Privacy Policy

This Privacy Policy explains how Portana currently handles information in its website, property workspaces, Community, AI features, and billing flows. It does not apply to third-party sites you open from Portana.

• Account and profile: email, first and last name, optional phone and avatar, authentication identifiers, workspace membership, role, and status.
• Property records: property name and type, ownership type, street address, city, state, postal code, country, bedrooms, bathrooms, square footage, booking links, photos, and notes.
• Operations: utilities, service providers and their contact information, equipment identifiers and warranties, maintenance history and tasks, property guides, compliance and license records, costs, and linked records.
• Documents: uploaded PDFs and images plus names, categories, file metadata, descriptions, and relationships to property records.
• Community: group memberships, user-created group details, posts, comments, reactions, saved posts, display name, avatar, images, reports, moderation outcomes, and Community event identifiers.
• AI activity: the question and selected context sent for generation, plus locally stored account/user/property identifiers, model, status, blocked reason, and timestamp. Portana's AI query log does not retain the question or generated answer text.
• Billing: Stripe customer, subscription, product and price identifiers; plan; status; interval; paid-period dates; cancellation state; and webhook event identifiers. Stripe, not Portana, processes complete payment details.
• Usage and security: product activity descriptions, Restricted Detail audit events, entitlement usage, Community workflow events, and the standard device, browser, IP, request, and diagnostic information processed by hosting and infrastructure providers.

Restricted Details can store Wi-Fi passwords, smart-lock and door keypad codes, gate and garage codes, lockbox details, backup-key locations, and similar access values. Portana encrypts each Restricted Detail in the application before database storage using envelope encryption. Only active workspace owners and administrators can load metadata or request a reveal. Reveal and mutation events are audited without copying the secret value.

Utility account numbers, utility login identifiers, payment-method nicknames, and payment expiration dates are different: they are stored in ordinary utility database columns. The interface masks them until a workspace member requests a reveal, and Supabase row-level access limits the utility record to active workspace members, but these fields are not application-encrypted Restricted Details. Never enter a password or complete card or bank number in a utility field.

Exact property addresses and private documents are available to active workspace members under database access policies. Property documents use a non-public Supabase Storage bucket. Community images use a public bucket and must not contain private property or guest information.

• create and authenticate accounts and property workspaces;
• organize and retrieve property, utility, equipment, provider, maintenance, document, guide, and compliance information;
• provide AI answers and route draft workflows;
• operate Community groups, feeds, reactions, saves, reporting, and moderation;
• enforce plan limits, provide Checkout and the Customer Portal, and synchronize subscription status;
• secure Portana, audit sensitive-detail access, investigate errors and abuse, and maintain reliability;
• measure limited first-party feature usage and improve product workflows; and
• respond to support, privacy, security, and legal requests once contact processes are established.

When AI is enabled and you ask a question, Portana sends the question and a scoped data package to OpenAI. Depending on the selected scope, that package may include property names and street addresses, safe guide entries, utility provider and public contact details, equipment details, task dates, maintenance history, service-provider contacts, and non-sensitive document metadata. Portana does not send document contents.

The current context allowlist omits utility account numbers, login identifiers, payment details, login URLs and notes. It filters access-oriented Property Guide entries, Restricted Details, sensitive-looking custom entries, sensitive document metadata, property-access playbook entries, and sensitive notes. Portana also blocks questions that obviously appear to contain credentials. Pattern detection can miss information, so do not intentionally paste secrets into AI prompts.

Portana records a non-content placeholder instead of the question and stores no generated answer text in its AI query log. OpenAI still processes the submitted question and context to generate a response; its handling depends on Portana's configured account terms and retention controls.

Community groups are discoverable by authenticated users and are currently open to join. Members of a group can see its posts and comments, including the author's stored display name and avatar. Community media is stored in a public bucket. Do not post passwords, access codes, guest or tenant information, exact private addresses, or private documents.

Portana does not automatically place exact property addresses or property identifiers in Community content. Recommendations may use only city or state values from your active properties to suggest broad geographic groups. User-created geographic groups use a curated location record; topic groups do not contain a location.

Reports are visible to the reporter and active Portana operators. Operators can view the report, reporter identity and email, notes, and a preview of the reported content. They may dismiss a report or hide or remove content. Moderation and removed-content records are preserved for auditability under the current implementation.

Portana may also disclose information when required by valid legal process, to protect rights and safety, or as part of a corporate transaction subject to appropriate safeguards. Portana does not currently include a third-party advertising, behavioral analytics, error-monitoring, or geocoding SDK in the application.

Portana uses Supabase authentication cookies needed to keep users signed in and refresh sessions. The current codebase does not install advertising cookies or a product-analytics browser SDK. Hosting and security infrastructure may use request metadata and essential technical mechanisms to deliver and protect the service. If marketing analytics, advertising, session replay, or additional cookies are added, this policy and any required consent controls must be updated first.

Workspace owners and administrators can download a structured copy of shared workspace data from Settings. Community content in that export is limited to content authored by the requesting user. Uploaded file contents and encrypted Restricted Details are not embedded in the export; private files remain available through short-lived authenticated links in Documents.

Archiving a property hides it from active views, preserves its related information, is reversible, and removes it from the active property count. An owner can permanently delete an archived property after explicit confirmation. Permanent deletion removes its live database records and schedules or performs cleanup of its private Storage objects. Subscription cancellation or downgrade never deletes property data.

Account deletion is self-service with strong confirmation. A sole owner's workspace and subscription are removed; a shared-workspace owner must transfer ownership first. Other members' shared workspace data is preserved. Authored Community discussions remain useful but are shown as “Deleted member”; public identity, profile links, memberships, reactions, saves, and authored media are removed.

Deletion removes data from live Portana systems. Database rows may remain temporarily in encrypted Supabase backups until the configured backup window ages out. Provider-controlled logs and Stripe financial records follow their own retention and legal requirements.

You can correct many records in Portana, archive or delete supported records, choose whether to submit a question to an enabled AI feature, manage billing through Stripe, and download the current workspace JSON export from Settings. You can ask for access, correction, deletion, or a copy of information by using the privacy contact once published. Requests may require identity and workspace-authority verification.

Residents of some jurisdictions may have additional rights, such as rights to know, access, correct, delete, obtain a portable copy, or appeal a decision. Whether a particular law applies depends on Portana's entity, scale, location, processing, and the user's residence. Portana does not claim jurisdiction-specific compliance here.

Portana uses technical and organizational safeguards including Supabase row-level access rules, role checks, server-only service credentials, private document storage, application encryption for Restricted Details, security headers, and audit events. Utility credential identifiers are masked in the interface but are not application-encrypted. No system is perfectly secure. Rotate any home credential you believe has been exposed and report suspected security issues through the security contact once published.

Portana is designed for property owners and operators, not children. The minimum permitted age and any child-data policy must be finalized before launch.

We may update this policy as the product, vendors, or law changes. We will post revisions with a new date and provide additional notice where required.

See the Terms of Service, Community Guidelines, and AI & Community Disclosure.