Bumatic Hub
Staff privacy notice.
How Bumatic, as your employer, keeps and uses your personal details in the Bumatic Hub. For candidates, website visitors, customers and investors, see our privacy policy.
Version 2026-10-04 · last updated 4 October 2026
Who we are
Brumagaláctica Unipessoal, Lda, trading as Bumatic (NIPC 518972593), Rua António Joaquim Araújo 56, 1.º Esq., 2300-555 Tomar, Portugal, is the data controller for the personal data described here. For anything about your data, talk to HR or write to info@bumatic.com.
What we keep
| Part of your record | What it holds | Seen by |
|---|---|---|
| Your account | Name, email address, your password (only as a one-way scrambled hash nobody can read), when your account was created and approved, when you sign in, when you last looked at the announcements (to show you what is new), and, from when you signed up, a shortened IP address, your country and region, and your browser | You, HR (whether you have signed in, not when); the sign-in details (name, email, status, sign-in times) also the website administrators |
| Personal details | Full legal name, preferred name, date of birth, nationality | You, HR |
| Contact details | Phone, personal email, home address | You, HR |
| Emergency contacts (recommended) | Name, relationship, phone and email of up to two people. Please tell them you have given us their details: we use them only to reach them if something happens to you, and delete them when you change them or leave Bumatic | You, HR |
| Bank details | Account holder, IBAN, BIC, bank | You, HR |
| Tax and Social Security | NIF, NISS, tax residence, IRS withholding situation, number of dependants, whether you have a disability of 60% or more (optional, and only because it changes the IRS withholding), whether you want IRS Jovem applied | You, HR |
| Identity and right to work | Type, number, issuing country and expiry of your identity document; residence permit number and expiry; driving licence categories | You, HR |
| Documents | Copies you upload: CV, proof of IBAN, proof of address, Social Security document, driving licence, others. A copy of your ID card or passport is optional: HR only needs to see your Cartão de Cidadão, and Portuguese law (Lei 7/2007, article 5) allows a copy only with your agreement. If you are not an EU, EEA or Swiss citizen, we must keep a copy of your residence permit while you work here. Please never upload medical documents | You, HR |
| HR's onboarding checklist | The employer steps HR completed for you (identity and right to work checked, admission reported to Social Security, work accident insurance, occupational health exam booked, payroll, equipment and safety gear, work accounts), when and by whom | You, HR |
| Your role | Job title, department and where you are based (entered by you; HR can correct them) | You, HR and colleagues |
| Employment details | Start and end date, contract type, hours, probation, manager, work email, employee number (entered by HR) | You, HR; start date and work email also colleagues |
| Contracts and signatures | The documents HR shares with you; when you sign, the name you type, the time, your account, the document's fingerprint, a shortened IP address, your approximate location (city and country), browser, and your drawn signature if you draw one | You, HR |
| Payslips and pay documents | The payslips and annual income statements HR uploads for you, and when you first opened each one | You, HR |
| Expense claims | Date, amount, what it was for, the project or customer, kilometres and route for mileage, the receipt you upload, and HR's decision, reason and payment date | You, HR |
| Company documents | Which revision of each company document you confirmed, and when | You, HR, and the editors of the department that published it |
| Announcements, department pages, wikis and company documents | If you post an announcement, edit a department's page, write or change a wiki page, or write, publish or own a company document: your name with it, and when. A wiki page lists who made each change; a company document shows its owner and who published each revision | Colleagues (who wrote a document's drafts: only its department's editors) |
| Your photo and About you (optional) | Photo, pronouns, a few words about you, what to ask you about, a fun fact, your superpower, coffee order, favourite tool, hobbies, languages, and your birthday (day and month) only if you choose to show it | You, HR and colleagues |
| Team kit (optional) | T-shirt and shoe size, for team clothing and safety boots | You, HR |
| Kudos | Messages you give and receive, with names (the newest 300 are kept; you can remove kudos you gave or received) | Colleagues |
| Anonymous feedback | Your message, its topic and the date. No name, account, time of day, network or device, unless you choose to sign it (then your name and email address). HR sees it the day after you write it. The private codes for reading HR's replies are kept only in your own browser. On a quiet day the date alone could hint at who was in the hub | HR |
| Activity log | Sign-ins and actions in the hub (for example who opened whose record), with a shortened IP address, your country and region, and your browser. Never the content of your record. It is used only to keep the hub secure and to show who opened or changed personal data: never to monitor or assess your work, hours or attendance | Website administrators |
| Backups | A copy of everything the hub and the website keep (a ZIP file), made once a month, so that nothing is lost if something goes wrong | Only our CEO, CTO and CFO (Ryan Beech, Alessandro Scafato and Carla Teixeira), while they are HR admins |
We ask only for what we need as your employer. Please do not put health information in the hub (for example in feedback or uploads): if a health matter affects your work, talk to HR or the occupational health doctor in confidence. A medical certificate (CIT) goes to HR directly, not as an upload in the hub.
