Privacy Policy

Overview

Portara is operated by Portara Business Systems LLC, a Tennessee limited liability company ("Portara," "we," "us"). Portara provides business management software for job-based businesses. This policy explains what information we collect, how we use it, and when we share it with service providers that help us operate the service.

Our Role: Tenants and Their Customers

Portara customers ("tenants") use the service to manage their own businesses, which may include submitting records about their own customers, such as names, contact information, addresses, jobs, estimates, and invoices. For that data, the tenant controls the data and Portara processes it on the tenant's behalf and instructions. Tenants are responsible for having a lawful basis to collect and use their customers' information and for responding to privacy requests from their customers. If you are a customer of a business that uses Portara, please direct privacy inquiries to that business.

Information We Collect

We collect account and profile information such as names, email addresses, roles, business names, and tenant settings. Customers may add business records such as jobs, customer contacts, addresses, estimates, invoices, inventory, schedules, time entries, notes, uploaded files, receipt images, and payment records.

We also collect technical information such as device, browser, request, error, security, and audit log data so we can operate, secure, debug, and improve Portara.

How We Use Information

We use information to provide Portara, authenticate users, manage tenant access, generate documents, process payments, send email or SMS messages, support integrations, provide customer support, monitor security, prevent abuse, and comply with legal obligations.

We do not sell personal information, and we do not use your business data for advertising.

Cookies

Portara uses cookies and similar technologies that are essential to operating the service, such as session and authentication cookies that keep you signed in and protect your account. We do not use third-party advertising cookies. Because these cookies are essential, the service will not function properly without them.

Do Not Track.Some browsers offer a "Do Not Track" (DNT) signal. Portara does not respond to DNT signals at this time, because there is no common industry standard for interpreting them.

Text Messaging (SMS)

When SMS features are used, we process phone numbers and message content in order to deliver messages through our SMS provider. Phone numbers and SMS opt-in consent information are used only to deliver the requested messages. No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. Text messaging originator opt-in data and consent will not be shared with any third parties, except with our SMS delivery provider solely to deliver messages. Message recipients can opt out at any time by replying STOP.

Google User Data

Portara uses Google OAuth for sign-in when enabled by a tenant. For sign-in, we use basic Google account information such as name and email address to verify that the user belongs to the tenant.

Tenants may also connect Google Drive or Google Calendar from settings. Google Drive access uses the drive.file scope and user email scope so Portara can create and manage Portara media folders and files in the connected Drive account. Google Calendar access uses calendar and user email scopes so Portara can list calendars, read events for scheduling views, and create, update, or delete calendar events related to Portara jobs.

Google refresh tokens are stored encrypted. Portara uses Google user data only to provide the connected features requested by the user or tenant. We do not sell Google user data, use it for advertising, or use it to train generalized AI or machine learning models. We do not transfer Google user data to third parties except as necessary to provide the connected features, with the user's consent, for security purposes, or to comply with applicable law.

Portara's use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.

Revoking access.You can disconnect Google Drive or Google Calendar at any time from Portara's settings, or revoke Portara's access from your Google Account at myaccount.google.com/permissions. When a Google integration is disconnected, we delete the associated refresh tokens, and any cached Google data is deleted within 30 days.

Service Providers

We share information with service providers only as needed to operate Portara. Current provider categories include hosting and application infrastructure, database hosting, logging and security monitoring, authentication, email delivery, SMS delivery, payment processing, connected payment terminals, Google integrations, file processing, and optional AI-assisted receipt or OCR processing.

Examples include Google, Stripe, Square, Twilio, Resend or configured SMTP email providers, Axiom, Vercel, Turso or configured database providers, OpenAI or Google Gemini when optional AI processing is enabled, and YouTube for help videos that a user chooses to play. Service providers are permitted to use information only to provide services to Portara.

Payments

Online and in-person payment features are processed by payment providers such as Stripe and Square. We do not store full card numbers. Payment providers process payment data under their own terms and privacy policies.

Security and Retention

We use administrative, technical, and organizational safeguards such as encryption, access controls, tenant isolation, audit logging, and provider security controls. No system can be guaranteed completely secure. We retain information for as long as needed to provide Portara, comply with legal obligations, resolve disputes, enforce agreements, and maintain backups and security records. After a subscription ends, tenant data is deleted in the ordinary course following the export window described in our Terms of Service, subject to backup cycles and legal retention requirements. Workspaces from free trials that end without a subscription are retained in view-only mode for 90 days — with email notice before deletion — and are then deleted in the ordinary course.

Children

Portara is a business service and is not directed to individuals under 18. We do not knowingly collect personal information from children. If you believe a child has provided us personal information, contact us and we will delete it.

Your Choices

Tenant administrators can manage users, integrations, documents, and account settings in Portara. Connected Google Drive, Google Calendar, Stripe, Square, Twilio, and email integrations can be disabled from settings where available. You may also contact us to request access, correction, deletion, or export of personal information, subject to account ownership, legal, and operational limits. We will respond to verified requests as required by applicable law, and we do not discriminate against anyone for exercising privacy rights.

Changes to This Policy

We may update this policy from time to time. When we do, we will post the updated policy with a new effective date, and for material changes we will provide notice by email or in-app notice before the changes take effect.

Contact

Questions about this policy can be sent to hello@getportara.com or by mail to Portara Business Systems LLC, 116 Agnes Rd Ste 200, Knoxville, TN 37919.