Data residency and subprocessors
Australian data storage, service providers and data flows for committee review.
Version 1.1 · Updated 7 September 2026. Published by Glu IO Pty. Ltd., the owner and operator accountable for Helper Shifts. Committee-specific agreements take effect when signed.
Current residency position
Glu IO Pty. Ltd. stores Helper Shifts data within Australia. Application records, PostgreSQL databases, backups and operational logs are stored in AWS Sydney (ap-southeast-2). Application processing and automated service-email submission use the same Australian region. Glu IO Pty. Ltd. is accountable for these arrangements and its service providers.
Data residency includes database records, application processing, caches, backups, logs, email and support access. Data sovereignty also involves applicable laws and control over access. Selecting an Australian database region alone does not settle either question.
Provider register
| Provider / service | Purpose and information | Location and handling |
|---|---|---|
| Amazon Web Services — Lambda, API Gateway, CloudWatch | Application requests including submitted contact details; operational logs and technical metadata. | Sydney, Australia (ap-southeast-2), including application processing and operational log storage. |
| Amazon Web Services — Route 53 | DNS for the service’s domain names. Personal-data application requests use the Sydney Regional API Gateway. | Global DNS infrastructure. DNS resolution and provider support are outside the Australian service-storage commitment. |
| Amazon Web Services — RDS PostgreSQL | Volunteer registrations, accounts, group/event records, hashed tokens and rate-limit state. | Database storage, automated backups and snapshots in Sydney, Australia. Provider remote-support access is a separate handling consideration. |
| Amazon Web Services — SES | Recipient email, transactional messages, account-access links and helper shift summaries. | Service-email submission in Sydney, Australia. Delivery to recipients’ email providers can involve other countries. |
| Google Workspace — operator email | Domain MX/DKIM configuration indicates business email hosting. Support correspondence may include personal information. | Mailbox use, contractual entity, residency settings and retention need confirmation. This is separate from automated SES messages. |
Fonts use the device’s local system fonts in this version, removing the prior Google Fonts browser requests. Any other operator support, monitoring or administration tools must be added to this register if they receive personal information. Recipient-controlled email services and committee-managed CSV destinations are separate data recipients chosen by users or organisers.
How information moves
- A volunteer sends details over the site’s HTTPS connection to the application through the Sydney Regional API Gateway.
- The application stores the booking in Amazon RDS PostgreSQL in Sydney and checks group authorisation when retrieving records.
- Authorised organisers view records or download a CSV to their own devices. The committee must govern those copies.
- Account and helper-access emails pass through SES and the recipient’s mail provider. Access links should be treated as secrets.
- Operational logs and database recovery copies remain in Australia. Support correspondence and recipients’ mailboxes have separate provider retention and location arrangements.
Evidence to obtain before approval
Obtain provider-console evidence of live regions, replicas and backup locations; contractual legal entities and DPAs; storage encryption and key-management details; support-access countries and authorisation controls; log and mailbox retention; deletion behaviour; and evidence of any applicable provider assurance report’s scope.
For an Australian-only committee requirement, agree the required scope and evaluate application, database, email, CDN, backups and administration together. The Australian storage commitment covers service records, backups and operational logs; it does not establish exclusively Australian internet transit, global DNS, external mailboxes or provider support access.
Where APP 8 applies, assess overseas disclosures and required reasonable steps or applicable exceptions. An organising entity’s legal and contractual obligations depend on its circumstances. Refer to OAIC cross-border disclosure guidance. An organising entity should obtain advice for its circumstances.
Changes to this register
This register is dated 7 September 2026. Glu IO Pty. Ltd. maintains it and reviews supplier, region and service changes. Committee agreements require advance notice and an objection process; no automated subprocessor notification service currently exists. Ask for a dated confirmed copy before contracting.
Document history: version 1.1 — clarified independent committee use and contact responsibilities, 7 September 2026; version 1.0 — published documents, Australian data storage and Glu IO Pty. Ltd. operator identity, 7 September 2026; version 0.2 — clarified administrator contact-use restrictions, 7 September 2026; version 0.1 — initial publication, 6 September 2026. Print or save this page as PDF to retain this version. Committee agreements and applicable law take priority over general guidance.