JUSA Tools Privacy Policy

1. Controller and scope

This policy applies to the JUSA Tools apps, JUSA Tools web access, and the related account, billing, synchronisation, AI, and export features. The general Privacy Policy applies to the public JUSA website.

2. Roles for individuals and organisations

JUSA Tools can be purchased and used by individuals and organisations. We are generally the controller for account, contract, billing, security, and usage data. Where a customer uses JUSA Tools in a professional or organisational context and reports, photos, files, voice recordings, or other customer-provided content contains personal data, the customer generally determines the purposes of that processing and we process the content on its documented instructions. Customers and users remain responsible for the required rights and permissions for content they provide.

3. Data we process

• Account and organisation: email address, internal account and user IDs, authentication status, organisations, workspaces, roles, invitations, and permissions.
• Report and project data: reports, forms and templates, notes, photos, PDFs and other files, voice recordings and transcripts, annotations, pins, captions, and export settings.
• Synchronisation and operations: device IDs, changes, synchronisation and deletion status, timestamps, technical error and security data, and the IP address used to access the server.
• Contract and billing: plan, entitlements, storage and AI usage, transactions, invoice and subscription state, and payment references supplied by Stripe. We do not receive complete card details.
• Support: the content of your request and, only where required and authorised for handling it, technical information or affected product data.

4. Device storage and permissions

Existing device-private reports and related files generally remain on the device being used. PowerSync and persistent storage of report and file data in Supabase are not used for that workspace. Local data may, however, be included in device or operating-system backups if you have enabled them.

Camera, photo or file access, and microphone access are used only for a capture, selection, or editing action that you start and remain subject to operating-system permissions. Required data is also processed online for device-private content when you start an AI, transcription, or export feature. Moving data to a synchronised workspace requires an express product confirmation.

5. Cloud storage and synchronization

When synchronization is used, account, workspace, permission, report, and file data is stored within the European Union. PowerSync synchronises the data available to each user between the cloud and their devices.

5a. Optional Google and Microsoft contact imports

When you start a contact import in the JUSA Tools web app, you choose a Google or Microsoft account and authorize read-only access. We read the account identity and the available contact names, email addresses, telephone numbers, postal addresses, companies, job titles, departments, notes, and contact groups or folders to show an import preview and help identify duplicates. This is a one-time import, not continuous synchronization. We do not edit or delete contacts in your Google or Microsoft account.

The provider data is read in your browser. Only the contacts and changes you select and confirm are saved to your JUSA workspace, together with provider references and import history used for repeat imports and conflict-aware undo. Saved contacts are available to authorized workspace members and are processed by the storage and synchronization providers described below. Unselected contact details are not saved to our servers; import history can retain a source identifier and outcome for skipped items. Access tokens remain temporary in browser memory, are not sent to our backend or stored in import records, and are cleared after the attempt; Google access is also revoked after the read.

You can remove imported contacts using the product's contact and import-history controls, subject to workspace permissions and later changes. Saved contacts follow the workspace retention and deletion rules below. Revoking access in your Google or Microsoft account prevents future authorized reads but does not itself delete copies you already saved in JUSA Tools. For deletion requests, use the product controls or contact us at the address above.

We use Google user data only to provide these user-facing contact features. We do not sell it, use it for advertising or credit decisions, or use it to train general-purpose AI models. Our use and transfer of information received from Google APIs follows the Google API Services User Data Policy, including its Limited Use requirements. Google and Microsoft also process the sign-in and authorization under their own privacy policies.

6. Online AI, transcription, and exports

Text improvement, title generation, transcription, and transcript improvement run only at your request. The required text, audio, or transcript is sent to Microsoft Azure OpenAI Service and processed within the European Union.

Microsoft automatically checks content for potential abuse. Flagged content may be temporarily stored within the European Union for human review.

To create DOCX or PDF files, the selected report content and layout settings are processed online. Temporary export files are stored only to make the download available.

7. Billing through Stripe

If you purchase a subscription, additional storage, or AI credits, or open the billing portal, we send the necessary account, plan, and transaction data to Stripe Payments Europe, Limited, Ireland. Stripe processes contact and billing data, payment instrument data, IP address, device information, and fraud-prevention data. Stripe may act as an independent controller for certain legal, regulatory, and security purposes. For more information, see Stripe's Privacy Policy.

