Privacy policy

1. What Data Do We Process, Why and Based on Which Legal Basis?

Plectrum Services

• 1.1 Management of Plectrum´s contractual relationships

  DESCRIPTION

   

  When you or your organization engage with us as a customer, business partner, advisor, or in a similar capacity, we may process your personal data for the purpose of effectively managing and maintaining our contractual relationship.

   

  PROCESSED DATA

   

  1. Identification details (name, surname),
  2. Contact details, such as address, phone number, e-mail address,
  3. Information about the company you work for and your work position.

   

  LEGAL BASIS

   

  Contract performance between Plectrum and its customer, business partner, advisor or in a similar capacity (if the customer or business partner is an individual) or legitimate interest (if the customer or business partner is a legal entity).

• 1.2 Provision of customer service and support

  DESCRIPTION

   

  When you use our services or contact our support team for assistance, we process your personal data necessary to provide you with service or handle your request. We may use a chatbot to assist the first line of support on our website, which may manage phone calls and messages. More complex tasks are managed by our customer support team.

   

  PROCESSED DATA

   

  1. Identification details,
  2. Contact data, 
  3. Username, password, IP address,
  4. Any other information disclosed by you when making a support query,
  5. Transcripts of conversations

   

  LEGAL BASIS

   

  Contract performance between Plectrum and its customer (if the customer is an individual) or legitimate interest (if the customer is a legal entity).

• 1.3 Improvement of our services and products

  DESCRIPTION

   

  We process your data to improve our services / products and to provide you with the best possible user and customer experience.

   

  PROCESSED DATA

   

  1. Identification details (name, surname),
  2. Contact details, such as address, phone number, e-mail address,
  3. Content of your feedback and your ideas share with us by various means,
  4. Information about usage of our services / products,
  5. Additional communication between you and us about provided feedback or ideas.

   

  LEGAL BASIS

   

  Our legitimate interest to improve our products and services and to provide you with the best customer and user experience or your consent.

• 1.4 Product testing

  DESCRIPTION

   

  We may ask for your opinion about our product and services, or how you use them, or we may provide you with an option to try and test our new products and features, which will require processing of your data.

   

  PROCESSED DATA

   

  1. Identification details (name, surname, information about the name of our customer, which you represent),
  2. Contact details (mainly e-mail address and phone number),
  3. Technical information related to use of our products and services (information about your device, logs from operations you performed, etc.),
  4. Your feedback regarding use of our products and services.

   

  LEGAL BASIS

   

  Our legitimate interest to test and develop Plectrum products and services.

• 1.5 Call recording

  DESCRIPTION

   

  When you, as a client or a prospect, have an audio or video call with us, we record the call for the purposes of our services enhancement, internal training, business intelligence, and note-taking. You will be informed about the recording at the beginning of the call. If you do not wish the call to be recorded, you may contact us through alternative methods.

   

  PROCESSED DATA

   

  1. Identification details (name, surname),
  2. Contact details, such as address, phone number, e-mail address,
  3. Information about the company you work for and your work position,
  4. Video/voice recordings of you (recorded expressions of a personal nature),
  5. Any further information you share with us.

   

  LEGAL BASIS

   

  Your consent, or our legitimate interest to improve our services, and keep the respective evidence.

• 1.6 Defending our rights and claims

  DESCRIPTION

   

  When you make a legal claim against us, or when we need to protect our rights through legal or other means, we process your data.

   

  PROCESSED DATA

   

  1. Identification details (name, surname),
  2. Contact details, such as address, phone number, e-mail address,
  3. Content of our communication and contractual arrangements,
  4. Any other information provided to us throughout our relationship and necessary to defend our rights or against the claims.

   

  LEGAL BASIS

   

  Our legitimate interest in defending itself against claims, as well as when Plectrum has a legal obligation to do so as the law prescribes, or as part of contract fulfilment.

