Privacy

Account details you give us: name, email, a contact number for the verification call, and the role you told us you hold.

Records you upload, and the values read from them — dates, reference numbers, amounts, and the names of people and organisations appearing in them.

Activity: who accessed what and when, what was shared, and what status changed. This trail is deliberately not editable, because its value depends on that.

Technical data needed to run the service: IP address, device and browser information, and error logs.

To provide the service you signed up for, to verify accounts before activating them, to keep the service secure, to meet our own record-keeping obligations, and to bill you.

We do not sell personal data. We do not use your records to train AI models, and our providers are engaged on terms that prohibit them from doing so.

The professionals you give a mandate to, limited to the entities and scope that mandate covers.

Service providers who help us run PortalHQ: hosting, email delivery, Stripe for payments, and AI providers for the assisted features you use.

Documents in the restricted zone are not sent to AI providers unless you enable that for the entity concerned.

Anyone else only where the law requires it, and we will tell you unless we are prohibited from doing so.

Under applicable United States state privacy laws, including the California Consumer Privacy Act you can ask for a copy of your personal data, ask us to correct it, ask us to delete it, and withdraw a consent you gave. Export is built into the product, so you do not need to ask us for a copy.

If we do not resolve a complaint to your satisfaction, you may raise it with the relevant state attorney general.

Your records for as long as your account is active, and for thirty days after termination so you can export them.

Billing records for as long as the law requires us to keep them.

Activity trails for the life of the entity record they belong to, because an evidence trail with holes in it is not an evidence trail.

Access requires a signed-in, approved account. Documents are hashed on upload so a copy can be checked against the original. Access to another person’s records is refused by default and permitted only through an explicit mandate.

No system is perfectly secure. If a breach affects your personal data we will notify you and the regulator as the law requires.