Your practice stays separate
AI receives only data the signed-in person may access. It cannot grant itself additional permissions.
Health data.
Clear paths.
Plenea uses European AI from Mistral. Find out which data it needs, where it is processed and which decisions stay with you.
- European AI
- You control data permissions
- No lasting storage at Mistral
What reaches the AI.
And what comes back.
Four steps from your task to the result. Expand individual data categories when you need the details.
- 1
Your data
You submit a task with the data it needs.
- 2
Plenea checks
Plenea checks consent, access and permitted fields.
- 3
European AI
Mistral generates the response without retaining your request beyond processing.
- 4
Result & approval
You review the draft before the required approval.
Which data is involved?
Your data
- First name / surname
- Mara / Beispiel · fictional
- Age / sex / weight
- Additional personal fields
- Findings / history / notes
- Additional context sources
- Contact and identity details
- Email, phone, IBAN, SVNR, URL
- Task-relevant measurements
- Values with their units
Plenea checks
- Names · permission off
- [Athlet] / empty surname
- Age / sex / weight · off
- Structured fields omitted
- Findings / history / notes · off
- Structured sources omitted
- Recognised contact details
- Email, phone and similar details are replaced
- Necessary measurements
- Kept with their units
European AI
- Instructions for the AIs
- Domain rules and boundaries
- Practice context
- Permitted sources
- Request
- Input after text checks
- References and provider metadata
- Athlete/test IDs · practice hash
- This is not anonymous data
- Context may remain sensitive
Result & approval
- Report / plan
- Intended approval remains
- Audit and product content
- Stored separately
What to keep in mind
Athlete-linked AI requires current explicit consent and verified adult status. The example name is fictional. Without name permission, Plenea replaces known names: this is pseudonymisation, not anonymisation. With current AI consent and enabled name sharing, real names may be included. Additional information such as age, weight or notes is disabled by default. Even text without names may contain health data or identify a person. Text filters cannot reliably remove all names from free text, images or audio. Technical identifiers used to associate the request may also be sent; the request is therefore not anonymous.
Knowledge search
Plenea finds relevant passages in your documents by comparing the meaning of your question with the text. Find out how it works and which data Mistral receives below.
- 1
Documents + query
You select documents and enter a search query.
- 2
Make texts searchable
Mistral turns the meaning of the text into numbers for search.
- 3
Practice-specific search
Plenea uses these to find relevant passages in your practice’s documents.
- 4
Context for the answer
Relevant excerpts inform the answer.
Which data is involved?
Documents + query
- Documents
- Selected text sections
- Search query
- Entered search text
Make texts searchable
- Sent to provider
- Sections + search text
- Returned to Plenea
- Numeric search vectors
Practice-specific search
- Input
- Search query vectors
- Result
- Matching document excerpts
Context for the answer
- Sent to text provider
- Relevant original excerpts
- Text safeguards
- Depend on the answer path
What to keep in mind
Search does not automatically remove names from documents or questions. The numbers calculated from the text are search aids (embeddings), not anonymous data. Relevant original excerpts may be used to inform the AI response.
Dictation: from speech to text
You speak, Voxtral transcribes. Plenea sends the recording to Mistral’s European endpoint.
- 1
Your recording
You record a dictation in Plenea.
- 2
Plenea checks
Plenea checks access, AI permission and file limits.
- 3
Voxtral transcribes
Voxtral turns the original audio into text.
- 4
Text in Plenea
The transcript returns for further use.
Which data is involved?
Your recording
- Transfer
- Original audio
- May contain
- Voice, names, contact details
Plenea checks
- AI use
- Access and AI permission
- Athlete-linked
- Current consent and adult status
Voxtral transcribes
- Sent to provider
- Original audio; no name filter
- Returned to Plenea
- Transcript of speech
Text in Plenea
- Return
- Transcript for further use
- Storage
- Depends on the function used
What to keep in mind
Voice and spoken names reach Mistral unchanged. Athlete-linked dictation requires current AI consent and adult status. Mistral does not retain the recording or response beyond processing. A transcript saved in Plenea follows Plenea’s retention periods. Telephony is not connected.
