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help and policies: Reorganize GDPR compliance documentation.

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Also add reference links.
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Alya Abbott
2025-01-10 15:39:08 -08:00
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help/gdpr-compliance.md
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@@ -7,13 +7,90 @@ general privacy policies.
## What is GDPR?
The General Data Protection Regulation is a wide-ranging law designed
The General Data Protection Regulation (GDPR) is a wide-ranging law designed
to protect the privacy of individuals in the European Union (EU) and
give them control over how their personal data is collected,
processed, and used. The law applies to any company that collects or
processes the data of European consumers.
## Controllers and processors
## How Zulip supports GDPR compliance
GDPR compliance is supported [for Zulip
Cloud](#gdpr-compliance-with-zulip-cloud) and [for self-hosted Zulip
installations](#gdpr-compliance-for-self-hosted-installations).
A [Data Processing Addendum
(DPA)](https://zulip.com/static/images/policies/Zulip-Data-Processing-Addendum.pdf)
is incorporated into Zulip's [Terms of
Service](https://zulip.com/policies/terms).
## GDPR compliance with Zulip Cloud
The Zulip Cloud service is operated by Kandra Labs, Inc. To deliver the Zulip
Cloud service, Kandra Labs, Inc. acts as a compliant data
[processor](#background-on-controllers-and-processors), with each of our
customers acting as the data
[controller](#background-on-controllers-and-processors). Kandra Labs receives
personal data from our customers in the context of providing our Zulip Cloud
team chat services to the customer.
Zulip makes it easy for organizations to comply with GDPR-related requests from
users:
* Zulip users can [edit their profile
information](/help/edit-your-profile#edit-your-profile), [configure privacy
settings](/help/review-your-settings#review-your-privacy-settings), and
[delete their own
messages](/help/delete-a-message#delete-a-message-completely) and [uploaded
files](/help/manage-your-uploaded-files#delete-a-file), if permissions to do
so are enabled by your organization.
* Organization administrators can also [edit or remove any user's profile
information](/help/manage-a-user), or [deactivate a user](/help/deactivate-or-reactivate-a-user).
* You can [export](/help/export-your-organization) all the data related to a
Zulip user or organization.
* The [Zulip REST API](/api/rest) lets you automate your processes for handling
GDPR requests.
Contact [support@zulip.com](mailto:support@zulip.com) for
any assistance with GDPR compliance with Zulip Cloud.
## GDPR compliance for self-hosted installations
Compliance is often simpler when running software on-premises, since
you can have complete control over how your organization uses the data
you collect.
The Zulip [Mobile Push Notification Service][mobile-push] is operated by Kandra
Labs, Inc. Kandra Labs acts as a data processor to deliver the service, which
uses the same hosting infrastructure and [terms of
service](https://zulip.com/policies/terms) as Zulip Cloud.
[mobile-push]: https://zulip.readthedocs.io/en/stable/production/mobile-push-notifications.html
In addition to the features [described
above](#gdpr-compliance-with-zulip-cloud), the following tools help self-hosted
Zulip installations comply with GDPR-related requests from users:
* The Zulip server comes with a [command-line tool][management-commands],
`manage.py export_single_user`, which is a variant of the main server
[export tool][export-and-import-tool], that exports a single Zulip
user's account details, preferences, channel subscriptions, and message
history in a structured JSON format.
* The Django management shell (`manage.py shell`) and database shell
(`manage.py dbshell`) allows you to query, access, edit, and delete
data directly.
There's a lot more that goes into GDPR compliance, including securing your
server infrastructure responsibly, internal policies around access, logging, and
backups, etc. [Zulip Business](https://zulip.com/plans/#self-hosted) and [Zulip
Enterprise](https://zulip.com/plans/#self-hosted) customers can contact
[support@zulip.com](mailto:support@zulip.com) for assistance with GDPR
compliance with Zulip.