• 1.7 Fulfilment of legal obligations

  DESCRIPTION

   

  In some instances, legal regulations impose obligations on us under which we are obliged to process personal data. Such cases are for instance tax and accounting laws, whistleblowing laws, anti discrimination laws and the provision of some data to public authorities based on applicable legislation.

   

  PROCESSED DATA

   

  1. We process your data within the scope as required by applicable legislation.

   

  LEGAL BASIS

   

  Fulfilment of legal obligations imposed upon Plectrum arising from applicable legislation.

• 1.8 Direct marketing and promotion

  DESCRIPTION

   

  Plectrum will use your data for its own marketing purposes, i.e., if you sign up for our newsletter or other marketing communication, which may, according to your past preferences, be of interest to you.

   

  PROCESSED DATA

   

  1. Identification details (name, surname),
  2. Contact details, such as address, phone number, e-mail address,
  3. Information about newsletters you signed up for and your preferences regarding marketing communication (if any),
  4. Information about the company you work for and your work position.

   

  LEGAL BASIS

   

  Your consent

• 1.9 Event and webinar attendance

  DESCRIPTION

   

  If you sign up for our events or webinars, we will process your data.

   

  PROCESSED DATA

   

  1. Identification details (name, surname),
  2. Contact details, such as address, phone number, e-mail address,
  3. Events/webinars you signed up for,
  4. Information about the company you work for and your work position,
  5. Any further information you share with us.

   

  LEGAL BASIS

   

  Your consent or contract performance or legitimate interest.

• 1.10 Third-party marketing

  DESCRIPTION

   

  We may provide you with advertising and marketing materials of other parties via e-mail address or by different means.

   

  PROCESSED DATA

   

  1. Identification details (name, surname),
  2. Contact details, such as address, phone number, e-mail address,
  3. Information about newsletters you signed up for and your preferences regarding marketing communication (if any),
  4. Information about the company you work for and your work position.

   

  LEGAL BASIS

   

  Your consent.

• 1.11 Strategy call and contact forms

  DESCRIPTION

   

  If you contact us via the contact form on our website, schedule a meeting with us through Microsoft Bookings, or by other means to book a strategy call with Plectrum, we will process your data.

   

  PROCESSED DATA

   

  1. Identification details (name, surname),
  2. Contact details, such as address, phone number, e-mail address,
  3. Information about the company you work for and your work position,
  4. Any further information you share with us

   

  LEGAL BASIS

   

  Our legitimate interest to present our services and products to you and to provide any relevant information requested by you.

• 1.12 Requesting a quote/custom plan

  DESCRIPTION

   

  If you request a quote or a custom plan from us, we will process your data.

   

  PROCESSED DATA

   

  1. Identification details (name, surname),
  2. Contact details, such as address, phone number, e-mail address,
  3. Information about the company you work for and your work position,
  4. Any further information you share with us.

   

  LEGAL BASIS

   

  Pre-contractual relations (if the customer is an individual) or legitimate interest (if the customer is a legal entity).

• 1.13 Recruitment process

  DESCRIPTION

   

  If you apply for any open job positions at Plectrum, we will process personal data you provide to us for the purposes of evaluating your suitability for any of our open positions.

   

  PROCESSED DATA

   

  1. Identification details (name, surname),
  2. Contact details, such as address, phone number, e-mail address,
  3. Information from your CV, Cover Letter about your past positions, qualifications, etc.,
  4. Any further information you share with us during the recruitment process.

   

  LEGAL BASIS

   

  Our legitimate intmosterest to find the suitable candidate for the position, or based on a precontractual relationship with you.

• 1.14 Interview recording

  DESCRIPTION

   

  If you are invited to a recruitment interview, the interview may be recorded with your consent. Recording the interview allows the interviewer to focus entirely on you and the conversation, eliminating the need for note-taking. You will be asked to provide your consent for the recording when joining the interview. You have the option to decline the consent.

