{"id":4204,"date":"2021-05-05T10:46:14","date_gmt":"2021-05-05T08:46:14","guid":{"rendered":"https:\/\/www.actonic.de\/warum-ihr-jira-dsgvo-konform-sein-sollte\/"},"modified":"2023-03-31T11:21:24","modified_gmt":"2023-03-31T09:21:24","slug":"why-everyone-using-jira-must-be-gdpr-compliant","status":"publish","type":"post","link":"https:\/\/actonic.de\/en\/why-everyone-using-jira-must-be-gdpr-compliant\/","title":{"rendered":"Why everyone using Jira must be GDPR-compliant"},"content":{"rendered":"<div class=\"wpb-content-wrapper\"><p>[vc_row][vc_column][vc_column_text][\/vc_column_text][\/vc_column][\/vc_row][vc_row][vc_column][vc_column_text]<strong>Where is the connection between GDPR regulations and Jira in companies?<\/strong><\/p>\n<p>Many companies use Jira as part of their data storage processes for personal data (also called &#8220;PII&#8221;: personally identifiable information). They consist of: full names, addresses, e-mail addresses, birthdates, telephone numbers, login data, passwords, bank details etc.<\/p>\n<ul>\n<li>Customers create tickets, which contain personal data like login data (e.g. in support)<\/li>\n<li>Applicants send in applications via\u00a0Jira issue collector<\/li>\n<li>Potential customers send in requests for licenses and fill out company or bank details<\/li>\n<li>Relevant data is shared company-wide and maybe even internationally between teams<\/li>\n<\/ul>\n<p>This proves that personal and sensible data can be part of Jira instances in companies and need underlying GDPR settings for PII handling.[\/vc_column_text][\/vc_column][\/vc_row][vc_row][vc_column][heading title=&#8221;Why you should be GDPR-compliant, especially when using Jira&#8221; heading=&#8221;h2&#8243; font_weight=&#8221;&#8221; el_id=&#8221;1620201008586-0552be7b-cda6&#8243;][vc_column_text]Personal data is the new oil on today&#8217;s markets. Due to personal data business processes in B2B or B2C market can be carried out quickly and accordingly.<\/p>\n<p>For example: Customer John Doe is sending in some of his PII (name, address, credit card number) to a company to purchase their software license.<\/p>\n<p>This is where Jira comes in play: It can be used as a diverse tool for project management, HR, marketing, sales and so on. It stores diverse data, from customers to employees and could contain the most secure personal data like birthdates, telephone numbers or credit card numbers. In most cases personal data is needed for successful business processes, like in the example above. But, major damage is possible in case of data abuse and data spreading as well. Therefore, it&#8217;s important to point out that it&#8217;s a personal right to get more insight into storage of personal data and to have the right to erasure (Art. 17 GDPR). Therefore, companies using tools like Jira should enable data processing and deletion according to laws.[\/vc_column_text][\/vc_column][\/vc_row][vc_row][vc_column][heading title=&#8221;How does GDPR-compliance in Jira look like and how to achieve it?&#8221; heading=&#8221;h2&#8243; font_weight=&#8221;&#8221; el_id=&#8221;1620201530691-1e6cf7da-2a19&#8243;][vc_column_text]Data privacy and GDPR compliance is achieved through data protection officer (DPO) or responsibles and the usage of designated systems, of course with underlying GDPR regulations. Jira offers some useful functions by default, but they are not enough to cover all GDPR needs. A lot has to be done manually and needs monitoring. By using tools that allow checking and editing existing instances and data records, you will be able to set up a GDPR-compliant Jira environment. In the best case: all done automatically, extensively and without errors. Therefore, we definitely recommend using the complete toolkit called <strong><a href=\"https:\/\/marketplace.atlassian.com\/apps\/1218962\/data-protection-and-security-toolkit-for-jira?hosting=cloud&amp;tab=overview\">Data Protection and Security Toolkit for Jira<\/a><\/strong> from Actonic.