Privacy notice for portal users
DRAFT — under review, version 2026-09-25. Not reviewed by a lawyer and not in force.
This is for the people who sign in to the shipping portal — your staff and ours. For the buyer addresses that pass through the portal we are a processor, not a controller: that is the data processing agreement, and the notice those buyers should read is the one their own seller publishes.
Controller: Motif Labs, a sole proprietorship (eenmanszaak) of Mike Bonenkamp, trading as Pikamon EU and Heimdall TCG, Molendijk 3A, 4156 AR Rumpt, the Netherlands, Chamber of Commerce (KvK) 72633565. Contact: info@pikamon.eu.
No data protection officer is appointed; the portal does not carry out large-scale monitoring or process special categories, so Art. 37 does not require one. <<Confirm with the lawyer.>>
1. What we hold about you
| Why | Basis |
|---|
| Your email address, and your name and picture if Google or GitHub send them | so you can sign in, and so the portal knows what you may see | performance of the contract with your employer, Art. 6(1)(b), and our legitimate interest in a portal that is not open to the public, Art. 6(1)(f) |
| A password hash, if you sign in with a password instead | the same | the same |
| Sign-in history: when, from which IP, with which browser, which method, whether it worked | so an account taken over can be spotted and shown in Settings | legitimate interest in security, Art. 6(1)(f) |
| Which operator bought which label | it is a money trail: every purchase records who pressed the button | legitimate interest, and Art. 6(1)(c) for the tax record it becomes |
| A paired Mac's name and its printer names | so a label prints where the parcel is | performance of the contract |
We do not profile you, and nothing here makes an automated decision about you.
2. Where it comes from
From you, from your employer when they set up your account, and from Google or GitHub when you use them to sign in.
3. Who else sees it
- Google or GitHub, if you sign in with them — they already know, and they tell us only that the sign-in worked and which address it was for.
- Sliplane, which hosts the portal in the EU.
- Cloudflare R2, in the encrypted nightly backup.
- Nobody else. We do not sell anything and there is no advertising.
One thing worth naming: portal pages load a webfont from Google Fonts, so your browser tells Google your IP address when a page loads. <<DECIDE: self-host the font and this line disappears — it is a small change>>
4. How long
- Your account: while you have one, plus
<<DECIDE: 90 days?>>. - Sign-in history:
<<DECIDE: 12 months?>> - Who bought a label: with the shipment record, seven years, because it is part of the tax administration.
- Backups: 14 days daily, 90 days weekly.
5. Your rights
Access, rectification, erasure, restriction, portability, and objection to anything we do on legitimate-interest grounds. Write to the address above and we answer within a month. You may also complain to the Autoriteit Persoonsgegevens (autoriteitpersoonsgegevens.nl).
Note that erasing your account does not erase the shipment records you made — those are your employer's business records, and ours to keep for tax.
6. Cookies
One cookie: a signed session cookie that keeps you signed in. It is strictly necessary, so there is no consent banner. No analytics, no tracking pixels, no third-party cookies.
7. Changes
If this notice changes materially we say so in the portal before the change takes effect.