Data residency and sub-processors
Where your data is stored
Section titled “Where your data is stored”Your workspace’s data is hosted in Australia, in Microsoft Azure’s Australia East region (New South Wales). It stays there for the whole life of the workspace and isn’t moved between regions. Encrypted database backups are also copied to Microsoft Azure’s Australia Southeast region (Victoria) for disaster recovery.
United Kingdom and United States regions are planned. Each will be a separate deployment of ProjectSmith with its own database, storage, encryption keys and background processing. If you need your data in one of those regions, contact us.
What is stored in your region
Section titled “What is stored in your region”Everything in your workspace: projects, tasks, time entries, allocations, leave, approvals, settings, users and roles, the copy of your Autotask data that ProjectSmith keeps in step, attachments, support requests, and the audit log.
What isn’t
Section titled “What isn’t”- Sign-in. Email sign-in is handled by Microsoft Entra External ID. It holds your name, email address and authentication methods, not your project data. If your organisation uses single sign-on, your people sign in through your own Microsoft Entra tenant. See Sign-in options.
- Billing. Your billing contact, invoices and card are held by Stripe (below).
- Email delivery. Emails ProjectSmith sends pass through SMTP2GO (below).
- Support email. Emails you send to support@getprojectsmith.com arrive in our Microsoft 365 mailbox before they are filed as a request in your workspace.
How it’s protected
Section titled “How it’s protected”- Encrypted in transit (TLS 1.2 or later) and at rest.
- Database backups: 35 days of point-in-time restore, plus weekly backups kept for 12 weeks and monthly backups kept for 12 months. Backups are encrypted and copied to Australia Southeast.
- Workspaces are kept separate from each other by design. See How ProjectSmith keeps tenants separate.
Sub-processors
Section titled “Sub-processors”These companies process data on ProjectSmith’s behalf.
| Sub-processor | What for | What data | Where |
|---|---|---|---|
| Microsoft Azure (Microsoft Corporation) | Hosting: application, database, storage, encryption keys and background jobs | All workspace data | Australia East; encrypted backup copies in Australia Southeast |
| Microsoft Entra External ID (Microsoft Corporation) | Email sign-in and multi-factor authentication | Name, email address and authentication data | Microsoft Entra directory |
| Microsoft 365 / Exchange Online (Microsoft Corporation) | The support mailbox: support emails are received there and read into ProjectSmith through Microsoft Graph | Sender name and email address, and the message content | Microsoft 365 data centres |
| Stripe | Subscription billing, card payments and invoices | Billing contact, company name, card details (held by Stripe; ProjectSmith never sees the full card number), invoices | Stripe’s global infrastructure |
| SMTP2GO | Sending email from ProjectSmith: invitations, notifications, support replies, trial and billing emails | Recipient name and email address, and the email’s content | SMTP2GO’s infrastructure |
| Cloudflare | DNS for our domains, and proxying of web traffic | Network traffic in transit | Cloudflare’s global network |
| GitHub (Microsoft Corporation) | Source code hosting and build pipelines | Source code only; no customer data | GitHub’s infrastructure |
| Status page provider (to be confirmed) | The public status page at status.projectsmith.io | Email addresses of people who choose to subscribe to updates | To be confirmed |
The same list is on the website’s sub-processors page. When it changes, both are updated, and customers get at least 30 days’ notice of a new sub-processor.
Autotask is not a sub-processor
Section titled “Autotask is not a sub-processor”Your Datto Autotask is your own system. You hold the contract with Kaseya for it, and you decide what’s in it. ProjectSmith connects to it with an API user that you create and can disable at any time, reads what it needs and writes back only the changes your people make (see How the Autotask connector works). Data moving between ProjectSmith and your Autotask is moving between two systems you control, not to a ProjectSmith sub-processor.
When you leave
Section titled “When you leave”Before you go, the workspace Owner can export the workspace’s data from Settings > Workspace. When the Owner requests deletion of the workspace there:
- Access ends straight away, and deletion is scheduled for 30 days later, so there’s time to change your mind or export a copy of the data. The subscription is set to end with the current billing period: no further invoices.
- After 30 days, the workspace’s data, files and stored Autotask credentials are permanently deleted from ProjectSmith. Backups are shared across all customers and can’t be purged for one workspace, so deleted data stays in encrypted backups until they age out, for up to 12 months. It is never restored from them except for disaster recovery.
- Audit records are kept as the security and compliance record of what happened in the workspace. They can include names and email addresses, and are kept for as long as required for security, legal and compliance purposes, and at least 12 months. A record that the workspace existed is kept too; see what we keep.
- Nothing is deleted from your Autotask. Approved time, charges and everything else ProjectSmith wrote there stay in Autotask, where they belong.
See Plans and billing for cancelling the subscription.
Common questions
Section titled “Common questions”Can we move our workspace to another region? Not by yourself. Once the UK and US regions open, talk to us; it’s a planned migration, not a setting.
Is ProjectSmith SOC 2 certified? No. ProjectSmith is built to SOC 2 controls, and an audit is planned.