Data storage and data residency

Owned by Johannes Laatu (Deactivated)
Last updated: Oct 15, 2024 by Janette Hagerlund
3 min read

Refined stores a limited amount of data in its own database outside of Atlassian Cloud.

On this page:

Data we store

  • Layouts of landing pages created in Refined Sites (Page Builder)

  • Themes

  • Navigation structure

  • Promoted search results

  • Announcements

  • User IDs of logged-in users

  • Page featured image and text (metadata)

  • Feedback content (of feedback submitted with the feedback feature)

  • Media files

    • Images uploaded into the layouts and themes.

    • Images uploaded as site logos, favicons, and app icons.

Data we don’t store

  • Personally identifiable information (except for IP addresses that we store in our logs for two weeks).

  • Login credentials of users. Authentication happens through Atlassian.

  • Atlassian content. Atlassian content is never cached and it is fetched on demand for the user requesting the data.

  • Information about the user who writes in the chat with Robyn, the AI chatbot. We don’t add cookies.

Data residency

The data we store is stored in the US by default. We offer the option to migrate your Refined data to the EU.

We advise storing your Refined data and your Atlassian data in the same region (EU or US). For example, companies who have their Atlassian instance and user base in the EU may experience faster loading of Refined sites if the Refined instance is also located in the EU.

Additionally, companies who work in regulated industries like finance, government, or healthcare may need data residency in the EU to meet GDPR and/or other data security/privacy requirements.

Architecture diagram

AWS EU.jpg

Change data residency to the EU

Migration to the EU takes up to one hour. Your Refined sites and Refined Administration are inaccessible during this time, so we advise to migrate during a time when your sites have low activity levels – for example during evenings or weekends. We also suggest you notify your users beforehand by adding announcement banners to your sites.

To migrate your data:

  1. Go to the Refined Administration.

  2. In the left-hand menu, click Account & Billing.

  3. Click the Start migration button located next to Data Migration.

Data residency FAQ

Yes, migration is included in your Refined Sites subscription.

If you experience any issues, you can roll back your migration within 7 days. Your data will be stored in the US again, and you’ll lose the updates you’ve made while your data was stored in the EU.

  1. Go to the Refined Administration.

  2. In the left-hand menu, click Account & Billing.

  3. Click the Roll back button located next to Data Migration.

No, the data is stored in Frankfurt, Germany.

No, beside the brief downtime during migration.

Access to customer data

Access to the Refined cloud infrastructure is restricted to Refined employees who require access to develop, maintain and troubleshoot issues within the product.

Data collection about product usage

Refined collects a limited amount of product-usage data for the purposes of understanding customer needs and improving Refined Sites accordingly. Data is collected at the customer level; Refined does not collect user data.

Data collected includes information such as:

  • number of sites

  • number of themes

  • number of custom domains

  • number of Confluence spaces added to Refined

How to exit the service agreement

  1. In Confluence or Jira, go to Settings > Apps > Manage apps.

  2. Select Refined, then select Unsubscribe and Uninstall.

Data retention

Refined deletes the customer's data after 30 days from the uninstallation (see instructions above).

Got questions?

Please get in touch with us - we'll be happy to hear from you.Â