Security & Privacy
PioneerChat is built with security and privacy as core principles. Here's how your data is protected.
How Your Data is Handled
Private Infrastructure
PioneerChat runs on infrastructure owned or controlled by your organisation:
- All data stays within your organisation's private cloud
- The AI model runs on dedicated servers
- No data is sent to external AI providers
Encryption
Your data is protected by encryption:
- In transit: All connections use TLS/HTTPS encryption
- At rest: Stored data is encrypted using AES-256
- Files: Uploaded documents are stored encrypted
Access Control
- Mandatory two-factor authentication
- Secure session management with automatic timeouts
- Role-based access where applicable
What's Stored
| Data Type | Stored | Retention |
|---|---|---|
| Conversations | Yes | Per organisation policy (typically 30-90 days) |
| Uploaded files | Yes | Linked to conversation retention |
| Account details | Yes | Duration of account |
| Usage analytics | Anonymised only | Aggregated data for service improvement |
| Feedback (thumbs up/down) | Yes | Per policy, used to improve responses |
What's NOT Stored or Shared
- External AI training: Your data is never used to train external AI models
- Third-party sharing: Your data is not shared with external companies
- Cross-organisation: Data from different organisations is completely isolated
Data Retention
Data retention periods are set by your organisation and typically include:
- Automatic deletion: Conversations and files are automatically deleted after the retention period
- No permanent storage: Data doesn't persist indefinitely
- GDPR compliance: Systems support data subject rights where applicable
Contact your IT administrator for your organisation's specific retention policy.
File Security
Uploaded files undergo security validation:
- Type verification: Files are checked to ensure they match their claimed type
- Content scanning: Files are scanned for malicious content
- Blocked types: Executable files and scripts cannot be uploaded
- Size limits: Prevents resource exhaustion attacks
Your Responsibilities
Help keep your account and data secure:
- Protect your credentials: Don't share your password or 2FA device
- Log out on shared devices: Always log out when using shared computers
- Report suspicious activity: Tell IT immediately if you notice anything unusual
- Follow data policies: Adhere to your organisation's data handling guidelines
- Secure your device: Keep your phone and computer locked when not in use
Compliance
PioneerChat is designed to support compliance with:
- GDPR: Data protection and privacy rights
- UK Data Protection Act: UK-specific requirements
- Organisation policies: Configurable to meet specific requirements
For specific compliance questions, contact your IT or legal team.
Reporting Security Concerns
If you notice any security issues:
- Contact your IT administrator immediately
- Email info@pioneer-ai.co.uk for Pioneer.AI security team
- Do not share details publicly until the issue is addressed
More Information
For detailed privacy and legal information: