Questions IT and procurement ask
Short answers on data, identity, buying and tools, the same ones on our Enterprise page.
4 min read
Data and security
- Where is our data stored?
- In your region, in the Azure location you choose: boards, tasks, connections, tool tokens, attachments and logs. Backups copy to Azure’s paired region, and where that pair is outside your country we keep them in-region instead. Names, emails, sign-in settings, seats and invoices are held by our shared sign-in and billing services.
- What do you copy from our tools?
- Enough to show each task: its title, link, status, due date, tags and a few details, and for some tools its notes. Titles, notes, tags and connection tokens are encrypted in the database, with keys protected by Key Vault.
- Do you store passwords?
- No. People sign in through your identity provider or with their Microsoft, Google or GitHub account, and each tool connects with OAuth.
- Do you train AI on our data?
- No. The AI assistant is optional and uses each person’s own provider key, which is stored in their browser, not on our servers.
- Can we use our own app registrations and secrets?
- Yes, if you want to. You register the apps in your own tenants and give us the client IDs and secrets, which we keep in your region’s Key Vault. When you rotate a secret, send us the new one, and if you revoke an app, OneTaskList loses access to that tool. Or use OneTaskList’s app registrations and connect straight away.
- Can we run it in our own Azure subscription?
- Yes. We deploy your region into a resource group you delegate to us through Azure Lighthouse. You pay Azure directly, we charge for the licence and for running it, and you can withdraw the delegation at any time, though we can’t support the region without it.
- Do our people use a different address?
- No. Everyone opens OneTaskList at the usual address and signs in, and members of your organisation are taken to your region. A custom domain isn’t available.
Identity and access
- Do we need single sign-on?
- No. Without it, people sign in with their Microsoft, Google or GitHub work account, and only the addresses or domains on your allow-list, such as *@acme.com, can join your region. You can add single sign-on later, and people keep their boards when you do.
- Which identity providers do you support?
- Microsoft Entra ID, and any provider that supports OpenID Connect, such as Okta, Google Workspace or Keycloak. SAML isn’t supported yet.
- Do you support SCIM?
- Not yet. People get a seat the first time they sign in, and removing someone in OneTaskList ends their access at once. If you disable them in your identity provider, they can’t sign in again, and their session ends within the length you set.
- What happens when someone leaves?
- Their sessions end, their seat frees up, their connections stop syncing and they lose access to your region. Their data stays in your region, and we can export it for you.
- Can people keep using OneTaskList for themselves?
- Yes. Boards someone already keeps in a public OneTaskList region stay theirs. Your organisation’s boundary covers your region.
Buying
- How is Enterprise priced?
- Per seat, plus your region. The price depends on what you choose: where the region runs, its Azure location and size, and how much of it we run for you. We quote after a short scoping call.
- Can we try it first?
- Yes. We can set up pilot seats for a fixed period before you commit to anything.
- How do we pay?
- We send your organisation one invoice for all its seats, on the schedule we agree. You can pay by card or bank transfer.
- What support and SLA do we get?
- Availability targets, backup retention and support hours are written into your contract, and you have a named contact at OneTaskList.
Tools
- Which tools can people connect?
- Outlook Email, Outlook Calendar, Microsoft To Do, OneNote, Microsoft Planner, SharePoint, Jira, Confluence, Azure DevOps, GitHub, GitLab, Slack, Trello, Asana, ClickUp, Monday.com, Todoist, Dynamics 365 and Altus. Gmail, Google Tasks, Notion, Salesforce and Zendesk are coming soon.
- Does OneTaskList change anything in our tools?
- It reads the tasks each person chooses to bring in. When they finish one, it updates that task’s status in the tool it came from. It doesn’t delete or reassign anything.