Why, and on what basis
- To employ you and pay you (your employment contract, Article 6(1)(b) GDPR): contact and bank details, employment details, contracts and signatures, payslips, and paying back your expense claims.
- To meet our legal obligations as an employer (Article 6(1)(c) GDPR): tax withholding and reporting (NIF, IRS situation, dependants), Social Security (NISS, the admission report before you start), work accident insurance, occupational health, checking your right to work in Portugal, and keeping employment, payroll and accounting records (payslips, expense claims and their receipts). The disability information is optional, used only for IRS withholding and seen only by HR admins; without it the standard withholding applies (Article 9(2)(b) GDPR and Law 58/2019, article 28).
- To protect you (vital and legitimate interests, Article 6(1)(d) and (f) GDPR): emergency contacts.
- Our legitimate interests (Article 6(1)(f) GDPR): communicating within the company (the team directory with your role, announcements, department pages, wikis and kudos); keeping company rules known and confirmed (company documents and confirmations); security and proof of who opened or changed personal data (the activity log); recovering from a failure (backups); proof of signatures (the shortened IP address, place and device when you sign); and anonymous feedback. You can object to these at any time (see Your rights).
- Only if you choose to share them (your consent, Article 6(1)(a) GDPR): your photo, About you and your birthday, your team kit sizes, and a copy of your ID card or passport. Remove them in My profile at any time: that withdraws your consent and changes nothing else.
Details marked as required in the hub are needed for your employment and for the legal obligations above; without them we may not be able to pay you correctly or start your employment. Your photo, About you, Team kit and a copy of your ID are optional; emergency contacts are recommended. We make no decisions about you by automated means.
Who sees it
- You see and can update your own record (your name too), and download it, including any feedback you chose to sign (My profile → Download my data; your files you download one by one in the hub). After you leave you can no longer sign in: ask HR or info@bumatic.com for a copy, and we send it within one month.
- HR admins, a small number of named people at Bumatic, see the whole record, your payslips and your expense claims. Before they open your full record, documents, contracts, expense claims, receipts or payslips, or change your record, they confirm their password, and each time they look at your record, a file or the lists of everyone's contracts, claims or pay documents, it is logged. Nobody deals with their own case: another HR admin approves or pays their expense claims, changes their status, employment details or onboarding checklist, prepares, signs for Bumatic or withdraws their contracts, and uploads or removes their pay documents.
- Website administrators (named people) manage the hub's settings and the sign-in part of hub accounts (name, email, status, sign-in times), and can make a password-reset link for your account, to send to your address: each one is logged and you are emailed that it was made. They do not see your record. When someone becomes, or stops being, an HR admin or hub admin, every HR admin is emailed.
- If you are an HR admin, hub admin or editor, your actions are logged like everyone's. When you sign for Bumatic, your name, role, account, the time, a shortened IP address, place and device go into the colleague's signature record, which they can download. Your name and email stay with your decisions in other people's records (expense claims, contracts, checklist ticks, replies to feedback) as long as those records are kept. Each backup you make is announced to the other HR admins with its time, region and device.
