Administration & Configuration
Licence, Data Retention and Automatic Deletion
This page explains what happens when the AnyLLM subscription (licence, Marketplace billing) is inactive, which control and logging features exist — and which do not —, where the app stores its data (data storage, privacy, data retention) and how data is deleted (deletion paths, weekly cleanup for closed accounts, uninstallation).
What this does
AnyLLM is set up as a paid Marketplace app. The subscription state gates the chat; the data model is deliberately simple: everything lives in the Atlassian storage of the installation, personal data belongs to the individual person, and closed accounts are cleaned up automatically.
Who can do this
Product administrators (Jira or Confluence administration). The subscription itself is managed in the Atlassian administration under Billing, not inside AnyLLM. There is nothing to configure for data retention — the deletion paths described below are built in.
Licence and subscription
What an inactive subscription blocks — only two things:
- new chat answers (every surface: chat, quick actions, chat bar, dashboard gadget refresh),
- executing suggestion cards with ✓ Execute.
What keeps working — opening, pinning, forking, deleting and archiving existing conversations, memory, users' own agents and skills, and all settings pages including Test connection, so that you can review and maintain the configuration at any time.
What users see — three wordings, depending on the surface:
| Surface | Message |
|---|---|
| Chat (banner) | "The AnyLLM subscription for this site is inactive — an administrator can review it in Atlassian administration (Billing)." |
| Confluence quick actions | "The AnyLLM subscription for this site is inactive — an administrator can review it in Atlassian administration." with a Close button |
| Server responses (e.g. in the dashboard gadget) | "The AnyLLM subscription for this site is inactive — an admin can review it in Atlassian administration." |
The chat bar in Confluence shows no message — it simply disappears (its status may take up to 10 minutes to refresh in a browser, see Modules).
Managing the subscription — in the Atlassian administration under Billing. Installations without licence information (e.g. test or development environments) are not locked.
Control and logging features
An honest list, so that you do not expect more than there is:
| Question | Answer |
|---|---|
| Is there a consumption overview? | Yes — Usage: site-wide, by model, current and previous month (Usage Statistics, Import/Export and Backup) |
| Can I see who uses how much? | No. Nothing person-related is displayed anywhere. (The app keeps a per-person monthly token counter in its storage that nobody can view in the interface — it is deleted with the account.) |
| Can I view or export chat content? | No. Conversations are visible only to the individual person |
| Is there a log of write actions? | Not in the app. Issues, comments and pages created via suggestion cards appear in the normal history of Jira and Confluence, with the executing person as the author |
| Can I delete chats centrally? | No. Deleting is up to the individual person; uninstalling the app removes all data |
| How do I learn about errors? | Through feedback from users and the technical logging of the Atlassian platform; the app masks API keys in its log messages and does not log conversations (only a short excerpt of a malformed AI response may appear for diagnosis) |
| Where do I see where data may flow? | Under Endpoint approvals — the list is complete: without an entry there, the app reaches no external address (Managing Endpoint Approvals) |
| Can I prevent Jira/Confluence content from going to the AI? | Set AI access to Jira & Confluence to Off (General Settings); users' own chat input still goes to the AI service |
Data storage
- All data of the app — configuration, conversation histories, memory, preferences, agents, templates, usage counters — lives exclusively in the Atlassian storage of this installation (Jira and Confluence share it). There is no vendor server holding copies.
- API keys are stored encrypted in the Atlassian secret store, one per connection (plus one for the search service); they are readable only by the app backend and can be replaced or deleted, never read out.
- Everything personal — histories (at most 50 per person), memory, remembered chat settings, own agents and skills — is stored per person and is the same in Jira and Confluence.
- Temporary chats are never stored.
- The answer of a dashboard gadget is stored with the gadget, not in anyone's history, and is visible to everyone who can see the dashboard.
For audit, retention and privacy documentation beyond this manual, ask the vendor maplee for the operations and privacy documentation.
Three deletion paths
None of them needs to be set up.
| Path | What happens |
|---|---|
| Users delete themselves | Anyone can delete their own conversations in the chat at any time (with an optional archive to Confluence first — Managing Chat History), clear their memory and delete their own agents and skills. At most 50 conversations are kept per person; beyond that the oldest unpinned ones are evicted automatically. |
| An Atlassian account is closed | A weekly automatic run reports to Atlassian which accounts the app holds data for and completely deletes the data of accounts reported as closed: conversation histories, memory, preferences, the hourly counter, own agents and skills, the person's monthly usage counters, and agents the person had shared with the site. The run is part of the app, cannot be switched off, has no settings page and produces no messages in the interface; it also runs while the subscription is inactive. |
| The app is uninstalled | Atlassian deletes the entire app storage of the installation — both products, all data, including the API keys. (AnyLLM is installed in Jira; Confluence is added to the same installation — a Confluence-only installation is not possible.) |
What is not account-bound and therefore not deleted with an account:
- the stored answers of dashboard gadgets (replaced only by the next ↻ Refresh),
- the anonymous site-wide usage aggregates shown on Usage.
Related topics
- Administration & Configuration
- Opening the Settings and Initial Setup
- Managing Endpoint Approvals
- General Settings: Language, Default Model, AI Access, Rate Limit, Site Knowledge
- Modules: Switching Surfaces On and Off
- Usage Statistics, Import/Export and Backup
- Permissions, Roles and Data Visibility
- Managing Chat History: Pin, Fork, Archive, Delete
- Dashboard Gadget (AI Report)
- Troubleshooting
- FAQ
Rendered from the app’s own interface with sample data; the Jira/Confluence frame around it is not shown.
Documentation baseline: app version 0.2.0 · 2026-08-30