   

  PROCESSED DATA

   

  1. Identification details (name, surname),
  2. Information about your past positions and qualifications,
  3. The company you work for and your work position,
  4. Video/voice recordings of you (recorded expressions of a personal nature),
  5. Any further information you share with us during the interview.

   

  LEGAL BASIS

   

  Your consent.

2. Cookies and Tracking Technologies Used on Our Websites and in Our Services

Our websites and services (jointly “Websites”) use cookies and other similar technologies to automatically collect information about individuals who visit and use our Websites. These are small files that are stored on your device and allow the server that places cookies on your device to recall them. They help us to operate our Websites, provide important features and functionalities such as sign-in and bot protection, enable us to better understand how you use our Websites and to provide tailored advertising.

We also use third-party cookies that are placed by third parties on our behalf. These parties handle the data they process according to their privacy policies, potentially allowing them to gather and integrate information about your activities across various websites, apps, or online services.

Purposes and legal basis for use of cookies

Where required, we obtain your consent prior to placing or using optional cookies that are not (i) strictly necessary to provide the requested service (such as a signing in) or (ii) used to facilitate communication.

We use cookies for the following purposes:

1. to ensure the technical functionality of our Websites and facilitating communication by using necessary cookies Necessary cookies are required for the proper functioning of our Websites, as they enable core functionalities of our Websites such as marking your data inputs, network management and accessibility. Plectrum processes your personal data on the basis of providing you with a requested service or out legitimate interest to operate the Websites and provide you with our services through these means. These cookies do not require your consent. It is not possible to disable necessary cookies through the Cookie preferences as our Websites might not function properly when you disable this type of cookies. However, if you still wish to do so, you may follow the instructions below in the section Disabling cookies.
2. to collect data about your preferences on the Websites by means of Preference cookies Preference cookies allow us to remember choices you have made in the past, like what language and currency you prefer, to remember your name and e-mail and automatically fill in forms and allow for personalization, such as live chats, videos and the use of social media. We process your personal data based on your consent.
3. to collect analytical data by using analytical cookies Analytical (performance) cookies help us to analyse how you use and navigate our websites and what content is relevant to our users. They are used for performance measurement and improvement. For this purpose, we use Google Analytics. We process your personal data based on your consent. 
4. to process your data for marketing purposes by using advertising cookies Advertising cookies help us to deliver tailored and customized advertising on advertising and/ or, social media platforms. For this purpose, we use tools such as the Meta pixel, LinkedIn pixel, and Google Ads pixel, as well as HubSpot for marketing automation and lead management. We process your personal data based on your consent.

When you visit our Websites, you shall be informed through a cookie banner placed at the bottom of the Websites that we collect cookies. The banner allows you to manage what kind of cookies can be collected by Plectrum. You may consent to certain categories of cookies and not others. You can change the settings and withdraw your consent at any time through the Cookie settings provided on the bottom of our Websites.

To protect against malicious activities, some of our Websites may utilize Google reCAPTCHA to verify whether users are humans or robots. This security service relies on cookies classified as necessary by the provider and thus cannot be rejected. reCAPTCHA collects hardware and software information, such as device and application data. Your use of reCAPTCHA is governed by the Google Privacy Policy and Terms of Service.

Data processed by cookies

Depending on the cookie type, Plectrum may collect the following data via cookies: 

Your city location based on IP address, age, gender, time zone, browser settings, operating system, information about website visits including the URL, search terms, information about what you viewed or searched on our website, page response times, download errors, length of visits to certain pages, page interaction information (such as scrolling, clicks, and mouse-overs), unique session identifiers, information entered into forms, language preferences, authentication data, user interface customizations, referrer data (where you came from to our website).