This flow describes dictation in Plenea. Telephony is not connected.
A capable model
is only one part.
You decide whether to use AI and which data to share. Plenea checks permissions before each request and each action.
You can switch AI off
The practice can disable AI features. Athlete-linked AI requires verified adult status and current explicit consent. Withdrawal blocks new requests.
You choose the data
Additional information such as names or notes requires your permission. Even without names, measurements or free text may identify a person.
Actions have clear limits
An AI response alone does not change a record. Plenea checks whether an action is allowed and which confirmation it needs.
Results need review
AI can make mistakes. Reports and proposals requiring approval must be reviewed. Simple coaching responses may appear directly.
Costs stay manageable
AI settings show usage and limits. Plenea checks the applicable limits before starting a paid request.
Where your data
is processed.
Plenea uses Mistral, a provider based in France. AI content is processed in the EU and European EFTA states, such as Norway or Switzerland.
European AI
Mistral processes text, document searches and dictation through its European service. If it is unavailable, no request starts with another AI provider.
Content and operational data
Regional processing covers AI content. Provider account, billing and operational data have separate processing rules.
Other services
Hosting, email, calendars and payments follow their respective provider terms. European AI does not mean that every Plenea service processes data exclusively in Europe.
EU AI Act:
what we do today
The European AI regulation (EU AI Act) requires, among other things, that AI is recognisable, that people stay in control of AI results and that organisations support the AI literacy of their users. This is what Plenea does for it today.
You know when an AI answers
The AI chat in the athlete portal permanently states that an AI assistant is answering. It also says that answers may be wrong or incomplete and do not replace personal medical advice.
AI text stays recognisable
AI drafts carry a visible label with their review status in the app. PDF and Word reports with AI text also carry the note “AI-assisted” in their document properties, and the report verification page shows it as well.
Approval before sharing
A diagnostics report text is only shared after an authorised person in the practice has approved exactly this version. Every change and every regeneration needs a new approval.
AI requests are logged
For every AI request, Plenea records which function triggered it, how it ended and the approval status of the result. Approvals are stored with person, time and version.
Knowledge for safe use
A help article explains to practice teams how the AI functions work, where they can be wrong and what to check before sharing.
This overview describes measures implemented in Plenea. It is not a legal classification of individual AI functions.
Documents and rights
Who processes data for Plenea
We work with specialist providers for hosting, messages and connected services. This list explains which data they process and why. We use only Mistral for AI content. Other services may also operate outside Europe.
Provider list updated:
| Provider and data location | Purpose | Privacy |
|---|---|---|
| Hetzner Online GmbH (Cloud)Deutschland (Server: Finnland) / EU | Betrieb von Anwendung, Datenbank und Sicherungskopien auf einem dedizierten Server in Helsinki | View data and safeguardsData involvedAlle Plattformdaten (Datenbank, Backups, Logs); zusätzlich tägliches Abbild des ganzen Servers als Hetzner-Cloud-Backup (7 Stände, gleiche Region) Transfers and legal safeguardsEU-Anbieter; AVV, Datenorte und mögliche weitere Transfers für das Konto nachweisen |
