Privacy Policy

Introduction

Smart Assign AI ("we," "our," or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our Atlassian Forge application that provides intelligent issue assignment and AI-powered work plan generation for Jira.

Information We Collect

Data from Jira

When you use Smart Assign AI, we collect the following information from your Jira instance:

• Issue Data: Issue titles, descriptions, types, priorities, labels, and custom fields
• User Information: Names, email addresses, account IDs, and user profiles of team members
• Project Data: Project keys, project names, and project configurations
• Team Skills: Skills, expertise levels, and availability status of team members
• Assignment History: Previous assignments, workload data, and assignment preferences
• Comments: Issue comments that trigger reassignment requests

Usage Data

• Analytics: Assignment success rates, feature usage statistics, and performance metrics
• Configuration Data: Your app settings, skill weights, and assignment preferences
• Error Logs: Technical logs for debugging and improving the service

Data from Third-Party Services

• OpenAI API: Issue data is sent to OpenAI for AI work plan generation. We do not store your data with OpenAI beyond the processing time required for generating work plans.

How We Use Your Information

We use the collected information to:

1. Provide Core Services:

• Automatically assign Jira issues to the most suitable team members
• Generate AI-powered work plans and technical analysis
• Manage team skills and workload balancing

2. Improve Our Service:

• Analyze assignment accuracy and success rates
• Optimize our AI algorithms and matching logic
• Debug technical issues and improve performance

3. Configuration Management:

• Store your project settings and preferences
• Maintain team skill profiles and assignment rules
• Track usage statistics for analytics

Data Storage and Security

Where Your Data Is Stored

• Primary Storage: Your data is stored on secure cloud infrastructure
• Backup: Regular backups are maintained for data recovery purposes
• Retention: Data is retained as long as your subscription is active

Security Measures

• Encryption: All data is encrypted in transit and at rest
• Access Controls: Strict access controls limit who can view your data
• Monitoring: Continuous monitoring for security threats and unauthorized access
• Compliance: We follow industry-standard security practices

Data Sharing and Disclosure

We do NOT sell, trade, or rent your personal information to third parties. We may share your information only in the following circumstances:

1. Service Providers: With trusted third-party services that help us operate our platform (e.g., cloud hosting providers, OpenAI for AI processing)
2. Legal Requirements: When required by law or to protect our rights and safety
3. Business Transfers: In the event of a merger, acquisition, or sale of assets (with notice)
4. Consent: With your explicit consent for specific purposes

Third-Party Integrations

OpenAI Integration

• We send issue data to OpenAI for AI work plan generation
• OpenAI processes this data according to their privacy policy
• We do not store your data with OpenAI beyond processing time
• You can disable AI features if you prefer not to use OpenAI

Atlassian Integration

• We integrate with Atlassian's APIs to access Jira data
• We follow Atlassian's security and privacy guidelines
• Your data remains within the Atlassian ecosystem

Your Rights and Choices

Access and Control

• View Your Data: You can view your configuration and settings through the app
• Update Information: You can modify team skills, preferences, and settings
• Delete Data: You can request deletion of your data (subject to legal requirements)

AI Features

• Opt-Out: You can disable AI work plan generation if you prefer not to use OpenAI
• Manual Override: You can always manually assign issues or override AI suggestions

Data Export

• You can export your configuration and settings data
• Assignment history and analytics can be provided upon request

Data Retention

• Active Data: We retain your data while your subscription is active
• Inactive Accounts: Data may be retained for up to 90 days after account deactivation
• Legal Requirements: Some data may be retained longer to comply with legal obligations
• Analytics: Aggregated, anonymized data may be retained for service improvement

International Data Transfers

Your data may be transferred to and processed in countries other than your own. We ensure appropriate safeguards are in place for international data transfers, including:

• Standard contractual clauses
• Adequacy decisions by relevant authorities
• Appropriate technical and organizational measures

Children's Privacy

Our service is not intended for children under 13 years of age. We do not knowingly collect personal information from children under 13.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of any changes by:

• Posting the new Privacy Policy on this page
• Updating the "Last Updated" date
• Sending email notifications for significant changes

Contact Information

If you have any questions about this Privacy Policy or our data practices, please contact us:

• Email: dguard@synaptcal.com
• Address: 76 Manchester Drive, Buffalo Grove IL 60089

Compliance

This Privacy Policy complies with:

• General Data Protection Regulation (GDPR)
• California Consumer Privacy Act (CCPA)
• Other applicable privacy laws and regulations

Data Processing Legal Basis

Under GDPR, we process your data based on:

• Contract Performance: To provide the services you've subscribed to
• Legitimate Interest: To improve our service and ensure security
• Consent: For optional features like AI work plan generation

This Privacy Policy is effective as of the date listed above and will remain in effect except with respect to any changes in its provisions in the future.