[management-commands]: https://zulip.readthedocs.io/en/stable/production/management-commands.html
[export-and-import-tool]: https://zulip.readthedocs.io/en/stable/production/export-and-import.html
## Background on controllers and processors
There are two key relationships that are defined in the GDPR. As a
customer of Zulip Cloud, you operate as the controller when using our
@@ -34,116 +111,13 @@ Processors may leverage other third-parties in the processing of
personal data. These entities are commonly referred to as
sub-processors. For example, Kandra Labs leverages cloud service
providers like Amazon Web Services and Mailgun to host Zulip Cloud.
See [full list of subprocessors for Zulip
Cloud](/policies/subprocessors).
## How Zulip supports GDPR compliance
## Related articles
We’re committed to the compliance of all parties including you,
third-parties, and us.
- **Zulip Cloud:** To deliver the Zulip Cloud service, Kandra Labs, Inc. acts as
a compliant data processor, with each of our customers acting as the data
controller. Kandra Labs receives personal data from our customers in the
context of providing our Zulip Cloud team chat services to the customer.
- **Self-hosted deployments:** Kandra Labs also acts as a data processor to
deliver the [Mobile Push Notification Service][mobile-push], which uses the same
hosting infrastructure and terms of service as Zulip Cloud. The [on-premises
section](#gdpr-compliance-on-premises) of this page discusses how the Zulip
on-premises software works in relation to GDPR compliance.
A [Data Processing Addendum
(DPA)](https://zulip.com/static/images/policies/Zulip-Data-Processing-Addendum.pdf)
is incorporated into Zulip's [Terms of
Service](https://zulip.com/policies/terms).
[mobile-push]: https://zulip.readthedocs.io/en/stable/production/mobile-push-notifications.html
## Zulip Cloud's subprocessors
To support delivery of our Services, Kandra Labs, Inc. may engage and
use data processors with access to certain Customer Data (each, a
"Subprocessor"). This section provides important information about
the identity, location and role of each Subprocessor. Terms used on
this page but not defined have the meaning set forth in Zulip's Terms
of Service or superseding written agreement between Customer and
Kandra Labs (the "Agreement").
### Third parties
Zulip currently uses third party Subprocessors to provide
infrastructure services, and to help us provide customer support and
email notifications. Prior to engaging any third party Subprocessor,
we perform diligence to evaluate their privacy, security and
confidentiality practices.
**Subprocessors**
Zulip Cloud may use the following Subprocessors to host Customer Data
or provide infrastructure that helps with delivery and operation of
our Services:
* [Amazon Web Services, Inc.](https://aws.amazon.com/compliance/gdpr-center/)
for cloud infrastructure.
* [DigitalOcean, LLC](https://www.digitalocean.com/security/gdpr/)
for cloud infrastructure.
* [FrontApp, Inc.](https://community.frontapp.com/t/x1p4mw/is-front-compliant-with-gdpr)
for customer support.
* [Functional Software, Inc. d/b/a Sentry](https://blog.sentry.io/2018/03/14/gdpr-sentry-and-you)
for error tracking.
* [Google LLC](https://privacy.google.com/businesses/compliance/) for
cloud infrastructure and services.
* [Mailgun Technologies, Inc.](https://www.mailgun.com/gdpr) for email processing.
* [Rackspace US, Inc.](https://www.rackspace.com/en-us/gdpr) for cloud
infrastructure for our Zephyr mirroring service.
* [Stripe, Inc.](https://stripe.com/guides/general-data-protection-regulation) for payment processing.
* [The Rocket Science Group LLC d/b/a Mailchimp](https://kb.mailchimp.com/accounts/management/about-the-general-data-protection-regulation)
for email processing.
## GDPR compliance with Zulip Cloud
The following features of Zulip are useful to know about when
responding to a request from one of your users in relation to the
GDPR:
* A Zulip user can change their profile information, delete their
messages, uploaded files, etc., directly within the Zulip web app.
* You can use the [organization users](/#organization/users)
panel to deactivate users, edit or delete their account details,
etc.
* For complying with access requests, you'll want to start with that
user's Zulip profile, which you can access from the right sidebar.
* The [Zulip Cloud export](/help/export-your-organization) supports exporting
all the data related to a Zulip user or organization.
