Rainbook trust centre

Rainbook is a CRM that runs inside your Jira Cloud site. Anyone Jira lets see a record sees all of it. Rainbook's AI sees what you can see, and nothing more. Your data stays in your Atlassian cloud. Your records are Jira work items, and Rainbook's indexes, history and settings are kept in Forge storage for your site. Rainbook Mail Sync connects to your Microsoft 365 or Google Workspace to bring customer email and meetings onto those records.

What is stored where

Rainbook stores your data in your Jira site's data residency region; AI requests run in Atlassian's published Forge LLM regions. Rainbook Mail Sync keeps its connections, sync progress and capture ledger in Forge storage and writes captured email into your Jira work items, all in your site's region; it isn't pinned to a location, because it reads mail through Google's or Microsoft's services, under your own tenant's settings. If you use Atlassian Guard data classification, classify the Activity space, where captured email lives. Rainbook runs in Atlassian's commercial cloud; it is not available on Atlassian Government Cloud.

Built on Atlassian

Rainbook runs on Atlassian-hosted infrastructure, and its only outbound connections are usage analytics and error reports, which carry no names, email addresses or record content. Its code, your records and its AI all stay on Atlassian's Forge platform. Rainbook Mail Sync is a separate app because it connects to Google and Microsoft, so it carries no Runs on Atlassian badge. The two apps share no storage; they exchange signed messages through Jira and one web endpoint.

Who sees what

• Jira decides. Every Rainbook screen, report, sidebar, Rovo answer and AI result shows a record only to people Jira lets open it. Reports and search over Rainbook's own storage are filtered by the same Jira permissions and security levels.
• You choose the audience. During setup you choose who sees customers, deals and their email: everyone in Jira, or only CRM users when you limit Rainbook to a group. With Everyone in Jira as the use setting, Only CRM users is unavailable. Deals and accounts can also be limited to their account team, and a private deal to the people it is shared with.
• Email follows its record. Everyone who can open an account or deal reads its email and meetings. Threads linked to no record are visible to your Rainbook users. Any Rainbook user who can open a thread can mark it Private, so only its owner and the people Jira allows see it. By default, that means the owner and members of rainbook-admins.
• Access changes take effect at once on records, and within an hour in team lists. Opening a record, and every private deal, private account and restricted item, is checked with Jira as the person asking, so a removal applies immediately. A person removed from an account team, or from the admins or managers group, can still see that team's Accounts in lists, boards and totals for up to an hour, until their access refreshes; opening one is refused straight away.
• Jira Free. Everyone on your Jira site works in Rainbook together. Private deals and Private threads need Jira Standard or above.
• Who uses it. Everyone who can open the CRM space in Jira uses Rainbook; your admins can limit it to a Jira group.
• Admins. Your Jira admins run Rainbook's settings. Imports, activity history, privacy requests, diagnostics, the nightly archive and Download all data stay with members of rainbook-admins, a Jira group your organisation controls. Both are checked live on every admin action. Private deals and threads open only to the people their Jira security level includes: by default, the owner and members of rainbook-admins. Being a Jira admin adds nothing: a Jira admin outside the level doesn't see the record in Rainbook, search, reports or AI.

AI and Rovo

Rainbook's AI runs on models hosted by Atlassian. It reads what you can see in Jira and nothing more. Your data isn't used to train models.

Ask Rovo about your pipeline; Claude, ChatGPT and other outside AI clients are coming soon. Each person sees exactly what Jira lets them see, and AI clients will get the same answers the Rainbook agent gives that person. Admins choose which AI features are on in Settings › AI and Rovo. The AI Usage Policy lists what each feature sends and how long results are kept.

Sensitive data

Rainbook is built for customer relationships, not for health records, government ID numbers or other sensitive personal data, and the end user terms don't allow them. Payment card numbers and US Social Security numbers are masked wherever Rainbook writes text: captured and logged email, calendar events, imports, Rainbook's forms and AI output. Each number is replaced in place with a marker such as "[card ending 4242 removed]", and the rest of the text is kept. Attached files, file names, images and text typed directly in Jira's own screens are not scanned.