| Scaleway S.A.S.Frankreich / EU | Versand von Einladungen, Erinnerungen und weiteren Produktnachrichten sowie Verarbeitung von Zustellmeldungen; tägliche verschlüsselte Sicherungskopien in Paris, 30 Tage gegen Löschen geschützt und Löschung nach 35 Tagen | View data and safeguardsData involvedE-Mail-Adresse, Betreffzeile, Nachrichtentext, Zustell-Metadaten; verschlüsselte Datenbanksicherungen (Schlüssel nicht beim Anbieter) Transfers and legal safeguardsEU-Anbieter; AVV, Datenorte und mögliche weitere Transfers für das Konto nachweisen |
| ALL-INKL.COM – Neue Medien MünnichDeutschland / EU | Geschäftliche E-Mail-Kommunikation, einschließlich Anfragen, Veranstaltungsanmeldungen sowie Hinweisen zu Kündigungen und Widerrufen | View data and safeguardsData involvedName, Organisation, E-Mail-Adresse, Inhalt der Anfrage oder Vertragserklärung und zugehörige Vertragsangaben Transfers and legal safeguardsAVV nach Art. 28 DSGVO für das bestehende Konto liegt vor; Verarbeitung laut Vertrag in EU/EWR |
| Mistral AIFrankreich / EU; KI-Verarbeitung EU/EFTA, Betriebsdaten nicht vollständig regional gebunden | KI-Unterstützung für Texte, Auswertungen, Dokumentensuche, Diktate und Sprachausgabe; Verarbeitung der Inhalte über Mistrals europäischen Zugang | View data and safeguardsData involvedAusgewählte Gesundheits- und Trainingsdaten, Eingaben, Bilder, Audio, Suchtexte, Ergebnisse erlaubter Aktionen und Antworten; Textbereinigung ist keine Anonymisierung Transfers and legal safeguardsMistral-DPA und regionale Vertragsbedingungen; Kontonachweis und Einsatzfreigabe vor Produktivnutzung erforderlich. Keine pauschale Zusage ohne Drittlandtransfer Your optionsKI für die Praxis deaktivieren; Lumi kann separat deaktiviert werden. ZDR ist für die Organisation aktiviert: zustandslose Inhaltsverarbeitung ohne Aufbewahrung über die Antwortgenerierung hinaus; Metadaten und rechtliche Ausnahmen bleiben. Die über Plenea übermittelten Daten werden nicht zum Trainieren der KI verwendet |
| Sentry (Functional Software Inc.)Datenregion Deutschland / EU (ingest.de.sentry.io); Anbieter USA | Erfassung technischer Fehler in Anwendung und Browser | View data and safeguardsData involvedStack-Traces, Request-URLs und Fehlerkontext; personenbezogene Werte werden vor dem Versand geschwärzt Transfers and legal safeguardsDPA und zulässige Transfergrundlage für Zugriffe des US-Anbieters (gegebenenfalls DPF/SCCs) für das Konto nachweisen |
| PostHog, Inc.EU-Region (Frankfurt); Anbieter USA | Produkt-Analytics / Nutzungs-Funnels (nur mit Einwilligung) | View data and safeguardsData involvedPseudonyme Nutzungs-Events, gehashte Nutzer- und Praxis-ID (kein Klarname), Umgebungskennung; keine Athlet:innen-Kennung in Server-Ereignissen Transfers and legal safeguardsStandard-DPA von PostHog am 18.10.2026 online angenommen, abgeschlossen durch die heutige Betreiberseite; mit der Firmengründung neu abzuschließen. Datenhaltung EU-Region (Frankfurt); Transfergrundlage für Zugriffe des US-Anbieters laut DPA, Kopie des angenommenen DPA im Vertragsordner nachweisen Your optionsOpt-in über den Cookie-Banner (Kategorie Statistik), für Praxis-Konten alternativ die Praxis-Einwilligung (Einstellungen → Datenschutz); standardmäßig aus, jederzeit widerrufbar. Server-Ereignisse nur mit Einwilligung, nur aus dem Produktivbetrieb |
| Intervals.icu (WattSoft Pty Ltd)Australien (Server in EU + US) | Bidirektionaler Trainings-Sync (Wellness, Workouts) | View data and safeguardsData involvedAktivitätsdaten (Power, HF, GPX), Wellness, Workouts Transfers and legal safeguardsEmpfängerrolle und zulässige Transfergrundlage gesondert nachweisen; Opt-in allein genügt nicht Your optionsNur Athlet:innen mit expliziter Verknüpfung; jederzeit trennbar |