* The [Zulip REST API](/api/rest) lets you
automate your processes for handling GDPR requests.
Contact [support@zulip.com](mailto:support@zulip.com) for
any assistance related to this topic.
## GDPR compliance on-premises
Compliance is often simpler when running software on-premises, since
you can have complete control over how your organization uses the data
you collect.
In addition to the features described above that are available in
Zulip Cloud (which are also available on-premises), the following tools
may be useful:
* The Zulip server comes with a [command-line tool][management-commands],
`manage.py export_single_user`, which is a variant of the main server
[export tool][export-and-import-tool], that exports a single Zulip
user's account details, preferences, channel subscriptions, and message
history in a structured JSON format.
* The Django management shell (`manage.py shell`) and database shell
(`manage.py dbshell`) allows you to query, access, edit, and delete
data directly.
There's a lot more that goes into GDPR compliance, including securing
your server infrastructure responsibly, internal policies around
access, logging, and backups, etc. If you need detailed guidance, we
recommend contacting support@zulip.com; our paid support contracts
include assistance with understanding GDPR compliance with Zulip.
[management-commands]: https://zulip.readthedocs.io/en/stable/production/management-commands.html
[export-and-import-tool]: https://zulip.readthedocs.io/en/stable/production/export-and-import.html
* [Zulip Cloud privacy policy](https://zulip.com/policies/privacy)
* [Terms of Service](https://zulip.com/policies/terms)
* [Data Processing Addendum
(DPA)](https://zulip.com/static/images/policies/Zulip-Data-Processing-Addendum.pdf)
* [Subprocessors for Zulip Cloud](/policies/subprocessors)

1
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@@ -6,6 +6,7 @@
* [Rules of Use](/policies/rules)
* [Age of consent](/policies/age-of-consent)
* [Data Processing Addendum](/static/images/policies/Zulip-Data-Processing-Addendum.pdf)
* [Subprocessors for Zulip Cloud](/policies/subprocessors)
## Archive
* [Terms of Service in 2021](/policies/terms-before-2022)

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@@ -0,0 +1,42 @@
# Subprocessors for Zulip Cloud
[Learn about GDPR compliance with Zulip.](/help/gdpr-compliance)
To support delivery of our Services, Kandra Labs, Inc. may engage and
use data processors with access to certain Customer Data (each, a
"Subprocessor"). This section provides important information about
the identity, location and role of each Subprocessor. Terms used on
this page but not defined have the meaning set forth in Zulip's Terms
of Service or superseding written agreement between Customer and
Kandra Labs (the "Agreement").
### Third parties
Zulip currently uses third party Subprocessors to provide
infrastructure services, and to help us provide customer support and
email notifications. Prior to engaging any third party Subprocessor,
we perform diligence to evaluate their privacy, security and
confidentiality practices.
**Subprocessors**
Zulip Cloud may use the following Subprocessors to host Customer Data
or provide infrastructure that helps with delivery and operation of
our Services:
* [Amazon Web Services, Inc.](https://aws.amazon.com/compliance/gdpr-center/)
for cloud infrastructure.
* [DigitalOcean, LLC](https://www.digitalocean.com/security/gdpr/)
for cloud infrastructure.
* [FrontApp, Inc.](https://community.frontapp.com/t/x1p4mw/is-front-compliant-with-gdpr)
for customer support.
* [Functional Software, Inc. d/b/a Sentry](https://blog.sentry.io/2018/03/14/gdpr-sentry-and-you)
for error tracking.
* [Google LLC](https://privacy.google.com/businesses/compliance/) for
cloud infrastructure and services.
* [Mailgun Technologies, Inc.](https://www.mailgun.com/gdpr) for email processing.
* [Rackspace US, Inc.](https://www.rackspace.com/en-us/gdpr) for cloud
infrastructure for our Zephyr mirroring service.
* [Stripe, Inc.](https://stripe.com/guides/general-data-protection-regulation) for payment processing.
* [The Rocket Science Group LLC d/b/a Mailchimp](https://kb.mailchimp.com/accounts/management/about-the-general-data-protection-regulation)
for email processing.