- Hub admins and department editors (named people) look after the company's announcements, department pages, documents and wikis. They see who has confirmed the documents they publish, but not your record.
- Colleagues see only the team page: your name, photo, job title, department, where you are based, start date, work email and what you chose to share under About you, and your name on what you do for the company: announcements and department pages you write, wiki pages you write or change, and company documents you own or publish (who wrote a document's drafts is seen only by its department's editors).
- Outside Bumatic, only as the law or your employment requires: our accountant or payroll provider, the tax authority (AT), Social Security, our work accident insurer and occupational health provider.
- Service providers under data processing agreements: Netlify (Netlify, Inc.) stores the hub's data in its EU data centre in Frankfurt, Germany, and runs the hub's programs in the United States; Resend (Resend, Inc.) delivers the hub's emails from Ireland; Microsoft (Microsoft 365) hosts Bumatic's own mailboxes and files, where HR's notification emails arrive and where HR keeps the hub's backups (an access-restricted folder). Hub emails to you never contain your personal details; emails to HR admins may name you (for example when you sign up or sign a document), never the details of your record or what you signed. When you make an expense claim, the people who handle claims get an email at once that a claim is waiting, with its reference only: not who made it, what it was for or how much. Transfers to the United States rely on the European Commission's adequacy decision for the EU–US Data Privacy Framework for providers certified under it, and on the standard contractual clauses in each provider's data processing agreement (ask info@bumatic.com for a copy).
How long we keep it
- When you leave, we delete at once what was only for working together: your photo and About you, your team kit sizes, your emergency contacts, and the kudos you gave and received. You can no longer sign in.
- The rest of your record (personal, contact, identity and bank details, documents, contracts, payslips and expense claims with their receipts) is kept as long as the law requires or allows, to meet our obligations as your employer and to defend legal claims. Five years after you leave, the hub reminds HR that your record is due for erasure, and HR erases it. Payroll, tax and accounting records that the law requires for 10 years (such as payslips and expense claims) are kept for that time by our accountant.
- Announcements, department pages, wiki pages and company documents you wrote, changed, published or own stay as company records (a company document keeps every revision while it exists; a wiki page keeps its last 100 changes), but your name is removed from them when your record is erased (an editor then chooses a new owner for documents you owned). Names that are part of other records (for example who approved an expense claim or signed a contract for Bumatic) stay with those records.
- An account whose email address is never confirmed is deleted after 7 days; an account HR has not approved within 90 days is deleted with everything in it.
- Anonymous feedback: deleted 2 years after it was written, or earlier. Kudos: the newest 300 are kept.
- The activity log: 2 years.
- HR's notification emails (in Microsoft 365) never contain the details of your record; HR deletes them after 24 months.
- Backups: only the latest one or two are kept, encrypted, in a folder only our CEO, CTO and CFO can open; they are never sent by email, and older ones are deleted, so what is erased in the hub also leaves the backups within about two months.
Security
Your record, documents, contracts, payslips and expense claims are encrypted (AES-256) before they are stored, on top of our hosting provider's own encryption. The hub is served over HTTPS only, under strict security rules that stop other websites injecting code. Passwords are stored only as one-way hashes; sign-in attempts are limited; sessions end after 12 hours; HR admins confirm their password again before opening anyone's record, signing for the company or making a backup, and every backup is announced to all HR admins. Emails from the hub to you never contain your personal details.
Your rights
Under the GDPR you can ask for a copy of your data (you can download it yourself in the hub), have it corrected (most of it you can correct yourself), have it erased or its use restricted where we no longer need to keep it, object to uses based on our legitimate interests (on grounds relating to your situation: we then stop unless we have compelling legitimate grounds or need the data for legal claims), withdraw any consent at any time, and receive your data in a portable format. Talk to HR or write to info@bumatic.com; we answer within one month.
You can also complain to the Portuguese data protection authority, the Comissão Nacional de Proteção de Dados (CNPD).
Changes
If we change how we use your data, we will update this notice and its version date, and tell you in the hub. This version (2026-10-04): backups cover the whole company's data and are made only by our CEO, CTO or CFO.