8. Purposes and legal bases

• Providing the account, synchronisation, storage, collaboration, export, AI, and billing features: Article 6(1)(b) GDPR where you are the contracting party, otherwise Article 6(1)(f) GDPR to perform our contract with your business.
• Authentication, abuse prevention, error analysis, service security, and enforcement of roles, quotas, and deletion states: Article 6(1)(f) GDPR. Our legitimate interest is operating the product securely and reliably.
• Invoicing and tax or commercial-law records: Article 6(1)(c) GDPR.
• Where we process customer content as a processor, purposes and legal bases are determined by the respective customer's documented instructions and responsibility.

9. Recipients and infrastructure

• Supabase: authentication and storage of account, report, and file data.
• PowerSync / Journey Mobile, Inc. DBA PowerSync: synchronisation of authorised data between the cloud and devices.
• Fly.io: operation of the JUSA Tools online services.
• Microsoft Azure: processing of deliberately initiated AI and transcription requests.
• Stripe Payments Europe, Limited, Ireland: checkout, subscriptions, invoices, billing portal, payments, and fraud prevention.

The listed services process central JUSA Tools data within the European Union. We have entered into data processing agreements under Article 28 GDPR with our processors.

Where affiliates or subprocessors process data in third countries, Articles 44 et seq. GDPR apply. Transfers rely in particular on adequacy decisions, including the EU-US Data Privacy Framework, or on the EU Standard Contractual Clauses with supplementary safeguards. More information is available from Supabase, PowerSync, Fly.io, Microsoft, and Stripe.

10. Retention and deletion

• Device-private data remains on your device until you remove it in the app or operating system, or by uninstalling the app and deleting its data.
• New no-card trials last 14 days and do not become paid subscriptions without an explicit purchase. After expiry, existing synced content remains readable during a 30-day recovery period. A verified purchase awaiting payment may receive one limited payment-recovery period, with the exact deadline shown in the account. After recovery ends, automated cleanup applies to that trial workspace and its cloud files; your sign-in account and other workspaces remain. Device-private content remains on your device. Trial and payment reminders are sent to the current primary owner.
• For existing subscriptions and card-backed trials, canceling a subscription does not immediately delete the account. Paid or trial access continues until Stripe's authoritative period end. We then retain synchronised product data for a 30-day recovery period. During that period you can resubscribe to restore access or download your data from the account page. When it ends, automated deletion of product data, cloud files, and the sign-in identity begins.
• An explicit account-deletion request locks access immediately and has a seven-day undo period before permanent deletion begins. Canceling a subscription and deleting an account are separate actions.
• Minimal deletion markers needed to prevent old or offline clients from restoring deleted records remain for at least 90 days. They do not contain report content.
• Replaced or deleted source files are deleted 30 days after no active reference remains. Temporary export downloads expire after 24 hours.
• We retain contract, invoice, security, consent, and abuse-prevention records for as long as required for legal obligations, performance of the contract, or the establishment, exercise, and defence of legal claims. Statutory retention duties remain unaffected.

Deleted data may remain in encrypted backups and with processors until the end of their applicable backup and deletion cycles. We also assess whether third-party rights or statutory retention duties prevent deletion when responding to a request.

11. Your rights

Subject to the GDPR, you have rights including access, rectification, erasure, restriction of processing, data portability, and objection. You may withdraw consent at any time with effect for the future. Where processing relies on Article 6(1)(f) GDPR, you may object on grounds relating to your particular situation.

If your request concerns content processed under the responsibility of your employer or another JUSA Tools customer, please contact that customer first. We will assist the customer in responding. You may also lodge a complaint with a data protection supervisory authority, in particular the State Commissioner for Data Protection and Freedom of Information Baden-Württemberg.

12. Privacy requests and changes

Signed-in users can download an account-level access and portability copy or request account deletion directly from the account page. The download contains authentication, settings, membership, and privacy-history data. Device-private data is not included because it is not held by JUSA. Organization-workspace content and billing are provided through the organization responsible for that processing.

For rectification, restriction, objection, organization-related, representative, or other exceptional requests, contact kontakt@jusa.io. We may request appropriate proof of identity to prevent unauthorised disclosure.

We update this policy when JUSA Tools, the providers we use, or legal requirements materially change. The current version is available on this page.