What we keep, and why.

The short version

We collect what the service needs to work and nothing for its own sake. We don’t run advertising, don’t sell or share data for marketing, and don’t use trackers on this site. Your workspace is yours; we look inside only to support you, and our vendors see only what it takes to host, email, pay and bank.

Who we are

Portal UI is made and run by Rev Pop, a brand and design agency in Milwaukee, Wisconsin. For this website and your Portal UI account, we’re the one responsible for your information. For the information inside a studio’s portal — their clients, staff, invoices, files — the studio is responsible and we process it on their behalf. Write to hello@portalui.com for anything here.

What we collect, and from whom

• Visitors to portalui.com: nothing unless you give it. The launch-list box takes a name and email. The “Start a portal” form takes what it asks — what you do, team size, studio name, your name, work email, the address you want, plan, notes, a code — plus the page you came from and your browser’s user-agent string, so we can tell a person from a bot.
• Studios with a portal: the owner’s name and email, billing contact and address, plan and rate, the support thread, and the configuration of the workspace (name, logo, colours, modules, team members and their work emails).
• Inside a portal, on the studio’s behalf: whatever the studio and its clients enter — projects, hours, invoices and payments, proposals and signatures, files and brand assets, inventory and orders, handbook, time-off and payroll records, and messages. Clients and staff sign in by email link or Google account, so we hold those addresses and a session — and no passwords, because there are none to hold.
• Payments: card and bank details are entered on Stripe’s pages and held by Stripe, never by us. We keep the payment’s amount, date, method type and Stripe’s reference. Where a studio connects bank statements, Plaid returns transactions to the studio’s ledger; we never see online-banking credentials.

What we use it for

• Running the service: signing people in, showing them what they’re allowed to see, sending the emails and texts the portal sends (invoices, reminders, invitations, sign-in links, schedule notices).
• Talking to you: answering support, telling a studio about changes to its service, and — for the launch list and people who asked for a portal — writing when there’s news. Every one of those emails has an unsubscribe link that works on its own.
• Billing and the books: invoicing studios, tax records, and the records the law makes us keep.
• Keeping it safe: logs of sign-ins and actions, kept to spot abuse and fix mistakes.

We don’t use anyone’s data to train models, build profiles, or advertise. Where a studio turns on an AI drafting feature, the text it drafts from is sent to the AI provider for that request and isn’t kept by them for training.

Who touches it

Vendors who host and move data for us, each under its own agreement and only for the job named: Vercel (hosting), Neon (databases — one per studio, in the United States), Resend (email), Twilio (text messages, where a studio uses them), Stripe (payments, under the studio’s own Stripe account), Plaid (bank statements, with the studio’s consent), Google (Workspace sign-in and, where a studio connects it, Drive), and Anthropic (AI drafting, only when turned on).

Beyond those: nobody, unless the law requires it, you ask us to, or we need to defend a legal claim. If Portal UI ever changes hands, your data goes with the service under this policy and you’ll hear first.

How it’s protected

Everything travels over TLS and sits encrypted at rest. Each studio has its own database; there is no shared table of everyone’s clients. There are no passwords in the system to leak: sign-in is an emailed link or a Google account. Access to production is limited to the people who run the service, behind multi-factor sign-in, and reviewed quarterly. Secrets are held in the hosting platform, not in code. If something goes wrong with your data, we tell affected studios within 72 hours of confirming it, and say what happened and what we did.

How long it stays

• Launch list and requests: until you unsubscribe or ask us to remove you, or until the service they describe has launched and a year has passed.
• A studio’s workspace: for as long as the portal is open, then 30 days after it closes. We send the owner a copy before deleting, and a reminder before the 30 days are up; ask and we delete sooner. Backups roll off within a further 30 days.
• Billing and tax records: seven years, as the law requires.
• Logs: 90 days.

Your choices

Anyone on a list can leave it from the link in any email, or by writing to us. A studio can export every table as JSON from its Account page at any time, and can ask us to correct or delete anything we hold about the studio itself. A client or employee of a studio should ask the studio first, since the studio is responsible for that data; if that doesn’t work, write to us and we’ll help. We answer within 30 days. Where a law gives you more rights than this — California’s, Europe’s — you have them.

Cookies and children

This site sets no cookies for visitors — the launch box and the request form work without one. A portal sets one cookie when you sign in (your session, cleared when you sign out), and the admin side of portalui.com sets one for us. That’s the list. No analytics, no advertising pixels, no tracking of any kind. The service is for businesses and their grown-up clients; we don’t knowingly collect anything from anyone under 18, and if we learn we have, we delete it.

Changes and contact

When this policy changes in a way that matters, studios hear by email 30 days before it takes effect; smaller edits just update the date at the top. The companion to this page is the terms of service. Anything at all: hello@portalui.com, or Rev Pop, Milwaukee, Wisconsin.