Similar technologies

We use so-called social plugins on our Websites from (i) facebook.com, (ii) instagram.com, (iii) linkedin.com and (iv) youtube.com (“plugins”), which are indicated by their logos on our Websites. When you visit our Websites, your browser establishes a direct connection with the servers on which these plugins run. The content of the plugins is transferred directly by the social networks to your browser, which then integrates it into our Websites.

Integration of the plugins causes the social networks to receive the information that you have accessed on the corresponding page of our Websites, regardless of whether you interact with the plugin or not. If you are logged in with the social networks, it will be able to assign your visit to your account on these social networks. If you do not want the social networks to gather data about you via our Websites, you must log out of them before visiting our Websites. If you wish to learn about how these social networks process your data, please visit the privacy policy of the respective social network.

Disabling cookies

If you do not wish cookies to be collected, you may restrict, block or delete the cookies at any time by modifying your browser configuration.

If you wish to prevent new cookies from being installed or if you wish to delete existing cookies you can find the instructions on the links below based on which browser you are using:

1. Internet Explorer
2. Firefox
3. Google chrome
4. Safari

For mobile devices you can limit tracking via the privacy setting on your device (disabling the advertising identifier), for instructions please see https://www.networkadvertising.org/mobilechoice/.

Furthermore, you can use a third-party tool to opt out of targeted advertising. Available third-party opt-out tools include the Digital Advertising Alliance, the Network Advertising Initiative, and the European Interactive Digital Advertising Alliance (Europe only).

To opt out from receiving cross-device site advertising (i.e., tracking a user across devices) you can access your device settings or visit and employ the controls described on the NAI’s Mobile Choices page.

3. Data Retention

Generally personal data shall be kept for as long as necessary for the purpose for which it was processed. The length of time that Plectrum will hold your personal data will also depend on the legal basis on which your data is processed. Shall the processing be based on legitimate interest, your data will be processed for as long as the given legitimate interest of Plectrum is in place. For data kept based on legal obligations, the data-retention period is prescribed by applicable legal regulations. For data processed based on performance of a contract, the data is processed for the duration of the contractual relationship and for an applicable limitation period. Shall the processing be based on your consent; your personal data shall be erased after you withdraw your consent. Kindly note that the withdrawal of consent shall not affect the lawfulness of processing based on consent before its withdrawal. Please bear in mind that the same data may as well be processed for another purpose based on other legal basis in which case your withdrawal of consent might not mean a full erasure of your data.

4. Data Sharing, Processors and Transfers to Third Countries

Your personal data will not be shared with any third party except for the following situations:

1. data is necessary for provision of Plectrum Services, 
2. based on your consent,
3. entrusting of personal data to processors who process personal data on behalf of Plectrum,
4. Plectrum is obliged to provide the personal data on the basis of law or upon order by a public authority

Categories of Processors

We may share your data with the following categories of processors:

• data centre, hosting,
• marketing providers,
• communications technology providers,
• analytics and recording providers,
• providers of polls or surveys,
• integrated third-party providers,
• providers of various product services and integrations,
• business management providers (including providers of business service platforms),
• task management and communication providers,
• legal services, tax, accounting, and audit services,
• recruitment providers,
• information and IT security providers.

Transfers to Third Countries

Plectrum will transfer your data to countries outside the EU/European Economic Area only if such a transfer is compliant with applicable legal legislation. That means, for instance, that our provider is seated in a country for which the European Commission issued a decision that it provides an adequate level of personal data protection, standard contractual clauses and/or other transfer mechanisms are in place that ensure adequate safeguards with respect to the protection of privacy and fundamental rights and freedoms of individuals and, if necessary, additional measures are applied to ensure that the data subject is granted a level of protection essentially equivalent to that guaranteed by the GDPR. You may request a copy of the relevant safeguards at info@plectrum.io.

5. Data Security

The security and integrity of your data is very important to us. We employ a variety of security measures to protect your data.

Even with our measures, it is your duty to keep your data safe. This means changing your password regularly, not using easy-to-guess login details, and not sharing your password or account access with anyone. Plectrum will never ask for your password in e-mails or messages you did not expect.

