EA Sphere Privacy Policy
This policy describes how EA Sphere for Jira Cloud, an app published by Renevell LLC ("Renevell", "we"), handles information when it is installed on an Atlassian Jira Cloud site. It applies to the app, to the licensing information Atlassian provides to us about it, and to the support requests you send us.
1. Where EA Sphere runs and where data is stored
EA Sphere is built on Atlassian Forge and is designed to meet Atlassian's Runs on Atlassian criteria. Its functions execute on Atlassian's infrastructure and its data is held in the Forge storage allocated to your Jira site. The app does not transmit data to Renevell or to any third party, does not load resources from outside Atlassian, and does not use analytics or tracking services. Data residency follows the Atlassian data residency settings of your site.
2. Information the app stores
| Category | What it contains |
|---|---|
| Records | Systems, servers, interfaces and facilities your users enter, with their attributes: owners, contacts entered as names or roles with telephone numbers, recovery tiers, dependencies, data classifications, lifecycle dates, support arrangements and notification audiences. |
| Operational history | Degradation events and their updates; recovery and tabletop exercises with their facilitators, participants and the reviews your users record; each facilitator's notes, decisions and gaps; notices recorded as sent, with their audiences and any additional email addresses typed into them; and the change history of each record. |
| Work item references | For Jira work items that reference a record: the work item ID, key, summary, status and due date, read from Jira with the permissions of the person who added the work item and kept current from Jira, together with the references your users add. A person who cannot see a work item in Jira is shown it only as a restricted work item, open or done, without its key, summary, Jira status or due date, including in change history. A record's planned retirement date can be taken from such a work item's due date, as the security statement explains. |
| Acknowledgments | For each person who uses Learning: their Atlassian account ID, the owner teams and incident roles they select, and the date of each acknowledgment and passed knowledge check. Answers to knowledge checks are not stored. |
| Atlassian account IDs | The account ID of the person who made each change, recorded a notice or update, verified a record, planned a tabletop exercise, ended a degradation or an exercise, or wrote exercise notes, so the history shows who acted; the account ID of an administrator who renamed a list value, a severity level or an incident role, until the records holding it have been moved to the new name; for 30 minutes after an administrator deletes all data, that administrator's account ID, so that only they can load the sample data set in its place (the weekly maintenance removes it once expired); until they are added, the history lines of a work item's references noted with its save when storage did not take them at once, with the saving person's account ID; and a list of the account IDs present in the data and of people who have saved or deleted anything, with the date each last acted, used only for the weekly personal-data report. EA Sphere does not store names, email addresses or avatars from Atlassian profiles; display names are read from Jira when the page is shown. Each save is noted for an hour, or longer while its effects on other records are still to apply, with a one-way digest of the saving person's account ID, so that a save sent again is recognized and only that person can ask whether it was recorded or complete it. Each save's writes also carry a short tag of the save, a one-way digest from which neither the save nor the person can be read, so that whether a save was recorded can be told after that note has gone. The short-lived notes EA Sphere keeps of records deleted a moment after they were written, and the record it uses to make one change at a time, hold no personal data. |
| Settings | Your site's configuration, including communication audiences with their distribution email addresses and an organization logo if an administrator uploads one. |
Names, email addresses and telephone numbers that your users type into these fields are stored as entered. Your users decide what they enter; we recommend recording roles, shared mailboxes and shared numbers rather than personal contact details, and the product is designed around that practice.
3. Information read from Jira and not stored
To operate, the app reads from Jira, with the permissions of the signed-in person: whether that person is a Jira administrator, the Jira groups they belong to (to apply notice permissions), display names of people who appear in record histories, the names of groups and spaces offered in settings, and, for Jira administrators who open the coverage report, the members and display names of the readiness groups they have chosen. If Jira does not return a readiness group's members to the administrator, the app reads them with its own access, after confirming on the server that the person is a Jira administrator. This information is used to render the page and is not stored by the app.
4. How the information is used
Information is used only to provide the app's functions to your organization: the dependency map, impact assessments, degradation management, notices, continuity documents, exercises, learning and reports. Renevell does not sell, rent or share information, does not use it for advertising, and does not use it to train models.
