Privacy Policy
Effective date: July 17, 2026
Interpretation and Definitions
Interpretation
The words with capitalized letters have specific meanings as defined below. These definitions shall have the same meaning regardless of whether they appear in singular or plural.
Definitions
- Company: Refers to our organization as the entity responsible for data collection and processing.
- Personal Data: Any information that relates to an identified or identifiable individual, such as name, email address, or IP address.
- Usage Data: Automatically collected information, including device identifiers, browser type, and pages visited.
Collecting and Using Your Personal Data
Types of Data Collected
- Personal Data: Includes, but is not limited to, your name, email address, and contact preferences.
- Usage Data: Includes details about your interactions with our services, such as IP address, device type, and timestamps.
Purpose of Data Collection
Your data is used to:
- Provide and improve our services.
- Communicate updates, promotional materials, and notifications relevant to our services.
- Analyze usage patterns to enhance user experience.
Data Transmission and Storage
Your information, including Personal Data, may be transmitted to — and maintained on — servers located outside of your state, province, country, or other governmental jurisdiction, including the United States, where data protection laws may differ from those in your jurisdiction.
Porto and Third-Party AI Processing
When you choose to use Porto, Portafoll transmits your question and fixed safety instructions to a third-party AI routing service and to a downstream artificial-intelligence model provider selected on a per-request basis. In Generic mode, no Portafoll account, property, tenancy, reminder or portfolio data is included. In Personalised mode, a privacy-minimised operational summary of relevant Portafoll records is also transmitted. These third parties process the information to generate and return the requested answer.
The operational summary may include property names and slugs; country and currency; tenancy references, status, start and end dates, rent, deposit, notice period, rent-tracking status and aggregate recorded rent; whether a Housing Authority registration number has been recorded; active reminder titles, categories, dates, severity and source links; and links to relevant Portafoll pages.
Portafoll deliberately excludes tenant names and contact details, identification numbers, property addresses, bank details, free-text property and tenancy descriptions, registration numbers, contract and inventory links, document contents, and payment descriptions from the automatically generated summary. This filtering does not remove information that you type directly into your question. You must not submit personal data about tenants or other persons, confidential information, banking details, identification numbers, authentication details, or special-category personal data in a Porto question.
Portafoll currently configures third-party AI requests to deny provider data collection and require endpoints represented as supporting zero data retention. The AI routing service and downstream model providers may nevertheless process request and technical metadata, and their availability, infrastructure, locations and policies may change. Information may be processed outside Malta or the European Economic Area, subject to the safeguards and provider arrangements applicable to the service.
Portafoll does not currently retain Porto conversation history as a user-facing chat record. We may process limited technical and error information necessary for security, abuse prevention, troubleshooting and service operation. In Personalised mode, a pseudonymous one-way identifier derived from your Portafoll user ID may be sent for abuse prevention; your raw database user ID is not sent. No account-derived identifier is included in Generic mode.
Use of Porto is optional. Before first use, you choose Generic or Personalised mode and acknowledge the disclosure shown on the Porto page. A remembered choice lasts for 12 months, unless you withdraw it earlier or a changed disclosure version requires acknowledgement again.
For accountability and audit purposes, Portafoll keeps an append-only history of Porto consent events, including acceptance, mode changes, withdrawal, expiry and disclosure-driven re-prompts. Each event may record your user ID, selected mode, disclosure version and content hash, whether the choice was session-only or remembered, relevant timestamps, IP address and browser user-agent. These audit events are retained for up to six years, then automatically deleted, unless a longer period is required for an active legal claim or legal obligation.
Retention of Your Personal Data
We retain your Personal Data only as long as necessary to fulfill the purposes outlined in this Privacy Policy. Once your data is no longer needed, we take steps to delete or anonymize it.
Disclosure of Your Personal Data
Your Personal Data may be shared under the following circumstances:
- To comply with legal obligations, such as court orders or law enforcement requests.
- To protect our rights, privacy, safety, or property.
- To prevent fraud or address technical issues.
- Reviews, such information may be viewed by all users and may be publicly distributed.
Your Data Protection Rights
You have the right to access, update, or delete the Personal Data we hold about you. Please contact us for assistance.
Updates to the Policy
We reserve the right to update or modify this Privacy Policy at any time. Any changes will be posted on this page, and the updated date will be noted. By continuing to use our services after changes are made, you accept the revised terms.
If you do not agree with the changes to this Privacy Policy, you may stop using this services and may request for your user profile to be deleted. However, certain data you have submitted, such as reviews, may be retained as part of our platform's records and services.
Reviews Disclaimer
The reviews and opinions expressed on our platform are solely those of the individuals who post them. The Company does not endorse or take responsibility for the accuracy or content of these reviews. Users are encouraged to exercise their own judgment when reading reviews.
By submitting a review, you acknowledge that your review will not be private and may be published and made publicly available on our platform. Additionally, the individual or entity being reviewed (the reviewee) has the right to submit a review about you (the reviewer), which will also be published and made publicly available.