Piloota
Piloota is a Spanish modular HR platform that brings recruitment, onboarding, training, goals, 360 feedback, leave and digital time tracking into one workspace, adding AI assistance and predictive people analytics for managers and HR teams.
What is Piloota?
Piloota is a human resources platform published by JAPALU TALENT ANALYTICS, SL, a Madrid company that presents the product as part of the TalentTools range. Everything about it is in Spanish, and the whole experience is wrapped in an aviation metaphor: modules are configured on board, the analytics module is the control tower, and signing up happens at the boarding gate.
The product is sold as a modular suite rather than a single tool. Twelve modules are listed: Core for the central employee database, Notificaciones, Grupos, Analitica, Objetivos, Documentos, Academia, Vacaciones, Assessment, Evaluacion, Feedback 360 and Seleccion, with a separate digital time-clock module aimed at the Spanish working-time recording rules that came into force in 2025. Customers switch on the modules they want; the mid-tier plan is explicitly sold as per-user licences with activation by module.
Artificial intelligence is claimed rather than described. The homepage carries a New AI assistance badge and calls Piloota an easy-to-use artificial intelligence tool meant to lift engagement and talent retention; the paid plan advertises integrated AI and the custom plan personalised AI with virtual assistants. The AI-flavoured features actually named are predictive models in the analytics module, machine learning in the capability list, virtual HR business partner assistants, and a 75% candidate-matching figure on the homepage counter. No model, provider or mechanism is disclosed anywhere.
Every module page follows the same shape: a problem statement, two percentage claims attributed to companies that use it, three ideal use cases, four feature blocks and a free demo call to action. Core claims 30% less administrative time, Analitica 25% better retention, Seleccion a 30% shorter time to hire, Academia 40% higher satisfaction. Those figures are vendor claims offered without methodology or source, and the five testimonials name individuals but no companies.
Delivery is a hosted web application reached on a per-company subdomain, plus a mobile app announced in the paid plan. Support runs through an external ticket desk and a calendar booking link; there is no API and no public technical documentation.
What it does
- Centralise every employee record in one database and connect it to payroll and benefits systems
- Publish job openings, screen candidates and follow the whole hiring pipeline with an internal chat
- Turn HR data into dashboards, KPIs and reports tailored to each level of management
- Set SMART objectives and follow progress visually in real time
- Run customised competency tests, 360 feedback campaigns and appraisal cycles
- Deliver course catalogues, remote sessions and certifications to employees
- Record working hours from desktop or mobile and keep an audit trail for Spanish working-time rules
When to use Piloota / When not to
A quick filter to help you decide if Piloota is the right fit.
When to use Piloota
- HR teams in Spanish-speaking companies of up to 500 employees, the ceiling of the entry plan
- Recruiters running end-to-end hiring, from the job portal to candidate screening and internal chat
- Learning and development managers building course catalogues, remote sessions and certifications
- Line managers who need SMART goal tracking, 360 feedback and appraisals in a single place
- Spanish organisations that must comply with the 2025 working-time recording rules
When not to use Piloota
- Teams that need an English interface: the site and every product screenshot are in Spanish only
- Developers looking for an API, which appears neither on the site nor in its 133-URL sitemap
- Buyers with strict security procurement, who will find no DPA, subprocessor list, hosting country or certification published
- Companies that need named third-party integrations, since only generic ERP and payroll wording is offered
- Individuals: access is sold to organisations and opens on a company subdomain, not to personal users
How to use Piloota
A typical end-to-end flow, from setup to results.
