Privacy policy (app) | Customer Assets for JSM Portal

Data controller: VI2VA GmbH, Eschersheimer Landstraße 14, 60322 Frankfurt am Main, Germany · info@vi2va.de · Managing Director: Martin Schubert · Amtsgericht Frankfurt am Main, HRB 142249 · VAT ID DE351715826
Privacy contact: privacy@vi2va.de
Last updated: 2026-10-04

1. Scope

This policy explains how the Atlassian Marketplace app "Customer Assets for Jira Service Management Portal" (the "App") handles data when a customer installs it on an Atlassian Cloud site. It does not cover the product website (its own privacy notice is on the website) or Atlassian's own processing; Atlassian's privacy policy applies to that.

2. Summary

The App runs entirely on Atlassian Forge, Atlassian's app platform. VI2VA GmbH operates no servers for the App and uses no sub-processors or third-party services.
The App reads data only from the customer's own Atlassian site (its Assets, Jira and Jira Service Management APIs), reading Assets as the app with Forge app authentication. It collects and stores no credentials and makes no external calls. It stores what it needs only in Forge-hosted storage on Atlassian's infrastructure.
VI2VA GmbH cannot access the data the App stores. The only information that can reach VI2VA GmbH is the App's technical log output, through Atlassian's log sharing (see §6). It contains no personal data by design.

3. What the App does with data

The App shows each portal customer of a Jira Service Management site the Assets objects that the site's administrators have assigned to that customer. Optionally, it lets the customer report an issue about one of those objects:

A scheduled job copies the objects selected by the administrator's configuration from the customer's Assets workspace into a per-customer cache in Forge storage.
The portal reads only the signed-in customer's own cache entry.
If the administrator enables it, the App writes the reported asset into one Assets field of the request the customer created through the App.

4. Data the App stores (Forge storage, per installation)

Category	Content	Purpose	Retention
Per-customer asset cache	Atlassian account id (as key); the attributes of the customer's assigned objects within the administrator's schema and query selection, which may include names or e-mail addresses; object id, key, type and status. Only the columns the administrator made visible, plus key, name, type and status, are ever sent to the customer's browser	Show customers their assigned assets	Rewritten every synchronisation. Removed when the customer no longer has assigned assets, falls outside the configured audience, or the Atlassian account is deleted
Indexes	Atlassian account ids of customers with a cache entry; account ids of members of the JSM organizations the administrator selected	Efficient synchronisation; audience restriction	Maintained or re-resolved every synchronisation
Configuration	Schemas, attribute names, query, columns, service-desk projects, templates, audience	App behaviour	Until changed or uninstalled
Credentials	None. Earlier versions of the App stored the e-mail address and API token of a service account in Forge secret storage; the current version deletes that secret automatically	—	Deleted on the next synchronisation after the upgrade, or when an administrator opens the settings page; nothing is stored any more
Configuration audit trail	Time, the administrator's account id, the type of change, and counts (never query text). After an upgrade, older entries recording that credentials were saved or deleted (who and when only, never a secret) may remain until they roll out	Accountability for configuration changes	Last 50 entries
Operational records	Synchronisation timestamps, counts and error codes; technical identifiers	Operation	Overwritten on each run
Synchronisation staging	Temporary copies of the per-customer cache and its index, written during a synchronisation run before they replace the live cache	Replace the cache only once a run is complete	Replaced or removed by the next run

The App does not collect data from portal customers beyond what the customer's own Assets data and the administrator's configuration contain. It does not use cookies or tracking, and it does no analytics, profiling or marketing.

5. Where data is processed

Storage and compute: Atlassian Forge, operated by Atlassian. Forge-hosted storage holds app data in the same location as the host Atlassian site and moves it when the site's data-residency location changes. Atlassian notes that Forge may occasionally execute an invocation in a different location from the host site.
Data residency: supported. The App stores all of its data exclusively in Forge-hosted storage and declares no external fetch domain and no remote, which Atlassian documents as the condition for the PINNED data-residency status. Its stored data therefore follows the host site's data-residency location (Global, Australia, Canada, EU, Germany, India, Japan, Singapore, South Korea, Switzerland, United Kingdom or United States). Source: https://developer.atlassian.com/platform/forge/data-residency/. This statement covers stored data; it does not cover the logs described in §6.
No external calls: the App declares no external endpoint. Every request goes through Forge to the customer's own Atlassian site (Assets, Jira and Jira Service Management), either as the App or as the signed-in user. No data is sent to VI2VA GmbH or any third party.