[\/vc_column_text][vc_column_text]<strong>When a GDPR tool is needed in Jira: Scenario 1<\/strong><\/p>\n<p><span class=\"inline-comment-marker\" data-ref=\"466544cb-c78e-4f88-9a91-1c5b70a766de\">Imagine<\/span>\u00a0working in an international enterprise, with a dozen of projects, hundreds of employees and thousands if not millions of data elements. If a single customer requests the deletion of his data, employees are responsible to look for tickets related to the customer, to be deleted or anonymized. For some of you this scenario might not be fiction, but reality. This use case does require a tool which is checking issues in Jira automatically and in a time-saving manner, collecting relevant elements and deleting or anonymizing information according to a created rule. The same scenario could take place in case of data deletion from employees or applicants.<\/p>\n<p><strong>When a GDPR tool is needed in Jira: Scenario 2<\/strong><\/p>\n<p>GDPR is not only concerned with data deletion, but also with announcing GDPR regulations and their approval. So another scenario would be spreading company-relevant information in relation to cookies or regulations for your Jira instance. Maybe you would like to announce new data protection rules for your Jira instance and track, who has accepted it. In case of important changes in those rules you would like to announce them to every user just with one click. Like in scenario 1, you will be in need of a tool that is quickly spreading messages and supports data protection laws in your company.[\/vc_column_text][vc_column_text]<strong><a href=\"https:\/\/marketplace.atlassian.com\/apps\/1218962\/data-protection-and-security-toolkit-for-jira?hosting=cloud&amp;tab=overview\">Data Protection and Security Toolkit for Jira<\/a>\u00a0helps you to achieve GDPR compliance:<\/strong><\/p>\n<ul>\n<li><span class=\"inline-comment-marker\" data-ref=\"43a94cd4-126c-4e23-9b4f-9ab9cc5604a6\">Get insights into data records, storage period and which data is stored in detail<\/span><\/li>\n<li><span class=\"inline-comment-marker\" data-ref=\"43a94cd4-126c-4e23-9b4f-9ab9cc5604a6\">Search for specific data, for example in single projects or tickets<\/span><\/li>\n<li><span class=\"inline-comment-marker\" data-ref=\"43a94cd4-126c-4e23-9b4f-9ab9cc5604a6\">Extensive and controlled deletion of personal or sensitive data (right to erasure)<\/span><\/li>\n<li><span class=\"inline-comment-marker\" data-ref=\"43a94cd4-126c-4e23-9b4f-9ab9cc5604a6\">Extensive deletion without manual tasks for employees<\/span><\/li>\n<li><span class=\"inline-comment-marker\" data-ref=\"43a94cd4-126c-4e23-9b4f-9ab9cc5604a6\">Create <\/span><span class=\"inline-comment-marker\" data-ref=\"43a94cd4-126c-4e23-9b4f-9ab9cc5604a6\">r<\/span>ules and templates for data search and deletion, with the possibility to customize them completely<\/li>\n<\/ul>\n<p>[\/vc_column_text][\/vc_column][\/vc_row][vc_row][vc_column][vc_column_text]Here is a glimpse of our app. As you can see you&#8217;re able to set up and activate\/deactivate individual templates for data cleaning processes. By doing so, Jira tickets can be cleaned out of personal data for example.