Privacy Policy

1. Who we are (Data Controller)

HelpingBrains is the controller responsible for your personal data under the EU General Data Protection Regulation (GDPR). Our company details are set out in our Impressum.

You can contact us regarding privacy matters at privacy@helpingbrains.info. Postal contact and company registration information are available on the Impressum page.

2. Scope: products this policy covers

HelpingBrains offers several products. Because some are delivered as apps inside third-party platforms (such as Atlassian Jira, Akeneo, Shopware, and WordPress) and do not have a standalone website, this policy serves as their privacy policy. The table below clarifies coverage:

• Covered by this policy: This website (helpingbrains.info), CatalogOps, Sprint Reality, Dependency Radar, the AI Governance Platform, and our Shopware/WordPress marketplace apps.
• Governed separately: Bifrost (usebifrost.org) and Heimdall (useheimdall.app) publish their own privacy policies, which apply to those services.
• Host platforms: When you use an app within Jira, Akeneo, Shopware, or WordPress, that platform’s own privacy policy also applies to data it processes as controller.
• Product-specific disclosures: Some apps publish a dedicated data-handling page. For the Sprint Reality Jira app, see the Sprint Reality Privacy & Data Handling page at helpingbrains.info/privacy/sprint-reality.

3. Personal data we collect

We collect only the data needed to provide, secure, and improve our services. Depending on how you interact with us, this may include:

• Account & contact data: name, email address, company, role, and credentials you provide when registering or contacting us.
• Product & usage data: configuration, settings, log data, feature usage, device and browser information, and IP address.
• Content data: data you or your organization choose to process through our apps (for example, Jira issue metadata processed by Sprint Reality or Dependency Radar, or product catalog attributes processed by CatalogOps).
• Billing data: for paid plans, billing contact and transaction details, processed by our payment or marketplace providers.
• Communications: support requests, emails, and any information you send us.

4. How we use your data

We process personal data for the following purposes:

• To provide, operate, maintain, and secure our website and products.
• To authenticate users, deliver features, and provide customer support.
• To improve and develop our products, including diagnostics and analytics.
• To communicate with you about updates, security, and service matters.
• To process payments and manage subscriptions.
• To comply with legal, tax, and regulatory obligations.

5. Legal bases for processing (GDPR)

Under the GDPR we rely on the following legal bases:

• Contract (Art. 6(1)(b)): to provide the services you or your organization have requested.
• Legitimate interests (Art. 6(1)(f)): to secure, improve, and market our services in a proportionate way.
• Consent (Art. 6(1)(a)): for optional cookies, marketing, and certain AI features, where required.
• Legal obligation (Art. 6(1)(c)): to meet accounting, tax, and other legal duties.

6. Data processing within apps (as processor)

For our apps installed inside third-party platforms, your organization (the platform customer) is typically the data controller for the content data processed, and HelpingBrains acts as a data processor on your behalf.

In that role we process content data only to provide the app’s functionality, under a Data Processing Agreement (DPA) available on request. Our apps are designed to access the minimum data necessary. Where an app offers optional AI features, those features are read-only unless stated otherwise, and are described in the app’s documentation.

7. Cookies and analytics

Our website uses strictly necessary cookies to function, and may use optional analytics or preference cookies with your consent. You can manage cookie preferences in your browser at any time. We do not use cookies to sell your data.

8. Sharing and disclosure

We do not sell your personal data. We share it only with:

• Service providers (sub-processors): hosting, infrastructure, analytics, payment, and support vendors who process data under contract on our instructions.
• Platform providers: Atlassian, Akeneo, Shopware, or WordPress where required to deliver an app you use.
• Legal and safety: authorities or advisors where necessary to comply with law, enforce our terms, or protect rights and safety.
• Business transfers: an acquirer in the event of a merger, acquisition, or asset sale, subject to this policy.

9. International data transfers

We prioritize EU-based data hosting. Where data is transferred outside the European Economic Area, we rely on appropriate safeguards such as the European Commission’s Standard Contractual Clauses and adequacy decisions.

10. Data retention

We keep personal data only as long as necessary for the purposes described above, to provide the services, and to meet legal obligations. When data is no longer needed, we delete or anonymize it. On termination, content data processed by our apps is deleted or returned in accordance with our DPA.

11. Data security

We apply enterprise-grade technical and organizational measures, including encryption in transit, access controls, least-privilege permissions, logging, and regular reviews. No system is perfectly secure, but we work continuously to protect your data and will notify you and regulators of qualifying breaches as required by law.

12. Your rights

Subject to applicable law, you have the right to:

• Access the personal data we hold about you.
• Rectify inaccurate or incomplete data.
• Erase your data (“right to be forgotten”).
• Restrict or object to certain processing.
• Data portability — receive your data in a portable format.
• Withdraw consent at any time, without affecting prior processing.
• Lodge a complaint with a supervisory authority (in Germany, your competent Landesdatenschutzbehörde).

13. Children’s privacy

Our products are intended for businesses and are not directed to children under 16. We do not knowingly collect data from children.

14. Changes to this policy

We may update this policy to reflect changes in our services or the law. We will post the updated version here with a new “Last updated” date, and notify you of material changes where appropriate.

15. Contact

For any privacy questions or to exercise your rights, contact us at privacy@helpingbrains.info. Company and postal details are available on our Impressum page.