Privacy notice

Last updated: [date]

Who we are

Bureau Sys is run by [company name], [registered address], company number [number] (“we”). Our contact for privacy questions is [email]. We are registered with the ICO under [registration number].

Two roles

Your employer is the controller of the information about you in Bureau Sys: your schedule, hours, messages, forms and documents. We process it on your employer's behalf and only on their instructions. If you want to see, correct or delete your information, ask your employer; you can also download your own data from My profile. We are the controller only for the account details of the people who sign companies up, and for this website.

What is stored

• Account details: name, email address, phone number (optional), photo (optional), role.
• Work records: shifts, clock-in and clock-out times, breaks, timesheets, time off, availability, tasks and checklists.
• Location: your phone's position is read only at the moment you clock in or out, to check you are at the job site. We do not track you in between.
• Content you create: messages and photos in chat, form answers and photos, signatures on documents, uploaded documents such as certificates.
• Technical records: sign-in times, the address a document was signed from, and error reports with personal data switched off.

Why, and on what basis

Your employer uses it to run the business and meet its legal duties, such as paying you correctly and keeping payroll records. That is their lawful basis; ours is to carry out their instructions under our contract with them.

Who else handles it

We use these services to run Bureau Sys: [hosting provider] (servers and database), [Cloudflare R2 or similar] (uploaded files), Resend (sending emails such as invitations and password resets), Stripe (subscription payments; staff data is not sent), and Sentry (error reports without personal data). [Where each is located and the transfer safeguards.] We do not sell personal data or use it for advertising.

How long we keep it

Your employer decides, within the law. Payroll records are normally kept for at least [3] years. When a company closes its account, we delete everything it holds. Deleted data can remain in backups for up to [number] days.

Your rights

You can ask for a copy of your information, to have it corrected, deleted or restricted, and to object to how it is used. Some records cannot be deleted while your employer is legally required to keep them. You can complain to the Information Commissioner's Office at ico.org.uk.

Security

Passwords are stored hashed. Connections are encrypted. People can only see their own company's data. Sign-in is rate limited. A log records who changed what. If there is a breach that puts people at risk we will tell the people affected and the ICO as the law requires.

Cookies

The app stores your sign-in and your light or dark choice in your browser. We do not use advertising or analytics cookies.