[\/vc_column_text][vc_single_image image=&#8221;4203&#8243; img_size=&#8221;full&#8221; alignment=&#8221;center&#8221; onclick=&#8221;link_image&#8221;][vc_single_image image=&#8221;4201&#8243; img_size=&#8221;full&#8221; alignment=&#8221;center&#8221; onclick=&#8221;link_image&#8221;][\/vc_column][\/vc_row][vc_row][vc_column][vc_column_text]Tools like our app <strong><a href=\"https:\/\/marketplace.atlassian.com\/apps\/1218962\/data-protection-and-security-toolkit-for-jira?hosting=cloud&amp;tab=overview\">Data Protection and Security Toolkit for Jira<\/a><\/strong>\u00a0can also be used for other use cases:<\/p>\n<ul>\n<li><span class=\"inline-comment-marker\" data-ref=\"8f318b94-379b-437d-b208-4d4d56527db3\"><span class=\"inline-comment-marker\" data-ref=\"9edf3f13-1bc9-4d29-a0a3-e7ff9b34475d\">informing users about changes in data regulations and asking for approval<\/span><\/span><\/li>\n<li><span class=\"inline-comment-marker\" data-ref=\"8f318b94-379b-437d-b208-4d4d56527db3\"><span class=\"inline-comment-marker\" data-ref=\"9edf3f13-1bc9-4d29-a0a3-e7ff9b34475d\">company-wide communication channel for guidelines and changes<\/span><\/span><\/li>\n<li><span class=\"inline-comment-marker\" data-ref=\"8f318b94-379b-437d-b208-4d4d56527db3\">getting consent for different guidelines, cookies, or\u00a0GDPR regulation<\/span><\/li>\n<li><span class=\"inline-comment-marker\" data-ref=\"8f318b94-379b-437d-b208-4d4d56527db3\">processing recurring tasks, for example anonymizing specific data regularly<\/span><\/li>\n<li><span class=\"inline-comment-marker\" data-ref=\"8f318b94-379b-437d-b208-4d4d56527db3\">qui<\/span>ck and easy communication and documentation<\/li>\n<li>and many more<\/li>\n<\/ul>\n<p>Have you spotted some use cases that you would like to easily enable in your Jira instance? Then test our app <strong><a href=\"https:\/\/marketplace.atlassian.com\/apps\/1218962\/data-protection-and-security-toolkit-for-jira?hosting=cloud&amp;tab=overview\">Data Protection and Security Toolkit for Jira<\/a><\/strong>\u00a0for free on\u00a0<span class=\"inline-comment-marker\" data-ref=\"5bf9e44f-3665-4ed3-a22a-f202db585b38\">Atlassian&#8217;s Marketplace.<\/span>[\/vc_column_text][\/vc_column][\/vc_row][vc_row][vc_column][vc_column_text]<\/p>\n<p style=\"text-align: center;\">Is your Jira GDPR compliant? Download our free checklist now and find out your status quo!<\/p>\n<p>[\/vc_column_text][button title=&#8221;Do the check now!&#8221; link=&#8221;https:\/\/actonic.de\/en\/gdpr-compliance-checklist\/&#8221; button_align=&#8221;center&#8221; button_size=&#8221;btn-lg&#8221; el_id=&#8221;1620201992175-b279f155-ccd8&#8243;][\/vc_column][\/vc_row]<\/p>\n<\/div>","protected":false},"excerpt":{"rendered":"<p>Penalties in case of GDPR violations can sum up to multiple millions of dollar. We explain why you should pay attention to GDPR laws in relation to your Jira and give first solutions on how to achieve compliance with a GDPR tool.<\/p>\n","protected":false},"author":11,"featured_media":4207,"comment_status":"open","ping_status":"open","sticky":false,"template":"single_cta.php","format":"standard","meta":{"_acf_changed":false,"footnotes":""},"categories":[238],"tags":[344,327,322,280],"class_list":["post-4204","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-articles-data-security","tag-data-protection-and-security-jira-en","tag-data-security-en","tag-gdpr-en","tag-jira-en"],"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO Premium plugin v27.3 (Yoast SEO v27.3) - https:\/\/yoast.com\/product\/yoast-seo-premium-wordpress\/ -->\n<title>Why everyone using Jira must be GDPR-compliant - Actonic \u2013 Unfolding your potential<\/title>\n<meta name=\"description\" content=\"GDPR compliance in Jira \u27a1\ufe0f what you need to consider \u2714\ufe0f Communicate and clean up data \u2714\ufe0f read now!