Privacy Policy

At Portezza, we take your privacy seriously. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our secure document collection platform.

1. Information We Collect

Information You Provide

• Account Information: Name, email address, organization name, and password when you create an account
• Contact Information: Names, email addresses, phone numbers, and addresses of contacts you add to manage document requests
• Document Content: Files and documents uploaded through our platform by you or your clients
• Communications: Messages, comments, and notes exchanged through the platform
• Payment Information: Billing details processed through our payment provider (Stripe)

Information Collected Automatically

• Usage Data: Pages visited, features used, and actions taken within the platform
• Device Information: Browser type, operating system, and device identifiers
• Log Data: IP addresses, access times, and referring URLs
• Audit Logs: Records of document access, uploads, and system events for security purposes

2. How We Use Your Information

We use the information we collect to:

• Provide, maintain, and improve our services
• Process document requests and manage your projects
• Send notifications about document status and project updates
• Process payments and manage subscriptions
• Respond to your inquiries and provide customer support
• Detect, prevent, and address security issues and fraud
• Comply with legal obligations
• Send important updates about our services and policies

3. Information Sharing

We do not sell your personal information. We may share information in the following circumstances:

• With Your Organization: Team members within your organization can access shared projects and documents
• With Your Clients: Contacts receive access to portals you create and can view project-specific information
• Service Providers: We use third-party services for hosting, payment processing, email delivery, and analytics
• Legal Requirements: We may disclose information when required by law or to protect our rights
• Business Transfers: In the event of a merger, acquisition, or sale of assets

4. Data Security

We implement industry-standard security measures to protect your data:

• Encryption in transit (TLS/SSL) and at rest
• Secure cloud infrastructure with regular security audits
• Access controls and authentication requirements
• Regular security assessments and monitoring
• Audit logging of all document access and system events

While we strive to protect your information, no method of transmission or storage is 100% secure. We cannot guarantee absolute security.

5. Data Retention

We retain your information for as long as your account is active or as needed to provide services. Upon account deletion, we will delete or anonymize your data within 90 days, except where retention is required by law or for legitimate business purposes such as audit logs.

6. Your Rights

Depending on your location, you may have the following rights:

• Access: Request a copy of your personal information
• Correction: Request correction of inaccurate data
• Deletion: Request deletion of your data (subject to legal requirements)
• Portability: Request your data in a portable format
• Objection: Object to certain processing of your data
• Restriction: Request restriction of processing in certain circumstances

To exercise these rights, contact us at privacy@portezza.com.

7. Cookies and Tracking

We use essential cookies to maintain your session and preferences. We may use analytics cookies to understand how our services are used. You can control cookie preferences through your browser settings.

8. Third-Party Services

Our platform integrates with the following third-party services:

• Clerk: Authentication and user management
• Stripe: Payment processing
• AWS/Cloud Providers: Infrastructure and file storage
• Resend: Transactional email delivery

These services have their own privacy policies governing their use of your information.

9. International Data Transfers

Your information may be transferred to and processed in countries other than your own. We ensure appropriate safeguards are in place for international transfers in compliance with applicable data protection laws.

10. Children's Privacy

Our services are not intended for individuals under 18 years of age. We do not knowingly collect personal information from children. If we become aware that we have collected information from a child, we will take steps to delete it.

11. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes via email or through our services. The "Last updated" date at the top indicates when the policy was last revised.

12. Contact Us

If you have questions about this Privacy Policy or our data practices, please contact us: