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Last updated: 13 November 2026 · DRAFT – to be reviewed by a lawyer before launch

Who is responsible

[Company name] (company number [Company number], [Registered address]) is the controller of personal data processed through Pandafile. Contact: privacy@pandafile.co.uk.

What we collect and why

  • Files you upload, their names, sizes and types, and your title and message. We store them only to deliver them to the people you choose, and delete them when the transfer expires or you delete it. Legal basis: performing our contract with you.
  • Email addresses: yours when you sign in, and your recipients' when you send by email. Used to sign you in, to deliver the transfer and to tell you when it was downloaded. Legal basis: contract.
  • Technical data: we keep a one-way, salted fingerprint of IP addresses (not the address itself) with transfers, downloads and reports, to prevent abuse and spam. Server logs with full IP addresses are kept for up to 14 days for security. Legal basis: our legitimate interest in keeping the service safe.
  • File fingerprints (SHA-256 hashes) of uploaded files, so we can stop files that were removed for breaking the law from being uploaded again. Legal basis: legitimate interest and legal obligations.
  • Payment data for Pro is collected and processed by Stripe; we only receive your customer ID, subscription status and billing country. Legal basis: contract and legal obligations (tax records).
  • Abuse reports: what you report and, if you give it, your email. Legal basis: legal obligations and legitimate interest.

How long we keep it

  • Files: until the transfer expires (7 days free, 14 days Pro) or you delete it, whichever is first.
  • Transfer records without the files: 90 days after expiry, for abuse follow-up.
  • Download records: 90 days. Sign-in links: 1 day. Sessions: up to 60 days.
  • Account data: until you ask us to delete your account. Billing records: 6 years, as UK tax law requires.

Who we share it with

We use these processors, under data processing agreements:

  • Hetzner Online GmbH (Germany/Finland) – servers and file storage.
  • Supabase Inc. – database hosting in Frankfurt, Germany.
  • Stripe – payments for Pro.
  • Our email provider – sending sign-in links and transfer emails.
  • Google Ireland Ltd (Google Ad Manager) – ads on free pages, only with your consent for personalised ads (see Cookies).
  • Cloudflare – robot checks (Turnstile), when enabled.

We do not sell your personal data. We share data with authorities only when the law requires it, for example when reporting child sexual abuse material.

Some processors may transfer data outside the UK/EEA; when they do, they use the UK International Data Transfer Addendum or EU Standard Contractual Clauses.

Your rights

You can ask to see, correct, delete or export your personal data, object to processing based on legitimate interest, and withdraw consent at any time. Write to privacy@pandafile.co.uk. You can complain to the UK Information Commissioner's Office (ico.org.uk) or to the data protection authority where you live.