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 for money, and we never use your business data — or any data inside the Portara application — for advertising. On our public marketing website only, we use advertising and analytics technologies described in the "Marketing Website Analytics and Advertising" section below; under some state laws, the transmission of identifiers to advertising partners is considered "sharing" of personal information, and you can opt out as described in that section.

Cookies

Inside the Portara application, we use only cookies 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 advertising cookies inside the application, and the service will not function properly without essential cookies.

On our public marketing website (getportara.com), we additionally use analytics and advertising technologies described in the "Marketing Website Analytics and Advertising" section below. These do not operate inside the Portara application or on tenant workspaces.

Global Privacy Control and Do Not Track

We honor the Global Privacy Control (GPC) signal as a valid request to opt out of the sharing of personal information for cross-context behavioral advertising, as required by applicable state law. Some browsers also offer a separate "Do Not Track" (DNT) signal; because there is no common industry standard for interpreting DNT, we do not respond to DNT signals at this time.

Marketing Website Analytics and Advertising

Our public marketing website uses the following technologies. These operate only on our marketing pages — never inside the Portara application or on tenant data. None of these nonessential technologies load unless you accept them through the consent banner shown on your first visit; you can change your choice at any time using the "Cookie Preferences" link in our website footer.

Analytics

We use Microsoft Clarity to understand how visitors use our marketing site, including session replays, heatmaps, and interaction data (such as pages viewed, clicks, scrolling, and approximate location derived from IP address). We use this to improve our website. Microsoft processes this data as described in its own privacy statement.

Advertising

We use advertising tools, including the TikTok Pixel and TikTok Events API, to measure the effectiveness of our advertising and to reach potential customers. These tools may collect device identifiers, cookie identifiers (such as the _ttp cookie), IP address, pages visited, and actions taken on our marketing site (such as starting a free trial). If you start a trial, we may also transmit your email address to TikTok in hashed (non-readable) form so TikTok can measure ad conversions. TikTok may use this information to build or refine its own profiles about you and to show ads across other sites and apps. This is considered "sharing" for "cross-context behavioral advertising" (and in some states a "sale") under certain state privacy laws. TikTok is an independent third party for this activity, not our service provider.

Your opt-out

You can opt out of this sharing at any time using the Do Not Sell or Share My Personal Information link in our website footer. We also honor the Global Privacy Control (GPC) browser signal as a valid opt-out: if your browser sends GPC, we do not load advertising technologies for your visit. Opting out does not affect essential cookies or your use of the Portara application.

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 (opens in a new tab), 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 (opens in a new tab). 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, optional AI-assisted receipt or OCR processing, and website analytics.

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, Microsoft (Clarity) for marketing-website analytics, 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.

Your State Privacy Rights

If you live in California or another state with a comprehensive privacy law (including Colorado, Connecticut, Virginia, Texas, Oregon, and others), you may have the right to: know the categories of personal information we collect and the purposes for collection; access or receive a copy of your personal information; correct inaccurate personal information; delete personal information; opt out of the sale or sharing of personal information and of targeted advertising; and not receive discriminatory treatment for exercising these rights.

Categories we collectare described in "Information We Collect" and "Marketing Website Analytics and Advertising" above. In the preceding 12 months, the only category we have "sold" or "shared" (as those terms are defined by California law) is internet activity and device/identifier information from our marketing website, shared with advertising partners (such as TikTok) for cross-context behavioral advertising. We do not sell or share any other categories, we do not sell or share information about visitors we know to be under 18, and we do not sell or share tenant business data under any circumstances.

To exercise opt-out rights, use the Do Not Sell or Share My Personal Information link in our website footer or enable Global Privacy Control in your browser. To exercise access, correction, deletion, or portability rights, email hello@getportara.com. We will verify and respond to requests as required by applicable law. You may use an authorized agent where permitted; we may ask the agent for proof of authorization.

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.