Ji4Privacy policy
Last updated 29 July 2026
This policy explains how OS Informatics Limited processes personal data as controller for the Ji4 website and accounts, and as processor for customer support conversations handled through Ji4.
1. About this policy
This policy explains how OS Informatics Limited ("Ji4", "we", "us") processes personal data. Ji4 is the trading name for the Ji4 customer support platform, and is operated from Ireland, in the EU.
OS Informatics Limited is a company incorporated in Ireland, company number [COMPANY NUMBER], registered office [REGISTERED ADDRESS]. For the processing described in this policy, we act as a data controller. Contact: [PRIVACY CONTACT EMAIL].
2. The two roles we play
We process personal data in two different capacities, and your rights depend on which one applies to you.
We act as a controller for: visitors to www.ji4.io, people who contact us, people who sign up for and administer Ji4 accounts, and billing contacts. This policy governs that processing.
We act as a processor for: the content of our customers' support conversations, including messages, contact details and portal activity of their end users. Our customer, the business workspace you contacted for support, controls that data. If you contacted a company that uses Ji4, that company's privacy notice governs, and requests about your data should go to them. We process that data only on the workspace's instructions under our Data Processing Agreement, and we assist them in responding to your requests.
3. What we collect and why (as controller)
3.1 Website visitors (www.ji4.io)
Traffic analytics. We use Cloudflare Web Analytics, which operates without cookies, to understand aggregate traffic. With your consent given through our cookie banner, we additionally use Google Analytics 4, Google Tag Manager and Microsoft Clarity, which set cookies and collect device, usage and interaction data (including, for Clarity, session replay signals such as scrolling and clicks). Legal basis: consent (Article 6(1)(a)). You can decline or withdraw consent at any time via the cookie preferences control on our Cookie Policy page, and the site works fully without it.
Infrastructure and security. Our website and application are delivered through Cloudflare, which processes IP addresses, request headers and security signals to serve content and prevent abuse. Legal basis: legitimate interests (Article 6(1)(f)) in operating a secure service.
3.2 People who contact us
If you use our contact form or email us, we process your name, email address and message content to respond. Legal basis: legitimate interests in handling enquiries, or steps prior to entering a contract (Article 6(1)(b)) where the enquiry concerns purchasing Ji4. Retained for [CONTACT RETENTION PERIOD] after last contact.
3.3 Account holders and Authorised Users
When a business creates a Ji4 account, we process: names, work email addresses, passwordless authentication data (a single-use, short-lived magic link sent to your work email; we do not set or store a password), role and permission settings, account activity logs, and configuration. Legal bases: performance of the contract with our customer (Article 6(1)(b)) and legitimate interests in securing the service. Retained for the life of the account plus [ACCOUNT RETENTION PERIOD], subject to the export window in our Terms, and see Retention below for specific system-level periods.
3.4 Billing contacts
We process billing names, addresses, email addresses, VAT numbers and transaction records. Payment card details are collected and processed directly by Stripe; we do not store card numbers. Legal bases: contract performance and legal obligation (Article 6(1)(c)) for tax and accounting records, retained for the periods Irish revenue law requires.
3.5 Marketing
We send product and marketing communications only in accordance with applicable law: to account holders about similar services with an opt-out in every message, or with consent. Legal basis: legitimate interests or consent as applicable. You can opt out at any time via the link in any message or by contacting us.
3.6 Product usage
We process product usage data, such as feature interactions, session activity and diagnostic logs, to operate, secure, support and improve the Service. Legal basis: legitimate interests in operating and improving a secure product (Article 6(1)(f)). See Retention below.
4. Retention
We keep personal data only as long as needed for the purposes described above. Contact and account retention periods for controller-side data are set out in Section 3. The following system-level periods apply to data Ji4 itself retains in operating the Service:
| Data | Retention period |
|---|---|
| Authentication tokens (magic links) | Purged once the token expires or is used, whichever happens first |
| Raw inbound webhook payloads | 30 days |
| Audit logs | Approximately 24 months |
| AI usage records | Approximately 13 months |
| Automation runs and notifications | Approximately 12 months |
| Workspace support content (tickets, messages, attachments) | Retained for the life of the workspace; removed on erasure, see Your rights below |
These periods apply to data Ji4 itself retains. Copies already shared with sub-processors age out under each provider's own retention schedule, and Stripe may retain certain billing records for longer under its own legal obligations; see Your rights below.
