Effective Date: 1st October 2026
Last Updated: 1st October 2026
This AI Chatbot Privacy Policy ("Policy") explains how Pandaw Cruises Ltd ("we," "us," or "our") collects, uses, and protects data when you interact with the AI-powered chatbot ("Chatbot") on our website, www.pandaw.com.
By using the Chatbot, you agree to the collection and use of information in accordance with this Policy. This Policy supplements our main privacy policy, which governs your general use of our website.
How the Chatbot Works
Our Chatbot is designed to help you quickly find product details and general information. To protect your privacy and security:
Restricted Access: The Chatbot only pulls information from our internal application programming interfaces (APIs) regarding general product information already available on our website.
No Access to Personal Data: The Chatbot does not have access to your customer profile, booking history, payment information, or any private account details.
No External Web Searching: The Chatbot does not use external search engines or tools to gather information outside of our website domain.
Information We Collect
The data we collect depends on whether you are logged into your Pandaw Cruises account while using the Chatbot:
Unregistered / Non-Logged-In Users: If you use the Chatbot as a guest, you are permitted to ask up to six (6) questions per session. We collect the chat transcripts (the questions you ask and the answers provided). We do not collect, store, or associate any Personally Identifiable Information (PII) with these guest chat logs.
Registered / Logged-In Users: If you are logged into your account while using the Chatbot, we collect the chat transcripts and associate them with your unique Customer ID. This helps us understand how our registered customers utilize the tool and allows us to improve our services.
Please Note: Because the Chatbot does not have access to secure customer data, we strongly advise against typing personal information (such as passwords, credit card numbers, or booking references) into the chat window.
How We Use Your Information
We use the chat logs and data strictly for internal purposes, including:
Generating real-time responses to your inquiries.
Analyzing usage trends and chatbot performance.
Troubleshooting technical issues.
Improving our website content and product offerings based on common customer questions.
Third-Party Service Providers (OpenAI)
Our Chatbot is powered by a Large Language Model (LLM) provided by OpenAI. When you submit a question, the text is sent to OpenAI via a secure API to generate a response.
Data Retention by OpenAI: OpenAI temporarily logs these questions and answers to ensure system functionality. We actively manage and periodically delete these logs from OpenAI's systems.
No Model Training: Your data is kept strictly private. We have agreements in place ensuring that OpenAI does not use any of our chat transcripts to train, improve, or fine-tune their public AI models.
No Data Selling: OpenAI is not permitted to sell, share, or use your chat data for any purpose other than providing the API service to us.
Internal Data Storage and Sharing
In addition to the temporary processing by OpenAI, we store chatbot questions and answers in our own internal database for analytics purposes.
Strict Confidentiality: This internal data is used exclusively by Pandaw Cruises Ltd.
No Selling or Sharing: We do not sell, rent, or share your chat data, customer IDs, or transcripts with any external companies, advertisers, or data brokers.
Data Security
We implement robust, industry-standard security measures to protect the chat logs stored in our databases from unauthorized access, disclosure, alteration, or destruction. Data transmitted between our website, our internal databases, and OpenAI is encrypted in transit.
Your Data Privacy Rights
Depending on your location (such as under the GDPR or CCPA), you may have certain rights regarding your personal data. If you are a logged-in user (where chat logs are tied to your Customer ID), you have the right to:
Request access to the chat logs associated with your account.
Request the deletion of your chat logs.
To exercise these rights, please contact us using the information below. (Note: We cannot fulfill access or deletion requests for non-logged-in users, as those chat logs are completely anonymous and cannot be traced back to an individual).
Changes to This Policy
We may update our Chatbot Privacy Policy from time to time to reflect changes in our technology or legal requirements. We will notify you of any material changes by posting the new Policy on this page and updating the "Last Updated" date.
Contact Us
If you have any questions, concerns, or requests regarding this AI Chatbot Privacy Policy, please contact us at:
Email: privacy@pandaw.com
Phone: +84 (0)28 4458 2618
Mailing Address: Seven Grange Lane, Pitsford, Northampton, NN6 9AP, United Kingdom