Privacy, in plain words.

01Who we are

Pana Partners, LLC (“Pana,” “we,” “us”) is a recruiting studio based in Miami, Florida. We run searches for founders, operators, and venture-backed teams as a service, for a fixed fee or a retainer.

This policy explains what personal information we handle, why, and the choices you have. It covers pana.agency, the search and application pages we host, and the recruiting work we do for our clients.

02Who this policy covers

• Visitors to pana.agency and our search pages.
• Clients and prospective clients, and the people on their hiring teams.
• Candidates: people who apply through us, people we consider or invite for a role, and people we interview.
• Referrers: people who introduce us to candidates or clients.

When we work inside a client’s own systems, such as their applicant tracking system, that client decides how those systems handle your information, and its privacy notice applies too.

03What we collect

What you give us

• Contact details you send through our forms or email: name, work email, company, and the role and timing you tell us about.
• Application materials: résumé, professional profile links, portfolio, answers to application questions, and compensation or location preferences you choose to share.
• What you tell us in conversations and interviews. With notice to you, we may record or transcribe interviews so our notes are accurate.

What we gather for a search

• Professional information that is publicly available, such as professional networking profiles, company websites, publications, talks, and open-source work.
• Professional contact details from data providers we use to find a way to reach you.
• Information from people who refer you, and feedback from our clients about your candidacy.

What is collected automatically

• Device and usage data when you visit our site, such as IP address, browser type, pages viewed, and referring page, collected by our hosting provider and by Google Analytics through cookies and similar tools.

What we do not ask for

We do not ask candidates for sensitive information such as race, ethnicity, religion, health, sexual orientation, or immigration status, and we do not use it to evaluate anyone. If you share it with us anyway, we keep it out of our assessments. Some clients run their own voluntary equal-opportunity surveys inside their systems; those responses stay with the client.

04How we use it

• To run searches: map a market, decide who may fit a role, reach out, schedule and hold conversations, and write up our assessment.
• To introduce candidates to clients. We share your profile with a client for a specific role, and we tell you which company it is before an interview.
• To answer inquiries, set up engagements, and serve our clients.
• To keep a record of our work, improve our method, and protect our rights.
• To send occasional updates to people who ask for them. You can unsubscribe at any time.
• To meet legal obligations.

We never charge candidates a fee, and we never sell personal information.

05AI in our work

We use AI tools in our lab to research markets, organize notes, summarize conversations, and draft and check messages. A person at Pana reviews every candidate, holds the conversations, and writes every recommendation. We do not make decisions about anyone using automated processing alone, and our clients make every hiring decision.

The AI and software providers we use process information on our behalf, under contracts that limit how they may use it.

06Who we share it with

• Our clients, for the roles you are considered for.
• Service providers that help us run the business: website hosting and analytics, email and productivity tools, applicant tracking and recruiting software, interview note taking, contact data providers, scheduling, and AI model providers. They may use the information only to provide their services to us.
• Professional advisers, such as lawyers and accountants, under duties of confidentiality.
• Authorities, when the law requires it or to protect rights and safety.
• A successor business, if Pana is involved in a merger, acquisition, or sale of assets.

We do not sell personal information, and we do not share it for cross-context behavioral advertising.

07Cookies and analytics

Our site uses the cookies it needs to work, plus Google Analytics, which uses cookies to tell us how people find and use the site: pages viewed, how visitors arrived, and general device and location information. We use it only to understand and improve the site, and we have turned off Google’s optional data sharing. We do not use advertising or marketing trackers, and if that changes, we will update this policy first. You can block or delete cookies in your browser settings, or install Google’s opt-out add-on at tools.google.com/dlpage/gaoptout, and the site will still work. We do not currently respond to browser Do Not Track signals.

08How long we keep it

We keep candidate information while it is useful for current and future searches, and for no more than three years after our last meaningful contact with you, unless you ask us to delete it sooner or the law requires us to keep it longer. We keep client records for the length of the relationship and as long as needed for legal, tax, and accounting purposes. When we no longer need information, we delete it or make it anonymous.

09Your choices and rights

You can ask us to:

• tell you what personal information we hold about you and where it came from;
• correct it;
• delete it;
• stop contacting you about roles, or stop sending updates;
• stop using it for a particular purpose.

Email privacy@pana.agency. We will confirm your request, may need to verify your identity, and will respond within 45 days. You can use an authorized agent, and we will not treat you differently for exercising your rights.

Depending on where you live, such as California, other U.S. states, the United Kingdom, or the European Economic Area, local law may give you more rights, including the right to complain to a data protection authority. We honor those rights where they apply.

10Legal bases (UK and EEA)

Where UK or EU data protection law applies, we rely on our legitimate interest in finding and introducing qualified people for roles, and on your legitimate interest in hearing about relevant opportunities. We rely on contract when we work with clients, on consent where we ask for it, and on legal obligation where the law requires us to act. You can object to processing based on legitimate interests at any time.

11Security and transfers

We use technical and organizational safeguards, including access controls and reputable providers, to protect personal information. No system is perfectly secure, so we cannot promise absolute security. We are based in the United States, and information may be processed here and in other countries where our providers operate.

12Children

Our services are for adults. We do not knowingly collect information from anyone under 18, and we delete it if we learn we have.

13Changes to this policy

We will update this policy as our work changes and post the new date at the top. If a change is significant, we will give clear notice on this site.

14Contact us