Terms of Service

These Terms govern your access to Portana's property-operations service, Community, and AI features. By creating an account or using Portana, you agree to these Terms. If you use Portana for an organization, you represent that you are authorized to bind it.

You must provide accurate account information, keep your credentials secure, and promptly update information that changes. You are responsible for activity under your account and for promptly reporting suspected unauthorized access.

Portana creates a property workspace for a new user. Workspace owners and administrators control membership and access. Only owners and administrators can reveal encrypted Restricted Details; other workspace data may be available to active members according to their role.

You retain ownership of property information, files, and other content you provide. You are responsible for having the right to upload it and for its accuracy, legality, and appropriate use. Do not store another person's private information without authorization.

Portana organizes addresses, utilities, equipment, service providers, maintenance, documents, property guides, access information, and license or compliance records. Portana does not independently verify those records. Keep credentials and access codes only in Restricted Details, and never place passwords in utility fields, ordinary notes, Community posts, or AI prompts.

Portana currently offers Free, Plus, Pro, and Business plan architecture. Plan limits apply to active properties and monthly AI questions. Published prices and available self-service options appear on the Pricing page.

Stripe processes Checkout, recurring charges, payment-method management, and cancellation through its hosted services. Portana stores subscription identifiers, plan, status, billing interval, and period dates, but not complete payment-card or bank-account data.

When cancellation is scheduled, paid access continues through the already-paid period. After paid access ends, the workspace resolves to Free limits. A downgrade does not delete existing properties; if active properties exceed the new limit, you cannot add or restore another until usage is within the allowance.

Do not misuse Portana, interfere with the service, attempt unauthorized access, probe or bypass security, upload malware, commit fraud, violate law, infringe rights, scrape the service at scale, or use Portana to harm people or property. Do not use the service to store stolen credentials, unlawful surveillance information, or content you lack authority to process.

Community use is also subject to the Community Guidelines. We may restrict access or remove content when reasonably necessary to protect users, the service, or third parties, although the current product does not yet include automated account-strike or appeal tooling.

Community groups are discoverable and joinable by authenticated Portana users. Posts, comments, profile display names, avatars, and uploaded Community images are visible to members of the applicable group. Community content comes from users, not Portana.

You keep ownership of content you post. You grant Portana a non-exclusive, worldwide, royalty-free license to host, store, reproduce, display, format, and distribute that content only as needed to operate, secure, moderate, and improve the Community. This license ends when the content is deleted from active systems, subject to retained moderation records, backups, legal obligations, and the current preservation behavior described in the Privacy Policy.

You may remove your own posts from ordinary Community views. Portana operators may hide or remove reported content. We do not guarantee that user content, provider recommendations, or group information is accurate. Disclose any commercial relationship and independently evaluate providers and advice.

Portana may send your question and selected property context to OpenAI to generate an answer. The context can include property names and addresses, operational records, service-provider contacts, maintenance information, non-sensitive document metadata, and safe Property Guide entries. Portana's current safeguards exclude Restricted Details and omit designated utility credentials and sensitive-looking content from assembled AI context by default; obvious credential-bearing questions are blocked. These safeguards are not perfect, so do not intentionally submit passwords, codes, payment information, or other secrets.

AI output can be inaccurate, incomplete, or outdated. Verify important information. AI is not a substitute for professional legal, tax, safety, maintenance, emergency, insurance, financial, or regulatory advice. Portana does not retain question or answer text in its AI query log, but OpenAI processes the request to provide the feature. See the AI & Community Disclosure.

Portana relies on Supabase for authentication, database, and file storage; Vercel for application hosting and delivery; OpenAI for AI generation when enabled; and Stripe for paid billing. Links to booking sites, utility portals, outage pages, and service providers lead to services Portana does not control. Their terms and privacy practices apply to your use of them.

Maintenance reminders, license-expiration dates, property guides, community recommendations, and saved provider information are organizational tools. Portana does not inspect property conditions, guarantee provider quality, monitor regulatory changes, or determine whether a property complies with law. You remain responsible for safe property operation, emergency response, required professional inspections, permits, licenses, taxes, and regulatory filings.

We may change, suspend, or discontinue features and may impose reasonable limits to maintain security or reliability. We do not promise uninterrupted or error-free operation.

Portana and its software, design, branding, and service content—excluding your content and third-party materials—are owned by Portana or its licensors. Subject to these Terms, you receive a limited, revocable, non-transferable right to use Portana for its intended purpose. Feedback may be used without restriction or compensation, provided we do not identify you publicly without permission.

To the extent permitted by applicable law, Portana is provided “as is” and “as available,” without implied warranties that may lawfully be disclaimed. Portana does not warrant the accuracy of user content, AI output, stored records, third-party services, or provider recommendations.

To the extent permitted by law, Portana will not be liable for indirect, incidental, special, consequential, exemplary, or lost-profit damages arising from the service. Any enforceable liability cap and exceptions must be specified before launch.

Where permitted by law, you will be responsible for claims arising from your unlawful use, content, violation of these Terms, or infringement of another person's rights. Consumer rights that cannot legally be waived remain unaffected.

You may stop using Portana, cancel a paid subscription through Stripe's Customer Portal, or delete your account from Settings. Deleting a sole owner account cancels its subscription and deletes the workspace after explicit confirmation. An owner cannot delete their identity while other active members depend on that workspace; ownership must be transferred first. A non-owner's deletion does not erase shared workspace data.

Account deletion anonymizes authored Community discussions while removing the public identity, profile link, memberships, reactions, saves, and authored media. Live property data is deleted only when its sole-owner workspace is deleted or when an owner permanently deletes an archived property. Backup and provider retention limitations are described in the Privacy Policy.

Portana may suspend access for material violations, unlawful activity, fraud, or security risk. Current Community tooling supports content moderation but not a complete strikes, account suspension, or appeals system.

We may update these Terms as the product or law changes. Material revisions will be posted with a new “Last updated” date, and additional notice should be provided when legally required. Continued use after an effective update constitutes acceptance only where permitted by law.