How Penroll handles hiring data and AI

How data moves through Penroll

1. A hiring team creates a role, and candidates submit contact details, answers, and a CV.
2. Job, account, and candidate records are stored in Penroll’s Supabase project in the EU region. CVs and offer documents use its object storage.
3. Role requirements, CV text, or offer details are sent to the listed AI provider only when a customer requests a draft or ranking. The result returns to the Penroll workspace.
4. Other providers support hosting, security, billing, and transactional email. Their purposes and data categories appear in the subprocessor register.

EU-hosted customer records

Penroll’s primary database and object storage for customer and candidate records are hosted in Supabase’s EU region in Frankfurt. Some subprocessors operate outside the EU; the DPA explains the transfer safeguards.

Application and CV retention

Unsuccessful-candidate data is retained for up to 24 months. With explicit consent for future roles, it may be retained for up to 4 years. A scheduled cleanup checks each deletion deadline, and candidates can request earlier deletion through the erasure form.

Sub-processors

Penroll uses a limited set of providers for database and storage, application hosting, AI inference, billing, transactional email, and edge security. The maintained subprocessor register.

AI processing and training

Penroll uses Anthropic for requested job-post and screening-question drafts, CV ranking, interview-question drafts, and country-aware offer-letter drafts. Under the business API arrangement, inputs are not used to train the provider’s models. Penroll applies data minimisation and transfer safeguards.

A person makes the hiring decision

CV ranking provides role-related evidence, scores, strengths, gaps, uncertainty, tailored interview questions, and a reviewable recommendation. Penroll never automatically rejects or hires. The hiring team reviews the source CV, can override every recommendation, and makes the final decision.

What Penroll does not decide

Every draft and recommendation is reviewable and overridable. AI output is not legal advice or an employment decision. Penroll does not replace interviews, checks, payroll, onboarding, local employment advice, or the employer’s responsibility for a hire. It manages an inbound hiring workflow and does not act as a recruitment agency.