Introduction

At theCode4, we prioritize your privacy and are dedicated to safeguarding and respectfully handling your personal data (“Personal Data”). This commitment is reinforced by our adherence to the General Data Protection Regulation (GDPR) and other relevant data protection laws, such as the California Consumer Privacy Act of 2018.

Our Privacy Policy (the “Policy”) applies when you utilize our various products or services (“Services”), including our SaaS/Cloud and downloadable software (collectively, the “Apps”), as well as when you visit our website (“Website(s)”) or interact with us in other ways. This policy outlines our practices regarding the collection and use of your personal information across these services.

In this context, “You” refers to anyone who uses theCode4’s products, whether as an end user, a legal entity holding a license for these products, or someone visiting theCode4’s public websites.

By utilizing, downloading, or accessing any of theCode4’s Services, you acknowledge and agree to the terms described in this Policy.

Who is theCode4?

theCode4 is a private company based in Poland. You can contact us via email at support@thecode4.com

Notice to End Users

For users of theCode4’s Services provided through an organization (like your employer), the organization is the data controller of your Personal Data, and theCode4 acts as a data processor. In such cases, administrators from your organization have the ability to restrict or modify your access and personal data within the Services. If your Services account uses an email from an organization, that organization might later obtain administrative control over your account. To avoid this, consider using a personal email for registration or access. For more details, refer to your organization’s policies or contact your administrator.

Information Collection

theCode4, as a data controller, processes your Personal Data based on specific purposes and legal bases. This includes information provided by you through forms, emails, service requests, job applications, or while using our Apps (specifically for Atlassian products like Jira and Confluence). We adhere to the principle of data minimization, meaning we only process the data that is essential for achieving our processing objectives. We collect data like your name, email, and device information. If you interact with our social media, we may receive certain information about you. Additionally, our website automatically gathers data such as technical details and IP addresses. When using our Apps, information necessary for their functionality with host products is processed. We also receive data from partner platforms, including contact and license information. For exercising control over your data, especially for App usage, you might need to contact the company that subscribed to our services.

We do not knowingly collect personal data from individuals under the age of majority. If you are a minor, please refrain from providing us with personal information like your name, surname, or email address. Should you, as a minor, need to use our Services in a manner that requires personal data, we ask that a parent or guardian provide this information on your behalf.

Why Does theCode4 Collect Your Data?

theCode4 may collect your data for various purposes, including improving your experience with our Services, providing support, sending updates and promotional communications with your consent (if at any point you wish to discontinue receiving such email updates, you have the option to unsubscribe using the feature provided in the email messages), and for employment considerations. We also use the data to troubleshoot Service issues, enhance our offerings, for administrative purposes, and to develop new products, ensuring your data is de-identified for these processes. Data collection is also a part of fulfilling our contractual obligations to provide Services to you.

Providing your personal data is optional, yet necessary for accessing our Services. You have the right to withdraw your consent for data processing at any time by contacting us, as detailed in our Privacy Policy. This withdrawal doesn’t affect the legality of any processing done based on consent prior to its withdrawal.

Legal Basis

theCode4, as a data controller, processes personal data under several legal bases: with your consent (GDPR Article 6.1(a)), for contract fulfillment (GDPR Article 6.1(b)), to comply with legal obligations (GDPR Article 6.1(c)), or for legitimate interests pursued by us or third parties (GDPR Article 6.1(f)). As a data processor, theCode4 handles personal data on behalf of its customers.

Data Sharing

theCode4 will only share the information, including your Personal Data, if legally required, or under certain conditions:

  1. When you input data into our Services, such as creating or submitting a form. The date and time of these actions, along with your Public Display Name, are shared within our Services.
  2. In the event of a third-party acquisition of theCode4, customer Personal Data may be transferred as an asset.
  3. To comply with legal obligations.
  4. To protect the rights, property, or safety of theCode4, our customers, or others.

Data Storage

How Long Do We Store Your Data?

At theCloud4, data retention varies:

  1. Data shared on our Services is stored until the end-user who created or modified it, or another authorized user, deletes it.
  2. If an account is deactivated, terminated, or disabled, all related data and content remain accessible as needed for team members or other users.
  3. Post-app uninstallation, data is kept for 90 days to 2 years for potential subscription renewal. For earlier data removal, a specific procedure can be followed.

Data Stored In Our Apps

For theCode4’s Data Processor for Jira – Multi BI Connector, both the Free and Pro versions:

Downloadable Apps: Data is stored within your IT system hosting the Atlassian Jira server product, ensuring all data remains within your control and is not accessible to theCode4 upon download, installation, or use. The Apps don’t transmit data externally.

SaaS/Cloud Apps: These Apps are installed within the Atlassian Jira Cloud service. Data provided by users may be stored on secure servers, with third-party service utilization. Here, theCode4 has access to user information as outlined in our Privacy Policy, which includes usage details of the Apps.

