ProofMail
Data Processing Addendum
Effective 17 October 2026
How we handle personal data for you when you use ProofMail. This addendum is part of the ProofMail terms of use and applies automatically. There's nothing to sign.
1. Who's who
- You (the customer): the organisation that installs ProofMail on its Jira site. For your customers' personal data, you're the controller, or a processor acting for your own client.
- We (Stray Anchor): Stray Anchor Pty Ltd (ABN 22 700 917 111), Perth, Western Australia, the maker of ProofMail. We process that data for you, as your processor.
- Data protection law means whichever of these applies: the EU General Data Protection Regulation (GDPR), the UK GDPR and Data Protection Act 2018, the Swiss Federal Act on Data Protection, and the Australian Privacy Act 1988.
- If this addendum and the terms of use disagree about personal data, this addendum wins. If this addendum and the Standard Contractual Clauses in section 6 disagree, the Clauses win.
2. What we process, and why
ProofMail sends your service desk's emails to your customers and records whether each one was delivered. That's the only purpose. We don't sell or share the data, analyse it for anything else, or use it to train AI.
| People | Your customers (people who raise requests, and anyone copied in), approvers, and your agents and admins (names on replies, and who changed settings). |
|---|---|
| Data | Names; email addresses; Atlassian account IDs; ticket keys and summaries; the words of each email, built from the ticket fields your templates use; delivery results and the receiving mail server's message; addresses on the do-not-send list; addresses that turned off emails for a request. |
| Sensitive data | None is needed. Anything you put in a ticket field can appear in an email if your template uses that field. |
| What we do with it | When an email is due, ProofMail reads the ticket details from Jira, writes the email, sends it and records what happened. This goes on continuously while ProofMail is installed. |
| How long | Email log: 90 days. Do-not-send list: until you remove the address, or the person's Atlassian account is closed. Turned-off requests: one year. Settings and templates: until you uninstall. We don't keep the full text of emails. |
3. Sub-processors
| Atlassian Pty Ltd (ABN 53 102 443 916) and its affiliates | Run ProofMail on Atlassian's Forge platform, and store its settings, email log and lists for your site. Stored data follows your Jira site's data residency. Atlassian runs the code in its own cloud regions. |
|---|---|
| Amazon Web Services (Amazon SES and Amazon SNS) | Send each email, check your domain's DNS records when you verify it, and report whether each email was delivered. Sydney, Australia. |
| Cloudflare | Receives email sent to our support address. Only if you contact support. |
| Microsoft Azure | Hosts our support desk, where support conversations are kept. Australia. Only if you contact support. |
- We run no servers of our own that hold your ticket data.
- Each sub-processor is bound by terms that protect the data at least as well as this addendum, and we stay responsible for them.
- We'll give at least 30 days' notice before adding or replacing a sub-processor, by email to the contacts on your ProofMail subscription and on this page.
- You can object on reasonable data protection grounds. If we can't resolve it, you can uninstall ProofMail, and we'll refund anything you've prepaid for the time after that date.
4. Our promises
We will:
- Process the data only on your documented instructions: these terms, your settings and templates in ProofMail, and your use of it. If a law makes us do anything else, we'll tell you first, unless that law forbids it. If we think an instruction breaks data protection law, we'll tell you.
- Make sure everyone who can reach the data is bound to keep it confidential, and that only people who need it to run ProofMail can reach it.
- Keep the security measures in section 7.
- Use only the sub-processors in section 3, on the terms set out there.
- Help you answer people's requests to see, correct or delete their data. Much of it is self-service: the site admin page searches and exports the email log and removes addresses from the do-not-send list. For anything else, email us.
- Tell you without undue delay, and within 48 hours of becoming aware, about a personal data breach that affects your data. We'll say what we know and what we're doing, and keep you updated.
- Help with data protection impact assessments and with questions from regulators, where the information is ours.
