Privacy policy

Who is responsible

[Company name], [address], [email address] (“we”) is the controller for the data described here. [Data protection officer, if one is required: name and contact.]

Wharfbase itself runs on your server. We never see the databases it finds or opens, their contents, your users or your passwords. This policy covers only the services we run: this website, the account portal, the license server, and email.

This website

• Analytics, cookies and tracking: none, and no third-party scripts or fonts. The pricing page asks our license server how many Founder licenses are left; that request carries nothing about you.
• Server logs: our hosting provider, [provider], keeps them, with your IP address, the page and your browser’s user agent, for [7] days. They exist to keep the site running and secure (legitimate interest, Art. 6(1)(f) GDPR).

Buying a license

• Payment: Stripe processes it. Stripe receives your payment details, email address, name and billing address; we never see your card number. Stripe acts as an independent controller for payment processing and fraud prevention. See Stripe’s privacy policy.
• What we keep: your email address, your name (if given at checkout), Stripe’s customer and subscription IDs, the licenses we issued you, and a record of the payment events. This is needed to provide the contract (Art. 6(1)(b)), and invoices are kept as tax law requires (Art. 6(1)(c)), for [10] years.

The account portal

• Signing in: you enter your email address, and we send you a one-time link.
• Cookie: signing in sets one cookie, which holds your session. It is strictly necessary and is deleted when you sign out, or after 30 days.
• What you see: your licenses and the instances that use them, which you can deactivate.

The license server

Wharfbase instances talk to it in three cases:

• paid licenses and trials check in with it;
• every instance asks it for the latest version once a day, unless its admin turned that off;
• instances whose admin turned on telemetry send it one report a day.

Offline licenses only do the last two, and only if those are on.

When	What it receives	What we keep
Activating a license	The license key, a random instance ID, the instance’s name and Wharfbase version, your IP address	The activation, and the IP address only as a salted hash
The daily check	The license and instance IDs, the version, and three counts: servers, databases, users	The time of the last check and those counts
Starting a trial	The email address you type and the instance ID	The trial, the email only as a salted hash (one trial per address), and the license, which we email to you
Deactivating	The license and instance IDs	The time it ended
The update check	Nothing but the request itself: no ID, no version	Nothing
Telemetry (opt-in)	The report described below	The latest report per random ID, without the IP address

We use this to issue and check licenses, keep to the number of instances a plan allows, and see how licenses are used in aggregate (Art. 6(1)(b) and (f)). Activations that stop checking in are released after 45 days. Activation records are deleted [12 months] after the license ends.

The license server’s own logs record each request’s method, path and time, and no IP addresses. [Confirm that the reverse proxy in front of it keeps no access log, or say what it keeps and for how long.]

Email

We send license keys, sign-in links and receipts through [email provider]. Replies and support requests are kept as long as needed to answer them and for [2] years after.

Telemetry

Wharfbase’s anonymous usage statistics are off unless an admin turns them on, at setup or under Settings → General. Settings → General shows the next report exactly as it will be sent. Once a day, an instance with it on sends:

• A random ID. It is made when telemetry is turned on and forgotten when it’s turned off. It is not the instance ID, so a report can’t be matched to a license or an account.
• The instance: the Wharfbase version, the plan, whether it’s a trial, and whether it’s a hub with agents elsewhere.
• Counts: servers, users, databases found and databases connected, and databases found per engine (for example postgres: 3).
• Setup progress: days since setup, hours from setup to the first connection, and whether a server uses every database its plan allows.

No names, email addresses, hosts, IP addresses, container or database names, or anything from the databases. The license server refuses a report with any other field.

What we keep: the latest report per ID, with when it was first and last received. The IP address the report comes from is used only to limit how often one address can send, and isn’t stored.

How long: a report is deleted 180 days after its ID last reported. We use the reports, in aggregate only, to see which versions and engines are in use and how many installations get to their first connection. The basis is your consent (Art. 6(1)(a) GDPR): turning telemetry off withdraws it, and no more reports are sent.

Deleting your reports: we can’t tell which reports are yours. Send us the ID that Settings → General shows (before you turn telemetry off), and we’ll delete its report.

Processors and transfers

[Hosting provider], [email provider] and Stripe process data for us or alongside us. Where data leaves the EU, it goes under the European Commission’s standard contractual clauses or an adequacy decision ([details per provider]).

Your rights

You can:

• ask for access to your data, or a copy of it;
• have it corrected or deleted;
• restrict or object to its processing;
• take it to another provider.

Write to [email address]. Deleting your account ends your licenses; invoices are kept as the law requires.

You can also complain to a supervisory authority, for example [the authority where we are established].

Changes

We’ll update this page when the services change, and tell customers by email about changes that affect them.