Privacy policy: Burnrate

Last updated: [release date of Burnrate Advanced]

This policy explains what data the app “Burnrate: Project Cost & Budgets for Jira” (the app), published by Kayabyte, the trading name of Caner Kaya, Stasjonsveien 64, Oslo, Norway, processes when it is installed on an Atlassian Cloud site.

What the app does

The app turns the time logged in Jira into costs, using hourly rates that the customer enters, and tracks that cost against budgets for projects, epics, fix versions or JQL queries. In the Advanced edition, people can also fill in weekly or monthly timesheets (which create and change their own Jira worklogs), approvers approve them, and people who manage Burnrate keep customers and issue invoices.

Data the app stores

The app stores its data in Atlassian Forge hosted storage on the customer’s Atlassian site:

• Worklogs: for each worklog, its ID, work item ID, the author’s Atlassian account ID, the date, the time spent and billable time, and the cost and billing amounts the app calculated. Worklog comments are not stored.
• Work items with logged time, their parents, and open work items with a remaining estimate in a budget’s scope: ID, key, summary, project ID, work type name and level, parent and epic, status category, remaining estimate, labels and fix version IDs.
• Rate card: roles (name), and hourly cost and billing rates with their start dates, for the default rate, roles and people (by account ID).
• Budgets: name, scope (project, epic or version IDs and names, or a JQL query), amounts, dates, billing settings and, for JQL budgets, the IDs of the matched work items.
• Settings: currency, how much history to load, non-billable labels, Tempo connection settings, sync progress, and cached budget totals.
• Timesheets (Advanced): for each person and period, the status (submitted, approved, sent back), the hours at submission, when and by whom (account ID) it was decided, and the approver’s note. Approval keeps a snapshot of the period’s worklogs (worklog ID, work item ID, date and time spent). The person’s Jira timezone is kept so their days are shown correctly.
• Approvers (Advanced): which person (account ID) approves whose timesheets.
• Customers and invoices (Advanced): customer names, the address and details the customer entered, and the projects or epics they cover. Each invoice keeps its number, dates, amounts and lines (people’s display names or work item keys and summaries, hours, rates), the seller details and payment terms printed on it, the account ID of the person who issued it, the account IDs of people on its lines, and which worklogs it includes.
• Tempo API token: only if an admin connects Tempo Timesheets. It is kept in Forge secret storage, is only used for calls to Tempo and is never shown again.

The app does not store email addresses or avatars. Names are looked up from Jira when a page is shown, except on issued invoices, which keep the names they were printed with so the document does not change later.

Personal data and account closures

Account IDs are personal data. The app reports the account IDs it stores to Atlassian’s personal data reporting API every week. When Atlassian reports that an account has been closed, the app replaces that account ID with an anonymous key made with a secret kept on the customer’s site, and keeps a list of those anonymous keys so the account is not stored again. Past cost totals stay correct. Timesheet records, approvals and invoices keep their history under the anonymous key, the closed person’s approver assignments and timezone are deleted, and their name on invoice lines is replaced with “Former user”.

Who can see the data

Inside Jira, only people with the app’s “Burnrate: view budgets and reports” or “Burnrate: manage rates and budgets” global permission can see costs. The rate card, costs per person and billing amounts are shown only to people with the manage permission. Names of projects and work items are only shown to people who can browse them in Jira. In the Advanced edition, everyone on the site can see and fill in their own timesheet; people with the “Burnrate: approve timesheets” global permission, or a person’s assigned approver, can see that person’s timesheets (work items they cannot browse are shown as “Restricted work item”); customers and invoices are shown only to people with the manage permission. Jira admins decide who has these permissions.

Where data is processed

Burnrate runs on Atlassian’s Forge platform. Without the Tempo connection, the app makes no calls to servers outside Atlassian. If an admin turns on the Tempo connection, the app reads worklogs (with their author account IDs and billable time) and the worklog deletion log from Tempo’s API (api.tempo.io, api.eu.tempo.io or api.us.tempo.io) using the token the admin provided. Worklogs read from Tempo are stored as described under “Data the app stores”. Nothing is sent to Tempo other than these read requests. No data is sent to Kayabyte or to any other third party.

Retention and deletion

Data is kept while the app is installed. Admins can choose how much worklog history is kept (3 to 24 months, or all); worklogs deleted in Jira or Tempo are removed by the app’s sync. When the app is uninstalled, its Forge storage is deleted by Atlassian in line with Atlassian’s Forge data retention rules. Customers can also ask us to confirm deletion by contacting support. Invoices are kept until the app is uninstalled; voided invoices stay listed with their number.

Logs

For troubleshooting, the app writes operational logs on the Forge platform containing error types, status codes and short error messages in which IDs and email addresses are masked, without names or amounts. These logs are kept by Atlassian under its Forge log retention rules.

Your rights

For questions about this policy or about data the app processes, contact support@kayabyte.dev.

Changes

We will update this page if the app’s data handling changes. The date at the top shows the latest version.