If you suspect any unauthorized use of your account or a breach of security, please inform us immediately at info@plectrum.io.

6. Your rights

You are entitled to exercise your rights depending on the jurisdiction which applies to you. The table below provides you with information on your rights under the relevant jurisdiction.

Should you wish to exercise any of your rights below, please contact us at info@plectrum.io.

Your ability to exercise your rights may be restricted if Plectrum is required to retain your personal data for legal obligations, legal claims, or other reasons as outlined in the relevant data protection law.

• 6.1 Right of access

  You are entitled to be informed about what personal data Plectrum processes about you, for what purposes, and who are the recipients of your personal data

• 6.2 Right to rectification

  You have a right for any of your incomplete, inaccurate, or outof-date personal data to be rectified.

• 6.3 Right to erasure (“right to be forgotten”)

  You are entitled to the erasure of certain personal data that we have collected and processed about you.

• 6.4 Right to restrict processing

  In given cases such as when we process inaccurate personal data about you, or you deem the processing as no longer necessary, you may ask for a restriction of the processing.

• 6.5 Right to data portability

  You have a right to receive personal data you provide us with in a structured, commonly used, and machine-readable format and to have it transmitted to another controller where technically feasible.

• 6.6 Right to object

  You are entitled to object, on grounds relating to your particular situation, at any time to the processing of personal data that concerns you and is carried out in the public interest or for the purposes of legitimate interests pursued by Plectrum, including profiling.

• 6.7 Right to withdraw consent

  If your data is processed based on your consent, you are entitled to withdraw such consent at any time. Kindly note that the withdrawal of your consent will not affect the lawfulness of processing based on your consent before its withdrawal.

• 6.8 Right to opt-out

  You are entitled to opt out from data processing, whenever Plectrum processes your data based on legitimate interest. You can exercise this right in accordance with the opt-out rules described in each marketing e-mail or other form of communication via the unsubscribe option in the footer of every e-mail, via changing the settings of your user account or by directly contacting Plectrum.

• 6.9 Right to not be subject to automated decision making

  You have the right not to be subject to a decision based solely on automated processing, including profiling, which produces legal effects concerning you or similarly significantly affects you. This does not apply if the decision:

   

  1. is necessary for entering into, or performance of, a contract between you and Plectrum
  2. is authorized by law and the law lays down suitable measures to safeguard your rights and freedoms and legitimate interests; or
  3. is based on your explicit consent. Plectrum does not make decisions based solely on automated processing that would have significant effects for Plectrum user. For completeness, Plectrum uses cookies and similar technologies the use of which may amount to profiling. For information on how to withdraw your consent for the use of cookies or disable cookies, please read the Cookies section of this notice.
• 6.10 Right to file a complaint

  If you wish to file a complaint in regard to the processing of your personal data by Plectrum, you may contact us at info@plectrum.io You also have the right to lodge a complaint with our supervisory authority (www.dataprotection.gov.sk), or with the supervisory authority of the particular affiliate (for contact details please see: https://edpb.europa.eu/aboutedpb/board/members_en).

7. Changes of Privacy Notice and language versions

Plectrum may, from time to time, change and update this privacy notice. If there are any material/substantial changes to this privacy notice, Plectrum will release the updated version of the privacy notice to its website and/or other places it deems appropriate. Plectrum may also notify you of the change via sending you an email or providing other notice of the update.

The English-language version of this privacy notice shall be controlling in all respects and shall prevail in case of any inconsistencies with translated versions Plectrum may provide, if any.

8. Contact Details

Should you wish to know more about Plectrum, its protection of your privacy, or this privacy notice, you can contact Plectrum at info@plectrum.io.

Please help Plectrum ensure that your data is up to date. If you believe that some of the data processed by Plectrum is incorrect, please contact us at the same e-mail address.