Security controls

• Every request checks the caller, the licence and Jira permissions first, and refuses when a check cannot complete.
• Each Jira site's data is isolated by Atlassian's Forge platform, and a request for one site never reads another site's data: anything Rainbook keeps in memory is kept per site.
• Rainbook Mail Sync reads mail and calendars with read-only permissions, can be limited to chosen mailboxes and never sends, changes or deletes mail.
• Tokens are held only as encrypted Forge secrets in Rainbook Mail Sync. Mailbox tokens are deleted as soon as a mailbox is disconnected, and Google sign-in tokens are revoked with Google first.
• Activity history records who changed what and when, searchable for 13 months on every edition, with CSV export.
• Members of rainbook-admins can export or erase a person by email address, including people who never used Rainbook, and stop future capture of an address.

Data Handling

App logs hold Atlassian account IDs, the cloud ID, site host and record keys, and are kept for 30 days in Atlassian's Forge logs. They never hold names, email addresses, subjects, message bodies, file names, field values, prompts or AI output. Details that help with a problem stay in your own site, where admins see them: failed-capture summaries, AI results' sources for 30 days, and the diagnostics an admin can copy from Settings › Overview › Support. Read the full Data Handling document.

Encryption at Rest

Atlassian encrypts Forge storage at rest with AES-256, and Jira data at rest under Atlassian's cloud controls. All traffic between your browser, Jira, the apps, Google and Microsoft is encrypted in transit. Mailbox tokens are additionally stored as encrypted Forge secrets. Read the full Encryption at Rest document.

Incident Response

We tell affected customers about a security incident that affects their data within 72 hours of confirming it, with what happened, what data was involved and what we are doing. Critical issues get a first response within 2 hours, around the clock. Security fixes meet Atlassian's cloud deadlines: critical within 10 days, high within 4 weeks, medium within 12 weeks and low within 25 weeks. Read the full Incident Response document.

Vendor access

Human Renaissance staff have no standing access to your data. Support starts from the diagnostics an admin chooses to share from Settings › Overview › Support; message bodies are included only when the admin ticks the record they are asking about. For hands-on help, an admin can invite support@rainbook.humanr.ai as a Jira user for a limited time, and we ask for log access only when the diagnostics don't explain the problem. Staff read customer email only when an admin includes it for support, or for security or legal reasons.

Certifications and testing

Rainbook runs on Atlassian's certified cloud platform. Rainbook holds no SOC 2 or ISO 27001 certification of its own. An independent penetration test runs in January and February 2027, and its summary letter will be posted here when it is complete.

Subprocessors

We announce a new subprocessor at least 30 days before it receives data. The subprocessor list is kept current.

Data inventory

When you uninstall Rainbook Mail Sync, capture stops and Mail Sync revokes the Google sign-in tokens of people who connected their own Google mailbox, most recently used first. Atlassian deletes the app's Forge-hosted data 28 days after uninstall; a reinstall requested within 21 days can be relinked to that data. Reconnect mailboxes after a reinstall.

Documents

• Privacy policy
• End user terms
• Data processing agreement
• Data Retention
• Subprocessors
• AI Usage Policy
• Security and privacy answers
• CAIQ Lite answers: the Cloud Security Alliance's standard vendor questionnaire, answered for both apps, ready for your security review
• Data Handling
• Encryption at Rest
• Incident Response
• Architecture Diagram for Rainbook Mail Sync
• Service levels
• Security and vulnerability reporting

Report a vulnerability

Email security@rainbook.humanr.ai, also listed in /.well-known/security.txt. In scope: Rainbook, Rainbook Mail Sync, the Gmail add-on, the Outlook add-in and rainbook.humanr.ai. We acknowledge a report within two business days and tell you what we will fix and when.

Contact

Privacy: privacy@rainbook.humanr.ai. Security: security@rainbook.humanr.ai. Support: support@rainbook.humanr.ai, Monday to Friday, 09:00 to 17:00 New York time, except US federal holidays.