- At the end: you can export the email log from the site admin page before you uninstall. When you uninstall ProofMail, Atlassian keeps ProofMail's stored data for your site for 28 days, in case you reinstall and want it back, and then deletes it. We keep no copy anywhere else. Amazon keeps records of sent emails for a limited time under its own policies.
- Give you the information you need to show we keep these promises, and allow reasonable audits. First by written questions and this page. Then, if you still need it, a review at your cost on 30 days' notice, no more than once a year unless a regulator requires it or there's been a breach.
5. Your part
- Make sure you're allowed to email the people ProofMail emails for you, and that your instructions and templates follow the law.
- Choose what your templates include, and keep access to your Jira site secure.
6. Data from Europe, the UK and Switzerland
ProofMail sends email through Amazon in Sydney, and Stray Anchor is in Australia. Australia doesn't have an adequacy decision from the EU, the UK or Switzerland. So where data protection law treats your use of ProofMail as a transfer of personal data to Australia, these apply and form part of this addendum:
- EU: the Standard Contractual Clauses approved by the European Commission in Implementing Decision (EU) 2021/914. Module 2 (controller to processor) applies where you're a controller, and Module 3 (processor to processor) where you're a processor. You're the data exporter and Stray Anchor is the data importer. Clause 7 applies. Under Clause 9, option 2 (general written authorisation) applies, with the 30 days' notice in section 3. The optional wording in Clause 11 doesn't apply. Under Clause 13, the supervisory authority is the one Clause 13(a) points to for you. Under Clauses 17 and 18, Irish law governs the Clauses and the courts of Ireland hear disputes. Annex I is sections 1, 2 and 6 of this addendum, Annex II is section 7, and Annex III is section 3.
- UK: the International Data Transfer Addendum to the EU Standard Contractual Clauses, issued by the UK Information Commissioner (version B1.0), filled in with the same details. Neither party may end it under its Section 19.
- Switzerland: the EU Clauses, adapted for the Swiss Federal Act on Data Protection. References to the GDPR mean the Swiss Act, the Federal Data Protection and Information Commissioner is the supervisory authority, and people in Switzerland can bring claims there.
For Annex I, the data exporter's details are those in your Atlassian account and ProofMail subscription. The data importer is Stray Anchor Pty Ltd, Yangebup WA 6164, Australia. Contact: hello@strayanchor.com.au
7. Security measures
- Access: ProofMail's settings check the user's Jira permissions on every call: project admin for a project, Jira admin for the whole site. Only your own users can see your data inside Jira.
- Separation: each site's data lives in its own Forge storage. Delivery reports are filtered by site before they reach ProofMail, and checked again when they arrive. Nothing about one site is kept in memory for another.
- In transit: HTTPS to Atlassian and Amazon. Email goes out over TLS wherever the receiving mail server supports it.
- Secrets: the Amazon keys and the delivery-report token are encrypted Forge variables and are never logged. Links in emails carry a signed ticket reference, never an email address.
- Least privilege: the Amazon credentials ProofMail uses can only send through ProofMail's own set-up and read its own delivery reports.
- No tracking: no open or click tracking, and no tracking pixels.
- Keeping little: no full email text, a 90-day log, and closed Atlassian accounts removed every week through Atlassian's personal data reporting.
- Checked input: delivery reports must carry a shared token and a valid Amazon signature.
- Testing: automated tests on every change, and a written security self-check.
8. Australian privacy law
Stray Anchor is an Australian company. We handle personal information in line with the Australian Privacy Principles in the Privacy Act 1988. Where the Notifiable Data Breaches scheme applies to a breach, we'll notify the Office of the Australian Information Commissioner and the people affected, working with you.
9. Liability
Liability under this addendum is subject to the limits in the terms of use. Nothing limits people's rights under the Standard Contractual Clauses, or any liability the law doesn't allow to be limited.
10. Changes and contact
We may update this addendum when the law, our sub-processors or ProofMail change. We'll change the date at the top and tell you at least 30 days ahead about any change that matters. Questions about privacy or this addendum: hello@strayanchor.com.au