tech

14. Automated Decision-Making & AI Transparency

14.1. How Our AI Works

Panoraxis provides AI-powered chatbot solutions that generate responses to user queries based on:

• Predefined FAQ databases.
• Vector embeddings and semantic search.
• Machine learning models such as LLaMA and sentence transformers.

14.2. Limitations of AI Responses

• No Guarantees of Accuracy: AI-generated responses may contain errors, outdated information, or unintended biases.
• Not a Replacement for Professional Advice: AI responses should not be relied upon for critical decisions, such as legal, medical, or financial matters.
• Human Oversight Recommended: Clients should monitor chatbot interactions to ensure accuracy and compliance.

14.3. AI Ethics & Bias Mitigation

Panoraxis is committed to reducing AI biases and ensuring ethical AI development. Measures include:

• Regularly updating training data to improve response accuracy.
• Implementing safeguards to filter inappropriate or harmful content.
• Providing manual override capabilities so Clients can review and edit chatbot-generated responses.

15. Governing Law & Jurisdiction

This Privacy Policy shall be governed by and interpreted in accordance with the laws of England and Wales. Any disputes relating to this policy shall be subject to the exclusive jurisdiction of the courts of England and Wales.

16. Contact Information

If you have any questions, concerns, or requests related to this Privacy Policy or your data privacy rights, please contact us:

Panoraxis Ltd.

Email: contact@panoraxis.tech

17. Additional Legal Disclosures

17.1. UK GDPR Compliance

As a UK-based company, Panoraxis complies with the UK General Data Protection Regulation (UK GDPR). If you are a UK resident, you have the right to:

• Request access to your data.
• Request correction or deletion of inaccurate data.
• Object to processing under certain circumstances.

To exercise these rights, please contact us at privacy@panoraxis.tech.

17.2. Third-Party Data Processors

We may engage third-party service providers to assist in processing personal data. These providers must comply with contractual obligations to ensure adequate data protection.

17.3. Complaints to Data Protection Authorities

If you believe Panoraxis has violated data protection laws, you have the right to lodge a complaint with the UK Information Commissioner's Office (ICO) or the relevant regulatory authority in your jurisdiction.

18. Final Provisions & Updates

• This Privacy Policy represents the entire agreement concerning data privacy between Panoraxis and its users.
• If any provision of this policy is found to be unenforceable, the remaining provisions will continue to be valid.
• We reserve the right to update this policy at any time to reflect changes in legal requirements, business practices, or AI technology.
• You will be notified of any material changes before they take effect.