Draft — needs legal review. This text is a plain-language draft and is not yet in force. It will change before Gandalph is offered to customers.
Draft of 16 October 2026
In short: your company's data belongs to your company, it is kept apart from every other company, it is processed by a short list of providers who may not train on it, and we never sell it.
Gandalph is an AI operations platform used by companies and their teams. This policy explains how we handle personal information.
For the data a company brings into Gandalph (its records, messages, documents and what its agents write), the company is in charge and we process that data on its instructions. If you are a member, candidate, contractor or contact of a company that uses Gandalph, that company is your first point of contact for your information. For account details and visits to our website, we decide how the information is used.
We use information to run Gandalph for your company: answering questions, running routines, filing and chasing work, preparing approvals, keeping receipts and an audit trail, and supporting you when you ask. We also use it to keep the service secure, prevent abuse, bill for usage and meet legal obligations.
We do not sell personal information, we do not use company data for advertising, and we do not use it to train AI models.
When an agent works on a task, the relevant parts of your company's data (for example the message being answered, the records it needs and the matching memories) are sent to a language model provider to produce a reply or a plan. Only what the task needs is sent.
Our model providers process this data under business terms that do not allow them to train on it. Any temporary retention on their side is for abuse monitoring and is limited by those terms.
Agents propose; people decide. Anything sent outside your company, and any money movement, waits for a person to approve it.
These providers process personal information on our behalf:
Connectors your company switches on (such as Slack, WhatsApp, Google Workspace, Microsoft 365 or QuickBooks) receive and send data at your company's direction under their own terms. We will update this list, and tell company owners, before adding a new subprocessor.
Every record in Gandalph belongs to exactly one company. Searches, memories, agent prompts, background jobs and logs are scoped to that company, and access rules stop one company from reading another's data.
Data is encrypted in transit and at rest. Connector credentials are stored encrypted. Files are kept in private storage with short-lived links. Sign-in is required for the app, access is role-based, and administrative actions are recorded in an audit log.
We keep company data for as long as the company's account is open. When an account closes, the company has 30 days to export its data, after which we delete it from the live service; backups roll off on their normal schedule. Some records (such as billing records) are kept longer where the law requires it.
Depending on where you live, you may have the right to see, correct, export or delete your personal information, or to object to how it is used. If your information is in Gandalph because of a company you work with, please ask that company first; we will help them respond. For your own account or website data, write to us at hello@gandalph.io.
Our providers may process data outside your country, including in the United States. Where the law requires it, we rely on appropriate safeguards such as standard contractual clauses.
Gandalph is a workplace product and is not meant for anyone under 18.
We will update this policy as Gandalph changes, and tell company owners about important changes before they apply.
Privacy questions or requests: hello@gandalph.io.
See also the Terms of Service.