5. AI features
Ji4 includes AI assisted features: duplicate detection, semantic search, and drafting of Linear issues from support conversations. Ji4 does not use AI to draft or send replies to End Users.
When AI assisted drafting turns a ticket into a Linear issue, the ticket subject and the customer-visible message thread are sent to our AI provider, Anthropic, PBC, or to OpenAI, L.L.C. as a failover provider if Anthropic is unavailable. OpenAI is also used to generate the embeddings that power duplicate detection and semantic search.
AI assisted drafting is available on every plan, including Basic, and is opt-in per workspace: an account Owner or Admin must accept an in-product data-processing disclosure before the first AI draft is generated for that workspace.
Ji4 does not use content submitted through these features to train AI models.
For End User content, this processing occurs under our customers' instructions, in accordance with the Data Processing Agreement.
6. Who we share personal data with
We share personal data with sub-processors and service providers strictly to operate Ji4. For the website: Cloudflare (infrastructure, security, cookieless analytics) and, if you accept analytics cookies, Google and Microsoft (see our Cookie Policy). For the product: the current sub-processors we use, what each receives, and why, are listed on our sub-processors page.
Your own connected Linear workspace is not a Ji4 sub-processor. Connecting it is a transfer you initiate to your own Linear account, governed by your own relationship with Linear, not something Ji4 does on its own instructions.
We also disclose personal data where required by law or to protect rights, safety or the integrity of the service, and in connection with a corporate transaction, subject to this policy.
We do not sell personal data.
7. EU data residency and international transfers
Ji4 is operated from Ireland, in the EU. Production data, including our database and file storage, resides on EU-based infrastructure.
Some sub-processors process data outside the European Economic Area, including in the United States. Where they do, we rely on adequacy decisions, including the EU-US Data Privacy Framework for certified providers, the European Commission's Standard Contractual Clauses, and supplementary measures where appropriate. Details per provider are available on our sub-processors page and on request.
8. Security
We apply technical and organisational measures appropriate to the risk, including encryption in transit, access controls, logging, and the measures described in Annex C of our Data Processing Agreement and on our Security page. No internet service is completely secure; we notify affected parties of personal data breaches as the GDPR requires.
9. Your rights
Under the GDPR you may request access, rectification, erasure, restriction, portability, and object to processing based on legitimate interests. Where processing relies on consent, you may withdraw it at any time without affecting prior processing.
Access, export and erasure requests are currently handled on request via support; self-serve export and deletion tooling in the product is planned but not yet available. To exercise a right, contact [PRIVACY CONTACT EMAIL]. We respond within one month.
Erasure removes the relevant data from Ji4's own systems, and cancels and revokes any connected Stripe and Linear connections for the account. It does not reach into copies already held by sub-processors: those age out under each sub-processor's own retention schedule, described on our sub-processors page.
Stripe may retain billing and transaction records after account deletion, where it is required to do so under its own legal obligations, including tax and accounting law. This is a lawful exception to erasure, not an oversight.
If you are an end user of one of our customers, direct your request to that customer; we will assist them in responding to you, as described in the Data Processing Agreement.
You may lodge a complaint with the Irish Data Protection Commission (www.dataprotection.ie) or your local supervisory authority.
10. Automated decision-making
We do not make decisions producing legal or similarly significant effects about you based solely on automated processing.
11. Children
Ji4 is a business service and not directed at children. We do not knowingly collect children's personal data as a controller.
12. Changes
We will update this policy as our processing changes and revise the date above. Material changes affecting account holders will be notified.
13. Contact
OS Informatics Limited, [REGISTERED ADDRESS].
Privacy queries: [PRIVACY CONTACT EMAIL].
See also the other legal documents and our security posture.