Keeping Every Workspace Safe: How Personio Built a Safer Google Workspace with CloudM and Cloudfresh

For Personio, growth meant more people, more collaboration, and more to protect. That’s when they turned to Cloudfresh. Today, their Google Workspace is secured end to end, with every corner reviewed and safeguarded. With CloudM in place, backups run quietly in the background, keeping files and emails safe so the team can collaborate freely and focus fully on their work.

The Challenge: Growing Fast, Protecting What Matters

As the company grew, their reliance on Google Workspace deepened. But scale brings new layers of complexity. From user management to data protection, Personio’s internal IT team wanted to make sure their setup was not only functional but secure, future-ready, and easy to oversee.

They knew they needed to:

• Conduct a thorough review of their Google Workspace environment
• Identify security gaps and improve access controls
• Set up a dependable data backup system for emails, files, and calendars
• Work with a trusted partner who would offer ongoing support and advice

The Solution: Thoughtful Security and Reliable Backup with CloudM

Cloudfresh focused on two priorities: strengthening Personio’s Google Workspace security and setting up a dependable backup system. The goal was not just to fix isolated issues, but to build a resilient, future-ready foundation that would support the company’s growth and day-to-day collaboration.

In-Depth Google Workspace Audit

From day one, Cloudfresh approached this project with care. Our team of Google Workspace experts worked closely with Personio’s IT and security leads to understand their structure, culture, and growth plans.

Through a deep-dive security audit, we explored their Google Workspace environment, looking at:

• Access levels and permissions
• Admin roles and responsibilities
• Data loss prevention (DLP) measures
• Internal policies and potential vulnerabilities

The outcome was a clear, actionable plan tailored to how the company works. Cloudfresh experts identified what was already working well, flagged areas that needed attention, and outlined how to bring their security posture in line with best practices, all without disrupting a single workflow.

Introducing CloudM: Reliable Backup, Thoughtfully Implemented

For companies like Personio, where digital workspaces hold critical documents, collaboration histories, and operational records, backup is not just about recovery, but rather about continuity and control. The assessment showed that CloudM Backup was the right fit: it runs automatically, covers all Google Workspace apps, and makes it easy to restore exactly what’s needed in minutes, keeping teams productive no matter what happens.

Personio’s IT team now benefits from:

• Setup across domains and OUs
  
• Daily automated backups
  
• Granular recovery options
  
• Admin dashboards and transparency

Cloudfresh configured CloudM to match their organizational complexity, ensuring each department’s data was protected according to access levels and compliance needs. The system now automatically backs up Gmail, Drive, Calendar, Contacts, and more every 24 hours. Whether it’s a single email or an entire user account, administrators can now recover exactly what’s needed, without delay. At the same time, the intuitive interface gives the team ongoing insight into backup status and performance.

Cloudfresh experts also provided documentation, training, and live support sessions to ensure that every internal admin felt confident managing the system. With CloudM in place, Personio gained a layer of dependable, quiet protection that works in the background while their teams move forward.

Results: Trust, Clarity, and a Future-Ready Foundation

This wasn’t about overhauling systems, it was about reinforcing what the client had already built, addressing real concerns with practical solutions, and making sure their teams could move forward with clarity and confidence.

With Cloudfresh’s hands-on support and guidance, the company achieved the following outcomes:

• Strengthened security throughout their Google Workspace environment.
• Standardized internal processes and DLP practices.
• Implemented CloudM Backup for reliable, ongoing data protection.
• Gave internal teams the tools to succeed independently.

Cloudfresh’s team optimized admin roles, reviewed access permissions, and implemented clearer structures around user rights and responsibilities. This reduced potential vulnerabilities and made Workspace easier to manage at scale. Moreover, Cloudfresh aligned the policies with proven industry standards, and therefore helped bring consistency across departments and reduced the risk of human error or oversight in data handling.

With daily automatic backups in place, Personio now has a secure and transparent system for protecting Gmail, Drive, Calendar, Contacts, and more. Files, emails, and user data can be restored precisely, whether it’s one document or an entire account. 

Our CloudM experts created tailored documentation, ran training sessions, and ensured the IT administrators felt fully prepared to manage, monitor, and adapt their environment moving forward.

Ultimately, Personio now has a solid foundation that supports day-to-day work, future growth, and peace of mind. Their data is protected, teams stay informed, and the company can keep its focus on what matters most—their people.

Getting to Know Gemini

At Personio, Gemini is a natural part of daily work life. The team relies on it to generate meeting summaries and action lists that help keep everyone aligned and focused. This eliminates the need for additional manual note-taking and follow-ups. Such smart assistance reduces friction in communication and collaboration, making team meetings more productive.

Gemini is just one tool in a broader AI suite that the company actively encourages employees to explore. Beyond meetings, it helps draft emails, organize notes, and brainstorm ideas. By handling routine and repetitive tasks, Gemini allows teams to spend more time on strategic priorities and creative problem-solving.

The company views Gemini as a powerful partner that supports their workflows every day. As they continue to explore AI tools, they remain interested and open to discovering new ways Gemini can support their work. This helps them stay adaptable and productive in a fast-changing environment.

Partnering with Cloudfresh

This project was defined by close collaboration and mutual understanding. From the very beginning, Cloudfresh worked hand in hand with Personio’s team, taking time to listen deeply to their unique needs and growth plans.

Rather than offering a generic solution, we aligned every step with Personio’s culture and security standards. Our team worked in weekly review calls with their IT and security leads, shared detailed audit reports after each stage, and adjusted recommendations based on their internal approval processes. This approach combined technical expertise with transparent communication, so that client’s teams stayed involved and confident in every decision..

As a trusted cloud partner, we were determined to create a foundation that not only meets today’s demands but can evolve with their future growth.

How Cloudfresh Helps You Protect What You’ve Built

At Cloudfresh, we understand that behind every digital workspace are real people doing meaningful work. Your tools should empower those people, not create extra hurdles or confusion. That’s why we focus on creating setups that fit your unique way of working, rather than forcing you to adjust to rigid systems.

We help growing teams by:

• Keeping data safe with trusted solutions, such as CloudM, so you don’t have to worry about losing important files or emails.
• Optimising and securing your Google Workspace environment, ensuring it supports your growth and compliance needs.
• Providing clear guidance and support to your IT teams, helping them feel confident managing your systems now and as you grow.
• Helping you explore and adopt new features, tools, and AI assistants, such as Gemini, at a pace that fits your workflow.

As a Google Cloud Premier Partner, we’re here to help you make work easier, safer, and more connected, all with the right balance of security, innovation, and support.

Ready to get more from Google Workspace and CloudM? Let’s talk.