Version of 8 November 2026
Version of 8 November 2026
WebCap Digitals OÜ — Redmine Tools
Version of 2026-11-08
This policy explains what personal data WebCap Digitals OÜ collects, why, and what rights you have. Controller: WebCap Digitals OÜ, registry code 16665285, Roseni tn 13, Tallinn, Estonia. Contact for any data question: support@redmine.tools.
When you submit a form at redmine.tools we collect your name, email address, company name, the domain of your Redmine instance, and the IP address the request came from.
We use this to answer you and to issue a trial key. The legal basis is the taking of steps at your request before entering into a contract (Article 6(1)(b) GDPR). For the IP address, which we use only to filter automated submissions, the basis is our legitimate interest in keeping the form usable (Article 6(1)(f)).
Submissions rejected by the bot filter are deleted after 90 days. Other enquiries are kept for as long as the exchange is live and for 12 months afterwards.
When you place an order we collect, in addition to the above, your billing details, VAT identification number, and the version of the Terms and the text of the confirmation you accepted.
Customers in the EU must supply a VAT number. We verify it through the European Commission's VIES service. We store the result of the verification and the consultation number VIES returns, as evidence that the check was made.
The legal basis for order data is performance of the contract (Article 6(1)(b)) and, for the invoice and the VAT verification, compliance with our legal obligations in accounting and tax law (Article 6(1)(c)).
Accounting records are kept for seven years, as Estonian law requires.
While your entitlement is running, the plugin and the desktop application contact our server to confirm it. Each request sends the licence key, the identifier of the product making the request, and the domain of your Redmine instance. Our server also receives the IP address the request comes from, as with any connection over the internet. No Redmine user account, user name or user ID is transmitted.
We use this to confirm the entitlement, to see which product a key is used with and that it is used on one instance, and to keep a count of active installations. The legal basis is performance of our contract with your organisation and our legitimate interest in administering the licences we issue (Article 6(1)(b) and (f)).
Verification logs are kept for 12 months.
The desktop application can capture periodic screenshots of the screens of the people using it. The feature is switched off by default and can only be enabled by an administrator of your Redmine instance.
Where it is enabled, screenshots are transmitted to and stored only in your own Redmine installation. WebCap does not receive them, does not store them and has no access to them.
For that data, your organisation is the controller and we are not a processor of it. Your organisation is responsible for the lawful basis, for informing the people concerned, and for any national rules on monitoring at work. A template notice for personnel is available at https://redmine.tools/employee-notice.
If you contact support we process what you send us, which may include screenshots, log files or configuration that contain personal data of your own staff or customers. We use it only to answer you, and we delete it when the matter is closed and no later than 12 months afterwards.
Where in the course of support we access data held in your Redmine installation, we act as your processor and only on your instructions. We will sign a data processing agreement on request; write to support@redmine.tools.
We use the following service providers:
| Provider | Purpose | Location |
|---|---|---|
| Hetzner Online GmbH | Hosting of our website and licence server | Germany |
| Google Ireland Limited | Business email | Ireland |
| European Commission (VIES) | VAT number verification | EU |
We do not sell personal data and we do not share it for advertising.
You may ask us for a copy of the data we hold about you, to correct it, to delete it, to restrict or object to its processing, and to receive it in a portable form. Where processing rests on our legitimate interest you may object at any time.
Write to support@redmine.tools. We answer within one month.
If you think we have handled your data wrongly you may complain to the Estonian Data Protection Inspectorate (Andmekaitse Inspektsioon, www.aki.ee) or to the supervisory authority where you live.
We may publish a new version of this policy. The current version and its date are shown at the top of this page.
WebCap Digitals OÜ · Roseni tn 13, Tallinn, Estonia · support@redmine.tools
Previous versions: 25 September 2026
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