FAQ

Table of contents:

Which applications is the app compatible with?

  • Jira Server (Core, Software, Service Desk)

  • Jira Data Center (Core, Software, Service Desk)

  • Jira Cloud, but with limited functionality

  • Confluence Server

  • Confluence Data Center

  • Confluence Cloud, but with limited functionality

What is the difference between app versions for Server, Data Center and Cloud?

Server and Data Center versions are the same. Cloud version, however, has only a few modules implemented because of Cloud API limitations.

Jira and Confluence versions are similar, all the modules are the same, however, new features appear first in the Jira version and then in the Confluence version.

Is it enough to install your app to ensure GDPR compliance?

No. The app allows you to automate the general data protection tasks like getting consent, anonymizing personal data, security breach investigation, etc. We advise you to consult your legal team regarding the GDPR requirements in your specific situation, refine the processes and then configure the app to automate most of your activities and cover all your needs.

What are the basic steps I have to take to become GDPR compliant?

  1. Assign a Data Protection Officer (DPO)

  2. Review all the data protection processes you have, take care of personal data

  3. Notify users about your policies and get their consent

  4. Make sure you have a process in place to erase personal data upon users' requests

  5. Notify users in case of security breaches

For more information, check out our articles:

Will your app help me to become fully GDPR-compliant?

Yes, but we strongly advise you to consult your legal team regarding the specific requirements in your situation and define all the necessary processes (erasing data upon users' requests, processing personal data, etc). After that, you can configure the app to automate most of your activities and cover all your needs.

Is it possible to anonymize the data of deleted (deactivated) users?

Yes, but since it is not possible to select deactivated (or deleted) users, you will have to create a Data Cleaner template with rules to search for the user name, display name and email of the deactivated user.

How many tickets can the app handle?

There are no limitations, but the search/anonymization speed depends on a lot of parameters, like server CPU count, available RAM, other installed apps.

How long does it take to anonymize 1 user?

It depends on a lot of parameters, like the total number of tickets, user activity, server parameters (e.g. server CPU count), available RAM, other installed apps. In general, it can take from a few minutes to a few hours. 

What is the difference between Actonic GDPR app and other apps?

Our app is an all-in-one suite of the most effective and useful modules that companies require to cover all their GDPR needs. You can find some parts of Actonic GDPR in 3rd party apps, but there isn't a single app out there that covers all the GDPR aspects. 

What is the difference between the built-in Jira anonymization function and Actonic GDPR app?

Option

Jira built-in anonymization

Actonic GDPR app

Notes

Option

Jira built-in anonymization

Actonic GDPR app

Notes

User anonymization method

Changes into an anonymous, unique alias, like jirauser80900

Replaces references from a person to some special Service User

Anonymization should be a one-way process, without any options to link aliases like jirauser80900 and a real person. Our app provides a not revertable anonymization process and the way to change content ownership to other users.

Predefined rules for searching and anonymization of Personal Identifiable Information

None

50+ built-in rules for various SSN, phone numbers, national ID, etc.

Read more:

Data Cleaner

Ability to configure custom anonymization patterns

No

Yes

Read more:

Data Cleaner , Recurring tasks

Jira and Confluence provide some functionality for user anonymization out of the box, why do I need your app?

It is possible to anonymize the name of the user, however, this operation doesn't affect user mentions, simple text usage with user names, or other personally identifiable information (PII). Our Data Cleaner module allows you to find any types of PII, anonymize previously deactivated users, etc.

Is it possible to anonymize a user from an external user directory?

If a user belongs to an external user directory (Microsoft Active Directory or other LDAP directory servers) we сan still anonymize his/her content using the "User Anonymizer Template" of the Data Cleaner module, and switch all the references from a user to be anonymized to a service user. Using the "Data Cleaner" module you can find any other Personal Identifiable Data related to a user and cleanup or anonymize it. What is not possible and not recommended to do with users from external user directories - cleanup Display Name, Email, and User Name. It should be done manually or after deleting the data from an external user management system.

Could I get all my data from Jira/Confluence using the app? This is one of the major requirements of the GDPR.

Only Jira/Confluence administrators can do it using the Data Cleaner and a User anonymization template. This template allows searching for all the tickets that belong to a specific user. 

I cannot configure the app, what should I do?

Feel free to contact us and request a demo session or support via Support Portal.

Is it possible to ensure GDPR compliance without your app?

Yes, but it requires a lot of customization and scripting. The app provides the easiest and complete solution with the most useful modules for getting consent, data cleanup, anonymization and many more.

Does your app store any personal data and how does the app deal with it?

Yes, our app does store personal data. However, it can be cleaned at any time. Read more App configuration.

Do you offer any discounts?

Please email us at licenses@actonic.de.