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Privacy Policy

Effective Date: August 25th, 2025

Portoll (“Portoll,” “we,” “our,” or “us”) values your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard information when you use our platform at https://app.portoll.com (the “Service”). By using the Service, you agree to this Privacy Policy. If you do not agree, please discontinue use.

1. Information We Collect

We collect the following categories of information:

  • Account Information: Name, email address, password, and profile details you provide when registering.

  • Community & Member Data: Content, messages, and membership details you or your members share in communities you create.

  • Payment Information: Billing details and payment method data (processed by our third-party payment processor; Portoll does not store full payment card details).

  • Transaction Data: Records of dues, subscriptions, and fees processed through the Service.

  • Usage Information: Log data (IP address, device type, browser, operating system, access times, referring URLs).

  • Cookies & Tracking: We use cookies and similar technologies to operate, secure, and improve the Service.

2. How We Use Information

We use collected information to:

  • Provide, operate, and maintain the Service.

  • Facilitate community creation, membership management, and dues collection.

  • Process transactions, including subscription fees and payments.

  • Communicate with you (e.g., account updates, technical notices, customer support).

  • Improve and personalize the Service, including analytics and feature development.

  • Detect, prevent, and respond to fraud, abuse, or security issues.

  • Comply with legal obligations.

3. How We Share Information

We may share information with:

  • Service Providers: Vendors that support operations (e.g., payment processors, hosting providers, analytics).

  • Community Administrators: Information you provide may be visible to administrators of communities you join.

  • Legal & Compliance: To comply with legal obligations, enforce our Terms of Service, or protect rights, safety, and property.

  • Business Transfers: In the event of a merger, acquisition, or sale of assets, your information may be transferred.

We do not sell personal information to third parties.

4. Payment Processing

All payment transactions are processed by trusted third-party payment providers. These providers comply with PCI-DSS standards. Portoll only retains limited transaction metadata necessary for accounting and compliance.

5. Data Retention

We retain personal information as long as necessary to provide the Service, comply with legal obligations, resolve disputes, and enforce agreements. Community and transaction records may be retained as required for accounting or regulatory compliance.

6. Security

We use reasonable technical and organizational safeguards to protect your information. However, no method of transmission or storage is 100% secure, and we cannot guarantee absolute security.

7. Your Choices & Rights

  • Account Access: You can review and update your account information through your profile settings.

  • Data Deletion: You may request deletion of your account and associated data by contacting us.

  • Cookies: You can manage cookie preferences through your browser settings.

  • Email Preferences: You may opt out of promotional emails, though we may still send essential service communications.

8. Children’s Privacy

The Service is not directed to individuals under 13 (or under 16 in certain jurisdictions). We do not knowingly collect data from children. If we learn we have collected such data, we will delete it.

9. International Users

The Service is operated from the United States. If you access it from outside the U.S., you consent to the transfer and processing of your information in the U.S., subject to this Privacy Policy.

10. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you by revising the “Effective Date” above and, where appropriate, by email or via the Service.

11. Contact Us

If you have questions about this Privacy Policy or your data, please contact us at:

Portoll
400 East Vine Street, Suite 301,
Lexington, KY 40507

info@portoll.com

© 2025 Portoll. All rights reserved.

The Online Tutor Providing Personalized Feedback

Scenario:
Miguel is an English tutor who works with students worldwide to improve their writing. He often receives drafts of essays and personal statements, which he annotates and sends back. He used to rely on email and Google Docs, but privacy concerns and file versioning issues have caused problems.

How Portoll Helps:

  • Miguel sets up a Portoll with his logo and domain (e.g., miguelwrites.net).
  • Students upload assignments directly through the file portal, and Miguel provides feedback.
  • Deadlines ensure students turn work in on time. Miguel can easily see who hasn’t submitted yet.
  • All messages and files are tied to each student’s profile, keeping the process organized and professional.
  • Miguel reviews usage analytics to see which students have accessed feedback or downloaded their revised documents.

Result:
Miguel provides a secure, private, and professional environment for tutoring—and can scale to dozens or hundreds of students without drowning in email.

The Fitness Influencer Delivering Custom Coaching

Scenario:
Alexa is a fitness and weight loss influencer who offers personalized coaching plans to hundreds of followers. She provides meal plans, workout routines, supplement guidance, and motivational content through a subscription model. To keep her coaching highly customized, Alexa asks her subscribers to upload regular progress photos, body measurements, and fitness tracker data (like sleep quality or step counts).

Previously, Alexa managed this process using email, cloud storage links, and messaging apps, which quickly became unmanageable as her subscriber base grew.

How Portoll Helps:

  • Alexa creates a fully branded subscription-based website (e.g., fitwithalexa.com) using Portoll. Her site has her logo, color scheme, and a custom domain that feels like an extension of her brand.

  • Subscribers gain access to exclusive content like PDF meal plans, weekly recipes, and training videos uploaded to their client dashboard.

  • Alexa uses file request features to ask for body measurements and progress photos every week or month. She sets deadlines and auto-reminders to keep clients accountable.

  • Clients can message her directly inside the portal, referencing specific files (like their recent weigh-in) to get quick feedback or encouragement.

  • File uploads are stored securely with Amazon S3 encryption, protecting personal health data and ensuring compliance with basic data security standards.

  • Alexa tracks whether subscribers are actively engaging—checking who has downloaded plans, submitted progress files, or missed check-ins.

Result:
Alexa delivers a premium coaching experience with a system that scales as her business grows. Her subscribers get a streamlined and professional platform that enhances accountability and results. She spends less time managing logistics and more time inspiring transformation.

The Freelance CPA with Dozens of Clients

Scenario:
John is a certified public accountant (CPA) who helps small businesses and self-employed individuals prepare for tax season. Every January through April, his inbox is flooded with W-2s, 1099s, and receipts. Coordinating with dozens of clients is chaotic, and chasing down missing documents is a full-time job on its own.

How Portoll Helps:

  • John sets up his own branded file portal (e.g., janeledgers.com) using Portoll.

  • He groups clients using custom tags like “1099 Filers” and uses mass actions to send document requests with specific deadlines.

  • Clients upload their forms, which are encrypted and stored on Amazon S3. John can review, approve, or reject uploads and set expiration dates to ensure data stays fresh.

  • He uses built-in messaging to comment on specific files and sends automated reminders via SMS or email through Portoll’s Twilio integration.

  • He charges clients via a monthly subscription model, handled seamlessly through integrated Stripe processing.  

Result:
John spends less time organizing and following up, and more time delivering value. His clients appreciate the professionalism and ease of use.