- Compare the three plans on the pricing page and pick Starter, Profesional or Personalizado
- Fill in the boarding gate form on the demo page with your name, email and company name
- Note that the company name you enter becomes your subdomain, in the form yourcompany.piloota.com
- Open the free demo, which unlocks twelve modules for five months and up to 500 employees
- Load and centralise employee records in the Core module
- Activate only the modules your team needs, then set up notifications and email alerts
- Publish job openings and screen candidates in Seleccion, or define SMART objectives in Objetivos
- Roll out courses and certifications in Academia and competency tests in Assessment
- Follow headcount KPIs and generate reports in Analitica
- Raise a ticket on the external support desk or book a call for help with configuration
Pros & Cons
Pros
- Unusually wide functional coverage for one product, from hiring to time-recording compliance
- Modules are activated individually, so the scope can be trimmed to what a team actually uses
- A genuinely long trial: five months free with twelve modules and up to 500 employees, plus three free months on the time-clock module
- An entry price is displayed publicly, which is rare in this market
- Cancellation is advertised as possible at any time, with no commitment
- The publisher is fully identified: legal name, tax number, registered office and commercial registry entry are all published
- Answers a specific Spanish regulatory need, with working-time records kept as audit backup
Cons
- The 190 euro entry price carries no billing period: neither per month nor per year appears anywhere on the pricing page
- No terms of service and no legal notice; the company's identity has to be read out of the privacy policy
- The privacy policy carries no effective date and no version number
- Nothing is published about hosting: no country, no region, no subprocessors, no data processing agreement
- No statement on whether customer data trains models, and no opt-out, in a product that handles HR records
- Spanish only, with no interface language declared, and no public API or technical documentation
- Visible construction work: the documentation link on the contact page points to a social media profile, and several legacy pages are still linked from the footer
Pricing & Plans
Piloota does not offer a permanent free plan. The Starter tier is displayed at 0 euros, but the same card states that free access lasts five months, which makes it a trial rather than a free plan; the digital time-clock module is separately advertised as free for three months. The cheapest paid tier is Profesional, shown as from 190 euros with per-user licences, and the Personalizado tier is quoted on request. The pricing page states no billing period for the 190 euro figure, so the amount cannot be read as either monthly or annual.
- up to 500 users
- 12 active modules
- notifications and email
- 300 MB storage
- free access for five months
- per-user licences
- activation by module
- mobile app
- notification system
- support and technical office
- integrated AI
- more than 500 users
- ERP and payroll integration
- virtual assistants
- custom workflows
- personalised AI
Data, GDPR & hosting
A consolidated view of how Piloota handles your data.
GDPR overview
The words GDPR and RGPD appear nowhere on the site, neither in the text nor in the page source. The privacy policy speaks only of "the applicable Data Protection rules", yet its substance follows the Regulation: it lists the six rights (access, rectification, erasure, restriction, objection, portability), tells users to exercise them by email with a copy of their national identity card or by post to the Madrid registered office, and recalls the right to complain to a supervisory authority in the member state of residence, work or alleged infringement. The controller is established in Spain, so no Article 27 representative is required and none is named. No data protection officer, no processing agreement, no subprocessor list and no transfer safeguards are published; international transfers are acknowledged in a single generic sentence.
Who owns the data?
The site publishes no terms and conditions and no legal notice, so contractual ownership of customer content is simply not documented. The only identity source is the privacy policy, which names JAPALU TALENT ANALYTICS, SL (tax number B88325915, Paseo Imperial 14, 28005 Madrid, entered in the Madrid Commercial Registry at volume 38870, folio 93, section 8, sheet M690918) as the data controller, states that Piloota owns the piloota.com domain and belongs to the TalentTools range. Personal data is declared to be processed in order to deliver the service, identify registered users, answer requests, resolve incidents and send newsletters, with profiling and segmentation limited to that last purpose.
Reuse rights
Because Piloota publishes no terms of service, nothing on the site tells a customer what they may do with the data they load into the platform or take out of it. The privacy policy covers only the visitor's own personal data: it grants the six statutory rights, portability included, exercised by email at the address given for data rights, with a copy of an identity document. The obligations run the other way too. Users must not harvest data from any distribution list reachable through the site for promotional or advertising purposes, must guarantee that the details they supply are accurate and report any change, and can have their registration cancelled for unlawful, discriminatory or spam content, or for infringing third-party intellectual property.
