Data Flows

Onboarding document extraction· LLM Provider A (United States)

Step	From	To	Data	Location	Retention	Vendor training	Evidence	Gap	Findings
1	Customer HR user (standard; bulk; API routes)	PendlePay platform	Onboarding documents	PendlePay hosting – to confirm	Uploaded files: per retention policy	Not applicable	Evidence-supported	Hosting location (RQ-09)	None
2	PendlePay platform	LLM Provider A	Document content sent in prompt (name; address; start date; bank details)	United States	Unknown	Unknown – website claim only	Client-reported	Signed terms; DPA; transfer safeguard (RQ-01); account settings (RQ-02); vendor retention (RQ-04)
3	LLM Provider A	PendlePay platform	Extracted fields (output)	United States → PendlePay	Unknown at vendor	Unknown	Client-reported	Vendor retention of outputs (RQ-04)
4	PendlePay platform	Debug logs	Request content may be logged	Unknown	Unknown – 'kept for a while'	Not applicable	Not evidenced	Log retention and location (RQ-04; RQ-09)
5	Extracted fields	Review screen → HR user → payroll record	Approved or edited fields	Inside PendlePay	General payroll records – outside AI scope	Not applicable	Mixed	Approval on bulk and API routes (RQ-03)
6	Buyer's German HR team (pilot)	PendlePay platform → LLM Provider A	German employees' onboarding documents	Germany → PendlePay → United States	Unknown	Unknown	Not evidenced	Updated privacy assessment (RQ-06); German specialist input