ProofMail

Privacy policy

Last updated 16 October 2026

Who we are

ProofMail is an app for Jira Service Management Cloud, made by Stray Anchor Pty Ltd (ABN 22 700 917 111), Perth, Western Australia. It sends a service desk's emails to its customers and records whether each one was delivered.

The short version

• ProofMail runs on Atlassian's Forge platform. Its email log and your settings are stored by Atlassian for your Jira site.
• To send an email, ProofMail hands it to Amazon's email service (Amazon SES) in Sydney, Australia. Amazon tells us what happened to it.
• We don't sell data, show ads, track whether emails are opened, or use your tickets to train AI.

Who's in charge of your customers' information

Your organisation decides who ProofMail emails and what the emails say. For your customers' information, you're in charge (the "controller"), and we handle it on your behalf (the "processor").

What we handle, and why

• Ticket details that go into your emails: the fields your templates use, such as the summary, status, request type and the reply your agent wrote. ProofMail reads them from Jira when an email is due, to write that email.
• Customers' names and email addresses: to address each email. If a customer has hidden their email address, ProofMail doesn't email them.
• The email log: who each email went to, its subject, when it was sent, and what happened to it (delivered, bounced or marked as spam), including the reason a mail server gave. Your team sees this on the ticket.
• Your settings: templates, which emails ProofMail sends, the address emails come from, and whether your domain is verified.
• Your Jira site's address and ID, and whether your ProofMail subscription is active.

Who processes data for us

• Atlassian runs ProofMail on its Forge platform and stores ProofMail's data for your site.
• Amazon Web Services (Sydney, Australia) delivers each email, checks your domain's DNS records when you verify it, and sends each delivery report straight back to your Jira site. An email's content passes through Amazon on its way to the customer. A delivery report includes the recipient's address and the email's subject.
• Cloudflare hosts this website and receives email sent to support@proofmail.app.
• Microsoft Azure (Australia) hosts our support desk, where support conversations are kept.

How long we keep it

• The email log is kept for 90 days. ProofMail doesn't keep the full text of the emails it sends.
• Addresses that bounce permanently or report spam stay on your site's do-not-send list until you remove them, so ProofMail doesn't keep emailing them.
• Every email has a link to stop emails about that request. If someone uses it, ProofMail keeps the address they entered and the ticket reference for a year, so it doesn't email them about that request again. The same link turns emails back on.
• When you uninstall ProofMail, Atlassian deletes ProofMail's stored data for your site.
• Amazon keeps records of sent emails for a limited time under its own policies.
• Support conversations are kept until you ask us to delete them.

Your choices

You can change your templates, turn emails off, change how long the log is kept, or remove addresses from the do-not-send list at any time. To ask what we hold, or to have it deleted, email hello@strayanchor.com.au.

Changes

If we change how ProofMail handles data, we'll update this page and change the date at the top. For a change that matters, we'll tell you in the app or by email first.