| Wahoo Fitness, LLCUSA (Atlanta) | Wearables-Sync (Workouts mit Leistungsdaten, nur lesend) | View data and safeguardsData involvedWorkout-Daten (Startzeit, Dauer, Distanz, Ø-HF, Power) Transfers and legal safeguardsDPA und zulässige Transfergrundlage (gegebenenfalls DPF/SCCs) für das Konto nachweisen Your optionsOpt-in je Athlet:in; jederzeit trennbar |
| Strava, Inc.USA | Wearables-Sync (Aktivitäten + GPS); Bridge-Pfad für iPhone-Nutzer ohne Garmin | View data and safeguardsData involvedActivity-Daten, GPS-Streams (Höhe, Power, Kadenz, HF, Temp.) Transfers and legal safeguardsDPA und zulässige Transfergrundlage (gegebenenfalls DPF/SCCs) für das Konto nachweisen Your optionsOpt-in je Athlet:in; Disconnect löscht die Tokens |
| Cal.com, Inc.USA | Terminwahl für Demo- und Kontaktanfragen auf der Website (eingebetteter Kalender); kein Zugriff auf Plattform- oder Athlet:innendaten | View data and safeguardsData involvedName, E-Mail-Adresse, Angaben zur Anfrage, gewählter Termin; technische Daten wie IP-Adresse beim Laden des Kalenders Transfers and legal safeguardsKontovertrag, AVV und zulässige Transfergrundlage (gegebenenfalls DPF/SCCs) für das Konto nachweisen Your optionsAnfrage ohne Kalender über die Kontaktseite möglich; der Kalender lädt erst nach deiner gesonderten Zustimmung und kann auf der Seite wieder deaktiviert werden |
| Better Stack (Uptime und Heartbeats)Dienstregion und Vertragspartner für das Konto dokumentieren; keine Übertragung von Kunden- oder Nutzerdaten vorgesehen | Erreichbarkeitsprüfung öffentlicher Dienste; Plattform- und Wächter-Heartbeats vorbereitet. Keine Log-Ablage | View data and safeguardsData involvedNur Dienststatus, öffentliche Versionskennung und feste technische Prüfnamen; keine Client-IP, Kontokennung, Gesundheitsdaten oder Fehlertexte in Heartbeats Transfers and legal safeguardsBetriebsdienst ohne Kunden-Personendaten; Kontovertragsdaten gesondert durch die Betreiberseite verwaltet; Vertragspartner und gegebenenfalls erforderliche Transfergrundlage für diese Kontodaten nachweisen |
What your practice
should know.
Which data does AI receive?
It depends on your task: for example, measurements for a report, selected documents for a search, or an audio recording for dictation. Additional personal information follows your permissions. Free text and audio may contain names or health details; they are not automatically anonymous.
Are my questions stored or used to train AI?
Not beyond processing. Zero Data Retention is enabled for Plenea: Mistral holds content only to generate the response. Technical operational data and legal retention obligations are separate. Results may remain stored in Plenea. Data sent through Plenea is not used to train AI models either.
Can I switch AI off or withdraw consent?
Yes. The practice can switch AI off in settings. Athletes can withdraw AI consent in the portal. This blocks new personal AI requests. Existing reports are not automatically deleted; manual work remains possible.
What happens when I search my documents?
Selected passages and your question go to Mistral, which converts their meaning into numbers for search. These search aids are called embeddings. Plenea uses them to find relevant passages in your practice’s documents. Names in the original text are not automatically removed, and the search aids are not automatically anonymous.
Can I rely on an AI answer?
AI can make mistakes. Check professional statements before using them. Reports and proposals requiring approval go through the intended checks. Simple coaching responses may be delivered directly.
Where can I find the privacy agreements?
The privacy policy explains data categories, purposes, retention and your rights. The subprocessor register lists service providers. For practices, the data processing agreement (DPA) defines how Plenea processes data on their behalf. Contact us for these documents.
Ask about the actual data path.
We can show you which AI functions are intended for your practice, which data they use and which evidence is still outstanding.