Data retention & training
Hosting summary
Piloota publishes no hosting information at all. No country, no region and no cloud provider or data centre is named anywhere on the site, and a targeted search across every page collected returned nothing. The closest statement is a generic line in the privacy policy promising secure treatment in any assignments and international data transfers that may occur, which acknowledges that transfers can happen without saying where the data sits. What is established is the jurisdiction: the controller, JAPALU TALENT ANALYTICS, SL, is a Spanish company with its registered office in Madrid, and it declares its personal data file registered with the Spanish Data Protection Agency, so Spanish and European law apply. The policy adds that only authorised staff can access the data and that the company commits to secrecy and confidentiality, while warning that no internet security measure is impregnable. Anyone with a residency requirement, a named provider or a security certification to satisfy will have to obtain it directly from the vendor, because the public pages do not answer the question.
Things to keep in mind
Risks and trade-offs to weigh before adopting Piloota.
- Sensitive HR records, from appraisals and competencies to absences and clock-in times, are entrusted to a vendor that publishes neither a hosting country nor a subprocessor list
- Nothing is said about whether customer data feeds model training, and no opt-out is documented, in a product that advertises AI and predictive analysis
- With no terms of service published, the contractual framework cannot be read before signing up
- Digital time recording combined with goal tracking can drift into employee surveillance if permissions are not configured tightly
- Hiring, promotion and training decisions supported by automated matching and scores carry a risk of bias, and of managers deferring their judgement to the tool
- The improvement percentages shown on every module page are vendor claims, published without methodology or source
- A five-month trial encourages loading a full HR dataset before any written commitment exists
Setup & Integrations
Technical difficulty
Low for the sign-up itself. A short web form asking for a name, an email and a company name opens the account, and that company name becomes the subdomain used to reach the platform: nothing to install, no key, no API to wire up. The real effort is HR configuration, namely importing employee records into Core, choosing which modules to activate, and defining competencies, objectives and notification rules. Piloota offers to accompany that setup, and the paid plan includes a technical support office. ERP and payroll integration and custom workflows belong to the custom plan, where deployment becomes a project.
Deployment
Behind Piloota
Social
Resources
All the official URLs gathered for verification and reference.
Frequently asked questions
What is Piloota?
Which modules does Piloota include?
Is there a free trial?
Is there a permanent free plan?
How much does the paid version cost?
How do users access the platform?
Is there a mobile app or an API?
In which languages is Piloota available?
Where is the data hosted, and does Piloota mention the GDPR?
How long is data kept, and how do I get support?
Should you pick Piloota?
Piloota is best understood as a broad Spanish HR suite that has added AI to its vocabulary, rather than as an AI product in the narrow sense. Twelve modules cover the whole employee lifecycle, from central records and hiring to training, objectives, appraisals, 360 feedback, leave, documents and internal communication, and a separate time-clock module targets the Spanish working-time rules introduced in 2025. For a mid-sized Spanish-speaking company replacing spreadsheets and a handful of disconnected tools, that coverage is the real selling point.
The AI story is thinner. The homepage badge, the integrated AI line in the paid plan and the predictive models in the analytics module are all announced without a single detail about how they work, which model is used or who supplies it. Buyers who care about that will have to ask.
Commercially, Piloota is unusually open in one respect and unusually quiet in another. The five-month demo, covering twelve modules and up to 500 employees, is far more generous than the industry norm, and an entry price is displayed at all. But that price carries no billing period, and the site publishes neither terms of service nor a legal notice: the company's identity has to be read out of a privacy policy that itself bears no date and no version.
For a product that stores appraisals, competencies, absences and clock-in records, the silence on hosting, subprocessors, retention periods and model training is the point to raise before signing. Piloota deserves a look from Spanish-speaking HR teams, smaller ones above all, but the trial is worth using as much to ask those questions as to test the modules.
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