5. Personal data and account closure
EA Sphere reports the Atlassian account IDs it stores to Atlassian's personal data reporting service each week, as Atlassian requires of apps that store account IDs. When Atlassian indicates that an account has been closed, the app replaces that account ID throughout its records, change history, degradations, exercises, exercise notes and the history lines noted with a save until they are added, so that the history shows a former user rather than the account; removes it from the note of renamed values still being moved, so that the history lines still to be written for them are credited to EA Sphere; and deletes that person's acknowledgment record. The erasure takes its turn with saves in progress, so a change saved meanwhile stands, and is made once for each closed account. Each run erases at most 2,000 accounts; any more are erased the following week.
6. Retention and deletion
Data is retained while the app is installed. Administrators can delete all EA Sphere data, settings included, at any time under Settings, Data, and can first export all data as a JSON file for their own records. Each record keeps up to its latest 200 changes, fewer when they are long, and change history can be limited further by a retention period set under Settings, General: changes older than that period are hidden at once and removed by the app's weekly maintenance. When the app is uninstalled, EA Sphere no longer uses its stored data; Atlassian keeps it for 28 days and then deletes it. If the app is reinstalled, the earlier data is not restored automatically; with your organization's consent, Renevell can ask Atlassian, within 21 days of the uninstallation, to relink it to the new installation.
7. Security
Data is protected by the controls of the Atlassian platform, including encryption in transit and at rest. Within the app, settings changes, deletion of all data, deletion of degradations that have notices recorded, and of records whose degradations have them, restricted notices and the coverage report are verified on the server against the person's Jira administrator permission and Jira groups, each acknowledgment record and each facilitator's exercise notes can be written only by the person they belong to, and change history, notices and degradation updates cannot be altered once recorded. Further detail is available in the security and data handling statement.
8. Logs and support
The app writes operational error messages to the Forge platform logs. These messages are written so that they do not contain the content of your records. Renevell can see them through Atlassian's developer console only while your site shares app logs with Renevell. Log sharing is turned on when the app is installed, and your site administrators can turn it off in Atlassian Administration, under Apps, Sites, your site, Connected apps, EA Sphere, Details, Logs access. When you contact support, through the support portal or by email to support@renevell.com, we receive only what you choose to send us: your name, email address, message and any attachments. We keep requests in our support system, Jira Service Management, which Atlassian hosts for us, and email sent to support@renevell.com is also kept in our support mailbox. We use requests only to resolve them and to keep a record of our correspondence, and keep them for as long as we need them for that purpose and as part of our ordinary business records.
9. Licensing information from Atlassian
When your organization evaluates or buys EA Sphere through the Atlassian Marketplace, Atlassian provides Renevell with licensing information about the installation: the licensed organization and site, the license type, tier and dates, and the names and email addresses of the technical and billing contacts on the account. We use this information to manage licenses, to respond to support requests, and to send notices about the app, such as security or service notices. We do not sell it or share it except with service providers who help us run our business, and we keep it for as long as it is needed for these purposes and for our legal, tax and accounting obligations. This information comes from Atlassian, not from the app, and does not include anything recorded in EA Sphere.
10. Roles under data protection law
Your organization controls the information entered in EA Sphere. Renevell processes it on your organization's behalf only to provide the app, and Atlassian hosts and processes it on the Forge platform as Renevell's sub-processor under Atlassian's Forge Data Processing Addendum. Renevell's staff do not have access to that information in the course of operating the app. Renevell is responsible for the support requests described in section 8 and the licensing information described in section 9. Our Data Processing Addendum sets out these terms and forms part of our agreement with your organization.
11. Your rights
For the licensing information in section 9 and the support requests in section 8, you can ask us for a copy, ask us to correct or delete it, or object to its use, by email to support@renevell.com with "Privacy" in the subject; we respond within one month. We use this information to perform our agreement with your organization and for our legitimate interest in managing licenses and support. Renevell is in the United States, where this information is processed. If you are in the European Economic Area, the United Kingdom or Switzerland, you may complain to your data protection authority. For information entered in EA Sphere, contact your organization, which controls it; we will assist it.
12. Changes to this policy
We will post any change to this policy on this page with a new effective date. Material changes will also be noted in the app's release notes on the Atlassian Marketplace.
13. Contact
Renevell LLC
Email: support@renevell.com, with "Privacy" in the subject