Jira-Confluence Privacy by Design

This integration automatically creates a Privacy Assessment in MineOS whenever a tracked Jira ticket changes status. It gathers everything your privacy team needs to review in one place — the ticket's description and comments, any linked tickets and sub-tasks, relevant Confluence pages referenced in the ticket, and any files attached to the ticket — so no one has to manually copy information between systems.

This is especially useful for teams using Jira to track product or engineering changes that may touch personal data (for example, new data collection, a new vendor, or a system integration), where a privacy review needs to be triggered automatically as part of your existing workflow. It also supports recordkeeping obligations under frameworks like GDPR and CCPA.

Before You Start

You'll need:

• Admin access to your Jira instance, to authorize the connection
• Admin access to your Confluence instance, to authorize the connection
• The Jira project key you want to monitor (for example, ENG or PROD)
• The status name that should trigger a privacy assessment (for example, "Ready for Review")
• Knowledge of which Assessment Template and Assessment Owner should be used in MineOS

Step 1: Connect Your Jira Account

In the integration's configuration screen, click Connect next to Jira Connection. You'll be redirected to Jira to log in and authorize access. Once approved, you'll return to the configuration screen with the connection marked as active.

Step 2: Connect Your Confluence Account

Click Connect next to Confluence Connection and repeat the authorization process for Confluence. This connection allows the integration to pull in any Confluence pages linked from within a Jira ticket's description.

Step 3: Set Your Project

Enter your Project ID — the short project key shown in your Jira ticket numbers. For example, if your tickets look like ENG-104, your Project ID is ENG .

Step 4: Choose What Triggers a Privacy Assessment

Two settings control when this integration runs:

• JQL Filter — defines which tickets qualify. By default, this looks for tickets in your project that reach a specific status (for example, tickets in project ENG with status Ready for Review). Update the project and status names to match your workflow.
• Field to Watch — defines which change on the ticket actually triggers the assessment. By default this is set to status, meaning the integration runs whenever a qualifying ticket's status changes. Most teams can leave this as-is.

Together, these settings mean: "Whenever a ticket in this project moves to this status, create a Privacy Assessment."

Step 5: Choose an Assessment Template

Select the Assessment Template that should be used to create each new assessment. This determines what questions and structure the resulting assessment will have in MineOS.

Step 6: Choose an Assessment Owner

Select the Assessment Owner from the dropdown. This is the person in your MineOS account who will be assigned to review and complete each assessment created by this integration.

Step 7: Save Your Configuration

Once all fields are filled in, save your configuration. The integration will begin running automatically going forward — no further action is needed.

What Happens Next

Once live, whenever a qualifying ticket changes status:

• A new Privacy Assessment is created in MineOS, named after the ticket (for example, ENG-104: Add new analytics vendor), and assigned to your chosen owner.
• The ticket's description and comments are added as context on the assessment.
• If the ticket links to other Jira tickets or sub-tasks, their descriptions are pulled in as additional context.
• Any Confluence pages referenced in the ticket's description are attached to the assessment as documents.
• Any files already attached to the Jira ticket are copied over as attachments on the assessment.

Your privacy team can then find the fully populated assessment waiting for them in MineOS, without having to track down any of this information manually.

Troubleshooting Tips

• Connection won't authorize: Double-check you're logged into the correct Jira or Confluence account (not a personal account) when the authorization screen appears.
• No assessment is created: Confirm the ticket's status change actually matches your JQL Filter and Field to Watch settings — a typo in the project key or status name is the most common cause.
• Confluence pages aren't showing up on the assessment: These are only pulled in when a Confluence page is linked directly in the ticket's description field, not in comments.

If you run into anything not covered here, reach out to support with your integration name and the affected ticket number so we can help quickly.