Phase Locked Software Privacy

Last updated: 2024-08-15

Privacy Policy

Document Control, Document Metadata and Keep it up to date!

Overview

Phase Locked Software Software takes security management seriously and as such only relies on secured and reliable infrastructures.

Document Control (the "Software", "Application") is hosted on Heroku (a Salesforce company), a proven Platform as a Service (PaaS) provider.

Document Metadata is hosted on Scalingo.

Keep it up to date! is hosted on all-inkl.

Please be advised that Document Control, Document Metadata for Confluence Cloud and Keep it up to date! are connected to Atlassian data centers in the United States of America and other countries. That means that some data processing might happen in the United States of America if you choose to access Document Control through an Atlassian data center. The data processing in Atlassian data centers is governed by your agreement(s) with Atlassian.

The Phase Locked software website is hosted in the EU.

More information on data security is available in our Security Policy.

More information about Document Control is available in the documentation.

Data storage

Document Control's specific data is stored on Heroku Postgres. We don't store document contents and/or projects. We store data related to document control configuration. All data is backed up daily and backups are retained for seven days. Additional offsite backups are taken and stored externally with variable retention periods. Security of hosted data is provided by our hosting provider which applies security best practices.

Document Metadata's data is stored on Scalingo Postgres.

Document Control and Document Metadata data are stored encrypted at rest.

Keep it up to date! does not store your data.

When you contact support by email, we will store your email address and other contact data. These data are stored in the EU.

Logging

We collect application logs for security and error analysis. These logs contain traces of your data processing.

Facilities

Heroku's servers running Document Control are hosted in the US Region.

Scalingo's servers running Document Metadata are hosted in the EU.

All-inkl's servers are hosted in the EU.

The Phase Locked Software website and support and email hosting are in the EU.

A list of the sub-processors is available at Phase Locked Software Terms & Conditions.

People and access

Our support team maintains an account on all cloud systems and applications for the purposes of maintenance and support. This support team accesses hosted applications and data only for purposes of application health monitoring and performing system or application maintenance, and upon customer request via our support system. Within Phase Locked Software, only authorized agents have access to application data.

Personal Data

We do not collect personal data from our customers other than information necessary for e.g. support.

We do not use personal data except as necessary to identify our customers, provide our services, respond to technical issues, provide support and analyze (on an aggregated and anonymous basis) the use of our services.

If you opt in to sending automatic emails from the application, we will use your email address and name (if allowed by your privacy controls in your Atlassian account) to send you emails. Email sending is initiated by e.g. reviewer notifications, and 2FA TOTP and personal token setup and reset. The email address and data may be processed by email providers and email routing anywhere in the world, and we do not control the routing of emails through the internet and other networks. By not opting in to sending automatic emails, no data will be processed or shared.

If you instruct us to use webhook automation in the application, we will send the chosen payload to the webhook URL given by you. It is your responsibility to make sure the URL is correct, and you have the permission to share the chosen payload. You can stop sharing the automation webhook payload by disabling the webhook.

The Software is not meant to process personal data, but we may host personal data on behalf of our customers if they choose to upload personal data to the Software. Processing of personal data hosted on the Software is performed by our customers. We process such data only on the instructions of our customers or if required by law.

We do not disclose personal data to any third-party, except when authorized by our customers or if required by law.

Data Collected by Atlassian

Personal information required for licensing and billing is collected and processed by Atlassian and is governed by the Atlassian Marketplace Terms of Use and the Atlassian Privacy Policy. Phase Locked Software has limited access to this information as part of the reporting and analytics features provided by Atlassian to Marketplace partners.

This information can be used for delivering our services, for improvement of our services and analysis. It may also be used to contact you in connection to service updates of add-ons, or other usage related issues, for which you are listed as a contact.

Data Subject Rights

Depending on your place of residence, you may be entitled to exercise rights provided by applicable law. In most cases, such exercise shall be directed at our customers.

You may contact Phase Locked Software for privacy related inquiries at privacy@phaselockedsoftware.com .

General Data Protection Regulation

If you are a European resident, you have the right to access personal information we hold about you and to ask that your personal information be corrected, updated, or deleted. If you would like to exercise this right, please contact us through the contact information below.

Additionally, if you are a European resident we note that we are processing your information in order to fulfill contracts we might have with you, or otherwise to pursue our legitimate business interests listed above. Additionally, please note that your information might be transferred outside of Europe (for example if you use the service from a country outside of the EU; or if you communicate with us through an email service provider with hosting outside of the EU).

Data Processing Agreement

A link to our data processing agreement is available in Terms and Conditions.

Study Randomizer

Please refer to: Privacy Policy for Study Randomizer

Changes

We may update this privacy policy from time to time in order to reflect, for example, changes to our practices or for other operational, legal or regulatory reasons.

Contact us

For more information about our privacy practices, if you have questions, or if you would like to make a complaint, please contact us by e-mail at privacy@phaselockedsoftware.com.