Privacy

Our role

For the customer records you put into Plio, you are the Data Fiduciary (the controller) and we act as a Data Processor on your behalf, processing that data only on your documented instructions and as needed to provide the service. For the account data of the people who sign in, and for this website, we act as the Data Fiduciary in our own right.

That distinction decides who answers a data subject. If one of your customers asks about data you hold in Plio, that request is yours to answer; we will assist you with it. Requests about a Plio user account come to us.

Two kinds of data

Your customer records — the leads, deals, customers, tickets, products and documents you put into Plio. You control them. We process them to run the service for you and for nothing else. We do not sell them, and we do not use them to train anything.

Your account data — the name, work email, organisation and billing details of the people who sign in, plus ordinary server logs. We use these to run your account, bill you and answer support requests.

Mailbox and calendar access

When a user connects Gmail or Outlook, they grant access through their provider's own OAuth consent screen. The token is stored against that user, and only that user's session can use it. Nobody else in your organisation can read that mailbox through Plio. The grant can be revoked at any time from the user's Google or Microsoft account, or from Plio's settings, and revoking it stops all access immediately.

Plio reads mail to show it in the app and to attach threads to the matching record. It does not forward your mail anywhere else.

Where data lives

Records are stored in a PostgreSQL database and scoped to your organisation at the query level. That database runs on servers hosted with Linode in India, so your customer data stays in India in the ordinary course of running the service.

Three exceptions leave the country, because you asked for the integration that does it: mail and calendar data moves between Plio and Google or Microsoft on their global infrastructure, WhatsApp notifications go through Meta's Business Cloud API, and transactional email is delivered by SendGrid. Each is listed under sub-processors below.

How long we keep it

Your records stay until you delete them or close the account. Audit log retention follows your plan. After an account closes we delete customer records within 30 days, apart from anything we have to keep for tax or legal reasons — invoices, principally, which Indian tax and company law require us to retain for several years. Daily backups roll off within 30 days, so a deleted record can persist in a backup for up to that long before it is gone everywhere.

Getting your data out

You can export at any time without asking us: CSV export on all 7 record modules, respecting your current filters or checkbox selection, and PDF export from Reports. For a single file with everything Plio holds about you personally, go to Profile → Privacy & your data → Download your data for a JSON export of your own account.

Delete your account

In the app: sign in (at app.pliocrm.com, or from the Plio mobile app) and go to Profile → Privacy & your data → Close account. Confirm once — you are signed out immediately and every active session ends.

By email: if you cannot sign in, write to support@pliocrm.com from the email address on the account and ask us to close it. We will confirm once it is done.

What happens next: the account is deactivated the moment you confirm. Your personal data and records are then permanently anonymized within 30 days. If you are the only Admin of an organisation that still has other members, closure is blocked until you either promote another Admin or remove the remaining members — we will tell you which, if this applies to you.

What we keep anyway: records we are required to retain for tax or legal reasons survive account closure — invoices, principally, which Indian tax and company law require us to hold for several years. Everything else described under How long we keep it above applies the same way to a closed account.

Changed your mind within the 30-day window? An Admin can restore the account before the anonymization date by reactivating it from the Users screen; after that date it cannot be undone.

Sub-processors

These are every third party that processes data on our behalf. We will update this list and tell existing customers before adding one.

• Linode (Akamai Technologies) — hosting, India. Holds the application servers, the PostgreSQL database and backups. This is where your customer records live.
• SendGrid (Twilio) — transactional email delivery. Receives the recipient address and the contents of mail Plio sends on your behalf, such as reminders and notifications.
• Google — only for users who connect a Gmail or Google Calendar account. Receives the OAuth requests needed to read and send that user's own mail and calendar entries.
• Microsoft — only for users who connect Outlook or Microsoft Calendar, on the same basis as Google above.
• Meta Platforms — only if you enable WhatsApp notifications. Receives the recipient's phone number and the contents of the message template being sent.
• Let's Encrypt — TLS certificates. Receives no customer data; listed for completeness.

There is no payments processor on this list because Plio records invoices and payments but does not process or hold money, and no analytics vendor because Plio and this website run none. The site loads nothing from a third-party server — no tracking script, no advertising pixel, no embedded font. Nothing follows you here.

Your rights

Under the Digital Personal Data Protection Act, 2023, you can ask us what personal data we hold about you, ask us to correct it, ask us to erase it, and withdraw a consent you previously gave. Write to the address below and we will respond within 30 days. If a user connected their own mailbox, they can revoke that grant themselves at any time from their Google or Microsoft account without involving us.

Several of these rights are self-service, inside the app:

• Edit your name and phone number any time from Profile.
• View and withdraw a consent you previously gave from Profile → Privacy & your data.
• Name a nominee — a person who can exercise your data rights on your behalf if you die or become incapacitated — from the same screen.
• Submit a grievance through the public form at app.pliocrm.com/grievance, which gives you a reference number and a response due date, and emails you an acknowledgment. Our Grievance Officer's own contact details are under Contact below.

If an Admin closes an entire organisation, all of that organisation's data is erased 30 days after closure; other organisations are unaffected.

Changes to this notice

We may update this notice as the service changes or as the law requires. Where a change materially affects how we handle personal data, we will give notice in-app, or by email to your account administrators, before it takes effect. The effective date at the top of this page is the date of the current version, and we keep prior versions available on request.

Legal basis and scope

We process personal data on the legal bases available under the Digital Personal Data Protection Act, 2023: your consent, where consent is the applicable basis; and the legitimate uses recognised by that Act, including processing necessary to perform a contract with you and to comply with a legal obligation. Where a user connects a mailbox or calendar, that processing rests on the consent given at the provider's own OAuth screen and can be withdrawn there at any time.

This notice describes our practices under Indian law. It is not drafted as a GDPR or UK GDPR notice, and it does not purport to satisfy the requirements of jurisdictions outside India. If you are established in, or offer goods or services into, the EEA or the United Kingdom, tell us before onboarding so that appropriate terms and transfer mechanisms can be put in place.

Contact

Privacy questions, and requests under the section above, go to support@pliocrm.com.

Our Grievance Officer under the Digital Personal Data Protection Act, 2023 can be reached at support@pliocrm.com, marking your message for the Grievance Officer, or by post at VYZN Info Tech LLP, Ahmedabad, Gujarat, India. If a complaint is not resolved to your satisfaction, you may escalate it to the Data Protection Board of India.

Legal disclaimer