Terms of service

PortalHQ is software for organising an organisation’s records, tracking the obligations it carries, and holding the evidence that each obligation was met.

PortalHQ is not a filing agent and does not submit anything to any authority on your behalf. It does not provide legal, accounting, secretarial, or tax advice. Rule sets in the product are maintained with input from practising professionals, but a rule set is general information, not advice about your circumstances.

Nothing in the product — including an audit-readiness score, a due date, or an estimated late fee — is a representation about how any authority will treat your affairs. Where our figure and the authority’s figure differ, the authority’s figure governs.

Accounts are reviewed before they are activated. We may decline or withdraw approval at our discretion, including where we cannot verify who you are or where a stated professional designation cannot be confirmed.

You are responsible for the accuracy of what you enter and upload, for keeping your credentials secure, and for the actions of anyone you grant access to your records.

You keep ownership of everything you upload. You grant us only the permissions needed to store it, display it back to you and to the people you authorise, and to process it for the features you use.

You may export your records at any time while your account is active. On termination, you may export for thirty days, after which we may delete them.

You must not upload material you have no right to hold, and you must not use PortalHQ to create or store a document that misstates when something happened.

Some features use automated processing, including third-party AI providers, to read documents, extract values, and draft text. These outputs are proposals for you to check, and they are labelled as such in the product.

Documents you place in the restricted zone are not sent to an AI provider unless you enable that for the relevant entity. Enabling it is recorded in the activity trail.

We are not liable for a decision you make on the basis of an automated proposal you did not verify.

Fees are charged in US dollars and processed by Stripe. Credits are consumed by the assisted actions listed on the pricing page; the cost of an action is shown before it runs, and you are never charged more than the amount shown.

We may change pricing. Changes take effect on your next billing period and we will tell you at least thirty days before they apply to you. Credits already purchased keep the value they were bought at.

Credits are not refundable once spent and have no cash value. Unspent credits remain available while your account is active.

We aim to keep PortalHQ available but do not guarantee uninterrupted service. Features may change as the product develops.

If we discontinue PortalHQ, or a material part of it, we will give at least ninety days’ notice, keep export working throughout that period, and refund any unspent credits and any prepaid period you cannot use.

You may not transfer your account without our consent. We may transfer these terms and your account to a successor in connection with a merger, acquisition, reorganisation, or sale of the business or its assets, on notice to you. Your rights under these terms carry over to the successor unchanged.

To the extent the law allows, our total liability to you in any twelve-month period is limited to what you paid us in that period. We are not liable for penalties, interest, or late fees imposed on you by any authority, nor for consequential or indirect loss.

Nothing here limits liability that cannot lawfully be limited.

These terms are governed by the laws of the United States, and disputes are subject to the state and federal courts of Delaware.