At Plenio, we place great importance on the protection of personal data. This privacy policy explains what data we collect from employers and recruiters who use Plenio, how we use it, and what rights you have under applicable data protection laws, including the EU General Data Protection Regulation (GDPR) and the Swiss Data Protection Act (DSG). However, whether and to what extent these laws apply depends on the individual case.
If you have any questions, please contact us at support@plenio.com
1. What data we collect and process
We process personal data that you provide when you register and use the platform, and data that arises during its operation. This includes in particular:
- Account data: name, email address and password, or the identifiers of your Google account if you sign in with Google
- Organization data: company name and details, team members and invitations, and their roles
- Hiring data: job descriptions and files you upload, search criteria, your decisions on candidate matches and your outreach requests
- Billing data: licence, invoice and payment information of your organization
- Feedback and support requests you send to us
- Technical and usage data (e.g., IP address, browser type) when you visit our website or use the platform
We also use third-party services (e.g., Google Analytics, Gleap, Customer.io) to analyze traffic and user interactions on our website and platform (see section 10). These services may collect technical data according to their own privacy policies.
2. How and why we use your data
- To provide access to the platform and its features, including your organization account and team management
- To create job posts from the descriptions and files you provide, using AI-assisted processing
- To match your job posts with candidates and show you the results
- To contact candidates on your behalf when you send an outreach request
- To issue invoices and manage licences and credits
- To communicate with you and provide customer support
- To improve and develop the platform through analysis and feedback
- To send you information about our own services (you can object at any time)
- To ensure the operation and security of our business, especially IT and our platform
3. Candidate data
Plenio shows you data of candidates who match your job posts. Contact details of a candidate remain hidden from you until the candidate has agreed to share them. You may use candidate data only to assess candidates for the job post for which they were matched and to recruit for it. You may not sell it, pass it on to third parties or use it for other purposes. Once a candidate has shared contact details with you, you are responsible for your own further processing of that data under applicable data protection law.
Candidates are informed about the processing of their data in the privacy policy of the Plenio candidate platform.
4. Legal basis for processing
- Contract performance – when processing is necessary to provide the platform to your organization or to prepare a contract
- Legitimate interest – to improve our services, analyze or ensure security, and to inform business customers about our services, provided your rights do not override these interests
- Legal obligation – to meet legal requirements (e.g., tax and accounting law)
- Consent – where we ask for it (e.g., optional cookies); consent can be withdrawn at any time, without affecting prior processing
5. Data retention and deletion
Personal data is stored only as long as necessary for the stated purposes, including legal, regulatory, and operational requirements.
If you delete your account or your organization is deleted, the associated data will be permanently deleted within 30 days, unless legal retention obligations prevent this (e.g., for invoices and accounting records).
You can request access, correction, or deletion of your data via support@plenio.com.
6. Your rights (GDPR / Switzerland)
- Right of access
- Right to rectification of incorrect data
- Right to erasure (“right to be forgotten”)
- Right to restrict or object to processing
- Right to data portability
- Right to withdraw your consent
- Right to lodge a complaint with a data protection authority
Supervisory authorities:
- Switzerland: FDPIC – https://www.edoeb.admin.ch/edoeb/en/home.html
- EEA: https://edpb.europa.eu/about-edpb/board/members_en
7. Data security
We implement technical and organizational measures to protect your data against unauthorized access, loss, misuse, or alteration, such as:
- Secure servers in Switzerland and the EU
- Data encryption during transmission (HTTPS/SSL)
- Access controls and authentication measures
- Regular system monitoring and vulnerability scans
Despite all measures, complete security cannot be guaranteed. In the event of a data breach that may pose a risk to your rights, affected users and supervisory authorities will be notified in accordance with applicable laws, if required. Please keep your login data confidential and make sure that only authorized members of your organization have access to the account.
8. AI-assisted processing and automated decisions
Plenio uses AI to structure the job descriptions you provide and to rank candidates for your job posts. These results are suggestions. The decision whether to contact, interview or hire a candidate is always made by you. We do not use fully automated decision-making with legal or similarly significant effect (Art. 22 GDPR) in relation to you.
9. Business customers only
Plenio for employers is intended for professional use by persons who are at least 18 years old and act on behalf of an organization. We do not knowingly collect data from minors.
10. Data sharing and international data transfers
We may share data with third parties in the course of our business activities and for the purposes described above, where allowed and deemed appropriate, either because they process the data for us or use it for their own purposes. This includes:
- Our service providers, such as IT, hosting, email and AI providers
- Candidates, who see your name, your organization and the content of the job post and outreach request you send them
- Other members of your organization, according to their role
- Domestic and foreign authorities, agencies, or courts
These recipients may be located in Switzerland or abroad. Our servers are located in Switzerland and the EU.
If a recipient is located in a country without adequate data protection laws, we contractually require them to comply with applicable data protection standards (using the EU Commission’s revised Standard Contractual Clauses, available here: https://eur-lex.europa.eu/eli/dec_impl/2021/914/oj), unless they are already subject to a recognized framework ensuring data protection, or we can rely on an exemption. An exemption may apply in legal proceedings abroad, in cases of overriding public interest, if required for contract performance, if you have consented, or if the data is publicly available and not objected to.
11. Cookies
We use “cookies” and similar technologies on our website and platform to identify your browser or device. A cookie is a small file sent to or automatically stored on your computer or mobile device by your browser when you visit our website. When you return, we can recognize you, even if we don’t know who you are.
We use session cookies (deleted after your visit) and permanent cookies (store preferences and other info, e.g., for two years). You can configure your browser to reject or delete cookies. Most browsers accept cookies by default.
We use permanent cookies to store user settings (e.g., language, auto-login) and to understand how our services are used. Some cookies are set by us, others by partners we work with. Blocking cookies may disable some functions (like language selection).
Our emails may include visible or invisible images that let us know if and when you opened the email. This helps us understand usage and tailor content. You can block this in your email settings.
We may ask for your consent before using these technologies, depending on the purpose. You can manage your settings via the website.
We sometimes use Google Analytics or similar tools. This service, typically by Google Ireland (and Google LLC in the US), helps us measure website use (non-personally). It uses permanent cookies. We configure it to anonymize IPs in Europe before sending them to the US and disable “data sharing” and “signals.” We assume Google does not receive personal data, but it may link usage data to your Google account if you’re logged in. Google’s processing is subject to its own privacy policy. We only receive usage stats from Google, not personal information.
12. Contact information
We are the data controller for the processing described in this privacy policy. You can contact us regarding data protection or to exercise your rights:
support@plenio.com
Cubra AG, Seonerstrasse 6, 5600 Lenzburg, Switzerland
+41 62 765 81 31
13. Updates
This privacy policy may be updated to reflect legal or operational changes. The current version published on our website applies. We recommend checking it regularly.