Provider: Karelia Labs, Sweden ("we", "us")
Contact for privacy questions: support@karelialabs.atlassian.net
Version / date: 1.0 / 2026-10-18
1. What this policy covers
Word and PDF Document Generator ("the App") is an app for Atlassian Jira Cloud built on the Atlassian Forge platform. It makes Word, PDF and Excel documents from Word templates and from the data of Jira issues, one issue at a time or in bulk, and can do so from a Jira Automation rule. This policy explains what data the App handles and what we, the provider, do and do not receive.
2. The short version
- The App runs entirely on Atlassian's infrastructure (Atlassian Forge, "Runs on Atlassian"). It does not send customer data to us or to any third party.
- The App stores data in Atlassian's Forge hosted storage on the customer's behalf: templates, and for a limited time the records and results of bulk jobs (section 3). We cannot read this data.
- We do not receive issue content, templates, documents, names or email addresses from the App.
- The App contains no analytics, no tracking, no advertising and no cookies of its own, and loads no external scripts, fonts or images.
- Stored personal data is limited to Atlassian account ids, and for the person who starts a bulk job also the display name and email address, for at most 14 days. The App takes part in Atlassian's personal data reporting.
3. Data the App handles
| Data | Examples | Purpose | Where | Retention |
|---|---|---|---|---|
| Issue data read for a document | Fields, comments, work logs, history, people, linked issues of the issues you choose | Fill the template or the spreadsheet | Read by a Forge function through the Jira REST API with the permissions of the user (or the app, in an automation rule) | For a single document: in the memory of the function call only. For a combined document or spreadsheet job: kept in app storage until the job is done (at most 14 days if it failed or was stopped), then deleted |
| Templates | The uploaded Word file, name, description, file name pattern, language, field hints; account ids of the people who created or changed the template | Make documents | Forge hosted key-value storage | Until an administrator deletes the template or the app is uninstalled |
| Job records | The JQL query, the template, values typed in, formats, counters, notes; who started the job (account id, display name, email address, language, time zone) | Run and show bulk jobs, act as the person who started the job, fill {user.*} fields | Forge hosted key-value storage | 14 days, or until the user or an administrator deletes the job |
| Results of a documents job | Issue key, file names and messages for every issue | Show what happened | Forge hosted key-value storage | 14 days |
| Generated files of a combined-document or spreadsheet job | Word, PDF or Excel files made from issue data | Download on the Jobs page | Forge hosted key-value storage | 3 days |
| Documents made for one issue | The Word and PDF files | Download, and attach to the issue | Sent to the user's browser and added to the issue's attachments in Jira (the customer's data) | Not kept by the App |
| Unfinished template uploads | Pieces of a file being uploaded | Assemble the file | Forge hosted key-value storage | 2 hours |
| Atlassian account id and site information | In the context of each Forge call | Make calls as the user, check the license | In memory during the call | Not stored (except the ids named above), not logged |
| License status | Active, trial, inactive | Allow or refuse use of the App | In memory during the call | Not stored |
| Preferences in the browser | The last template a user chose | Remember the choice | In the browser (local storage of the app's iframe), if the browser allows it | Until the user clears browser data |
Issue data may itself contain personal data (names, email addresses, text in comments). The App uses it only to make the documents that users ask for.
4. Data we receive as the provider
- Support requests: if you contact support we receive what you send us (typically name, email address, site URL and the problem description). We use it to answer you and keep it as long as needed for support and legal obligations for at most 24 months after the last message, unless a longer period is required by law (for example bookkeeping rules).
- Marketplace transactions: purchases, licenses and billing are handled by Atlassian under the Atlassian Marketplace terms. We receive license and sales information from Atlassian as described in the Marketplace Partner Agreement, such as site, tier and contact details of the technical and billing contacts.
- Website: the Karelia Labs website sets no cookies and uses no analytics or trackers.
5. Roles and legal basis
For data handled by the App on the customer's site, the customer decides why and how it is used and is the controller. Atlassian hosts and processes it as the customer's processor under Atlassian's terms and the Forge Data Processing Addendum. The App's code runs on that platform and stores its data there; we have no access to the stored data, so we do not process the customer's personal data on our servers. For the support requests you send us, we are the controller of that correspondence.
For our own data (support, partner and billing contacts) we are the controller. The legal basis is our contract with you and our legitimate interest in running and supporting the App, and legal obligations (bookkeeping).
6. Sub-processors and recipients
We use no sub-processors for customer data. Atlassian (platform, hosting, billing, Marketplace) acts under its own terms. Support requests, whether sent through our support portal or by email, are handled in Atlassian's Jira Service Management, with Atlassian as our processor under its Data Processing Addendum.
7. International transfers
Customer data stays where the customer's Atlassian product keeps it; the Forge functions and the Forge hosted storage of the App follow the data residency of the host product. Our own support data is stored in Atlassian's cloud. Atlassian may process it outside the EU/EEA, for example in the United States, and protects such transfers with the EU Standard Contractual Clauses and its certification under the EU-U.S. Data Privacy Framework.
8. Retention and deletion
- Retention periods are in the table in section 3. Everything the App stores for bulk jobs expires by itself.
- Users can delete their own jobs, administrators can delete any job; deleting a job removes its records and files. Administrators can delete templates.
- Personal data reporting: a daily scheduled function reports the account ids that the App stores to Atlassian's personal data reporting service, at most once every seven days. For an account that Atlassian reports as closed, the App erases that person's jobs and removes the account id from the templates they created or changed.
- Uninstalling the App removes it from the site; Atlassian removes the App's storage under its own retention rules.
- Documents that were attached to issues stay in Jira, under the customer's control.
9. Security
The App follows the Forge security model: it requests granular scopes only, makes Jira requests with the permissions of the user (and, for bulk jobs that run after the user has left the page, as that same user through Atlassian's offline user impersonation), checks its license on the server, treats uploaded templates and issue data as untrusted input (templates are opened by a safe reader that refuses macro-enabled files, zip bombs and unsafe names; tags are parsed by our own parser without eval; rich text is converted structurally; spreadsheet cells that look like formulas are stored as text), runs under Forge's default content security policy without relaxations, and writes no content to logs. Data in transit and at rest is protected by the Forge platform. We handle vulnerabilities within Atlassian's required time limits and notify Atlassian of security incidents within 48 hours.
10. Your rights
Under the GDPR you may have the right to access, correct, erase, restrict or object to the processing of your personal data, to data portability, and to complain to a supervisory authority (in Sweden: Integritetsskyddsmyndigheten, IMY). For data in your Jira site, please contact the administrator of that site first; for our own data contact support@karelialabs.atlassian.net.
11. Children
The App is a business tool and is not directed at children.
12. Changes
We will update this policy when the App's data handling changes and publish the new version with a new date. Material changes are announced in the release notes.