\" \/>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/www.actonic.de\/en\/why-everyone-using-jira-must-be-gdpr-compliant\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"Why everyone using Jira must be GDPR-compliant\" \/>\n<meta property=\"og:description\" content=\"GDPR compliance in Jira \u27a1\ufe0f what you need to consider \u2714\ufe0f Communicate and clean up data \u2714\ufe0f read now!\" \/>\n<meta property=\"og:url\" content=\"https:\/\/www.actonic.de\/en\/why-everyone-using-jira-must-be-gdpr-compliant\/\" \/>\n<meta property=\"og:site_name\" content=\"Actonic \u2013 Unfolding your potential\" \/>\n<meta property=\"article:published_time\" content=\"2021-05-05T08:46:14+00:00\" \/>\n<meta property=\"article:modified_time\" content=\"2023-03-31T09:21:24+00:00\" \/>\n<meta property=\"og:image\" content=\"https:\/\/actonic.de\/wp-content\/uploads\/2021\/05\/Why-everyone-using-Jira-must-be-GDPR-compliant-EN.jpg\" \/>\n\t<meta property=\"og:image:width\" content=\"1200\" \/>\n\t<meta property=\"og:image:height\" content=\"585\" \/>\n\t<meta property=\"og:image:type\" content=\"image\/jpeg\" \/>\n<meta name=\"author\" content=\"Viktoria Kvindt\" \/>\n<meta name=\"twitter:card\" content=\"summary_large_image\" \/>\n<meta name=\"twitter:label1\" content=\"Written by\" \/>\n\t<meta name=\"twitter:data1\" content=\"Viktoria Kvindt\" \/>\n\t<meta name=\"twitter:label2\" content=\"Est. reading time\" \/>\n\t<meta name=\"twitter:data2\" content=\"6 minutes\" \/>\n<script type=\"application\/ld+json\" class=\"yoast-schema-graph\">{\"@context\":\"https:\\\/\\\/schema.org\",\"@graph\":[{\"@type\":\"Article\",\"@id\":\"https:\\\/\\\/www.actonic.de\\\/en\\\/why-everyone-using-jira-must-be-gdpr-compliant\\\/#article\",\"isPartOf\":{\"@id\":\"https:\\\/\\\/actonic.de\\\/en\\\/why-everyone-using-jira-must-be-gdpr-compliant\\\/\"},\"author\":{\"name\":\"Viktoria Kvindt\",\"@id\":\"https:\\\/\\\/actonic.de\\\/en\\\/#\\\/schema\\\/person\\\/91149a0b48ddec8e95d5b9a6ae4b68f0\"},\"headline\":\"Why everyone using Jira must be GDPR-compliant\",\"datePublished\":\"2021-05-05T08:46:14+00:00\",\"dateModified\":\"2023-03-31T09:21:24+00:00\",\"mainEntityOfPage\":{\"@id\":\"https:\\\/\\\/actonic.de\\\/en\\\/why-everyone-using-jira-must-be-gdpr-compliant\\\/\"},\"wordCount\":1065,\"commentCount\":0,\"image\":{\"@id\":\"https:\\\/\\\/www.actonic.de\\\/en\\\/why-everyone-using-jira-must-be-gdpr-compliant\\\/#primaryimage\"},\"thumbnailUrl\":\"https:\\\/\\\/actonic.de\\\/wp-content\\\/uploads\\\/2021\\\/05\\\/Why-everyone-using-Jira-must-be-GDPR-compliant-EN.jpg\",\"keywords\":[\"Data Protection and Security Toolkit for Jira\",\"Data Security\",\"GDPR\",\"Jira\"],\"articleSection\":[\"Data Security\"],\"inLanguage\":\"en-US\",\"potentialAction\":[{\"@type\":\"CommentAction\",\"name\":\"Comment\",\"target\":[\"https:\\\/\\\/www.actonic.de\\\/en\\\/why-everyone-using-jira-must-be-gdpr-compliant\\\/#respond\"]}]},{\"@type\":\"WebPage\",\"@id\":\"https:\\\/\\\/actonic.de\\\/en\\\/why-everyone-using-jira-must-be-gdpr-compliant\\\/\",\"url\":\"https:\\\/\\\/www.actonic.de\\\/en\\\/why-everyone-using-jira-must-be-gdpr-compliant\\\/\",\"name\":\"Why everyone using Jira must be GDPR-compliant - 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