6. Logs

The App writes technical log lines to the Forge platform:

counts and reason codes;
platform error messages; when setting the Assets field on a request fails, the custom-field id and up to 200 characters of Jira's error text;
the query the synchronisation generates (object schema ids and the owner attribute name; a query override entered by the administrator is never logged);
for the optional Assets-field feature, the Jira issue key and the Assets object key concerned.

Logs never contain account ids, e-mail addresses or asset attribute values. The App holds no credentials that could be logged.

Atlassian stores these logs. Atlassian makes them available to the app provider by default, for up to 30 days, for troubleshooting. A site administrator can withdraw that access at any time (Atlassian Administration → Connected apps → the App → Logs access). VI2VA GmbH views these logs only through Atlassian's developer console and uses them only to support and secure the App.

7. Roles under data protection law

The customer (the organisation that installs the App) decides which Assets data is synchronised, displayed and to whom. The customer is the controller for the personal data the App processes.
Atlassian provides the platform on which the App runs and stores data, under the customer's agreement with Atlassian, including Atlassian's data processing terms.
VI2VA GmbH provides the software. It does not receive or access the personal data stored by the App, and is therefore neither controller nor processor of that data. A data processing agreement with VI2VA GmbH is not required for it; if you need this confirmed in writing, ask us (§13).

8. Retention and deletion

During use: see the table in §4. Data of deleted Atlassian accounts is detected and purged at least once a day.
Uninstall: when the App is uninstalled, Forge soft-deletes all of its stored data. Atlassian then destroys it under Atlassian's data retention policy. Atlassian can relink a reinstallation to the old data if asked within 21 days. Neither the App nor VI2VA GmbH can read soft-deleted data.
Data the App deletes while installed is likewise removed from the App's view at once. Atlassian keeps a backup copy for recovery purposes under its own retention policy.

9. Security

The App collects and stores no passwords, API tokens or other credentials. It reads Assets with Forge app authentication and read-only permissions.
The App makes no calls outside the customer's Atlassian site.
Forge app storage is encrypted at rest by Atlassian.
Each portal customer can read only their own cache entry.
Every administrative action is checked on the server for the Administer Jira permission.
The App has no public endpoint.

Details: the Security & privacy page of the product website (security.html) and the Security & Privacy page of the App's documentation (https://vi2va.atlassian.net/wiki/spaces/CAJP/pages/22708237/Security+Privacy).

10. Data subject rights

Requests about personal data processed by the App should go to the customer that operates the Jira Service Management site. As controller, the customer can:

access or correct the data at its source in Assets. The App reflects the change at the next synchronisation;
restrict what is processed: change the displayed columns or the query, or restrict the audience;
erase the data: remove the assignment in Assets, delete the Atlassian account (purged automatically), or uninstall the App.

VI2VA GmbH will support customers with such requests (privacy@vi2va.de). It holds no copy of the data itself.

11. Sub-processors

None. Atlassian provides the hosting platform as part of the customer's own Atlassian subscription.

12. Changes to this policy

We will update this policy when the App's data handling changes, and show the date of the last update at the top. Changes to the App, including changes to what it stores, are also recorded on the Release Notes page of the App's documentation.

13. Contact

privacy@vi2va.de · info@vi2va.de · VI2VA GmbH, Eschersheimer Landstraße 14, 60322 Frankfurt am Main, Germany.

You also have the right to lodge a complaint with a data protection supervisory authority. The authority responsible for VI2VA GmbH is Der Hessische Beauftragte für Datenschutz und Informationsfreiheit (HBDI), Gustav-Stresemann-Ring 1, 65189 Wiesbaden, Germany.

Privacy policy of the app