Data About You We Store or Transfer

For theCode4’s SaaS/Cloud Apps, we primarly process and manage the data or information you provide in the United States of America, notably highlighting that your Personal Data is not retained by us. Our protocols ensure that any Personal Data used within the host application (e.g., Jira) and browser is not transferred to us or any third parties. The sole exception is the contact information for administrators who install the app, which we store in our CRM system for the purpose of sending product updates and notifications.

In the case of our downloadable Apps, data is stored on your own infrastructure, thereby falling under your local jurisdiction and control.

We will use our best efforts to ensure your Personal Data is only processed or utilized, as identified in this Privacy Policy, inside the United States of America. If your Personal Data cannot be processed within the United States of America, we will comply with applicable law and use our best efforts to protect your Personal Data.

What If You Choose Not To Give Us Your Personal Data?

If you decide not to provide your Personal Data, theCode4 may be unable to offer you certain services or enter into a contract with you, especially if the data is crucial for these purposes.

Your Rights

  1. Right to be Informed: We ensure transparency through our Privacy Policy about how we use your data.
  2. Right to Access: You can access and manage your data within our Services, with further assistance available via our support team.
  3. Right to Rectification: If your data is incorrect or incomplete, you can request its rectification.
  4. Right to Erasure: Also known as the ‘right to be forgotten’, this allows you to request the deletion of your data under certain conditions.
  5. Right to Restrict Processing: You can ask to limit how your data is processed.
  6. Right to Object: You have the right to object to data processing based on certain grounds, including direct marketing.
  7. Right to Withdraw Consent: If you’ve consented to data processing, you can withdraw this at any time.
  8. Right to Complain: You can raise concerns with a Supervisory Authority if unsatisfied with our response to your data requests.

Your rights under the laws of California

As a California resident, under the California Consumer Privacy Act of 2018, you have certain rights regarding your personal data with theCode4:

  1. Right to Know: Learn about the personal data we’ve collected about you.
  2. Right to Correction: Have any inaccurate personal data corrected.
  3. Right to Deletion: Request deletion of your personal data.
  4. Right to Opt-Out: Opt-out of the sale of your personal data (note: theCode4 does not sell personal data).

To verify identity, we may request additional information. Non-discrimination is assured for exercising these rights. To exercise your rights, contact us at support@thecode4.com or your account administrator.

Data Security

  1. Data Storage: Data shared via the support portal is securely stored on our Atlassian Jira Cloud instance, maintained by Atlassian.
  2. Access Control: Only authorized theCode4 personnel have access to data, limited to what’s necessary for their roles. Staff with access undergo security training and sign non-disclosure agreements.
  3. Data Transmission Risks: While we take precautions, data transmission over the Internet can’t be guaranteed as completely secure.
  4. User Responsibility: Password confidentiality is your responsibility. We also remind users that while encryption is used, vigilant protection of your data is crucial.
  5. Data Ownership and Risks: You own all data entered into our Services, but bear the risk for its unauthorized use. You’re also responsible for ensuring you have rights to the data provided.
  6. Liability Limitation: We are not liable for data loss or corruption not caused by our actions.

theCode4’s applications are hosted at Amazon Web Services (AWS) data centers in the state of Oregon, OR.

Data Encryption

All theCode4 Apps utilize TLS 1.2+ for secure communication, aligning with modern industry standards and discontinuing support for older protocols like SSL 3. For data storage, our servers use encryption-at-rest, safeguarding data at the volume level with AES-256 bit encryption, a widely recognized industry standard, and this encryption cannot be disabled.

Cookies

What Are Cookies?

Cookies are small data files stored on your device, used to improve user experience on websites and apps. They help in personalizing content based on your preferences.

Cookies we use in Our Services

  • Website: We use cookies for analytics and functionality. They may be stored for up to 2 years after your last website visit.
  • Apps: Google Analytics helps us understand user engagement.
  • Other Cookies: Necessary for authentication via Atlassian Connect and JIRA, ensuring secure communication.

Managing Cookies

You have control over cookies through your browser settings, though disabling them may impact service functionality. For managing cookies, visit allaboutcookies.org.

Links to Other Websites

Our Website and Services may occasionally include links to other sites, such as those of advertisers and affiliates. Please be aware that these sites have their own privacy policies, and we do not accept responsibility or liability for these policies or practices. We recommend reviewing their privacy notices before providing any personal data.

Contact Information

If you need any help or have questions, please contact us at support@thecode4.com

Changes to Our Privacy Policy

theCode4 reserves the right to update this Privacy Policy as needed. Changes will be posted on our website and, when appropriate, communicated to you. We recommend regularly checking for any policy updates or modifications.