Plain summary
We collect what you give us, we use it to run Lena for you, we don't sell it, and we don't use your documents to train AI models. You can ask for your data or ask us to delete it, any time.
- 1. What we collect. Your account details (name, email, organization name); the content you upload or enter (grant agreements, bank statements, receipts, board and vendor records, transactions, notes); and basic technical records like sign-in events and audit logs that keep your account safe and your records trustworthy.
- 2. How we use it. To provide the service: reading your documents, proposing classifications, flagging items for review, drafting text you asked for, answering your questions with citations from your own files, and keeping an audit trail. We also use aggregate, non-identifying information to understand how Lena is performing.
- 3. AI processing. When Lena reads a document or drafts text, the relevant content is processed by our AI provider (Anthropic) under an agreement that prohibits using your content to train their models. Your documents stay yours.
- 4. Who can see your data. People you invite to your organization, according to the roles you give them. Our service providers who host and operate the infrastructure Lena runs on (cloud hosting, database, AI processing, email delivery), each bound to use your data only to provide their service to us. Nobody else, unless the law requires it — and we do not sell or rent your information to anyone.
- 5. Security. Your organization's data is isolated from every other organization's at the database level, encrypted in transit, and accessible only through your organization's accounts. No system is perfectly secure, but isolation and least access are built into Lena's foundations.
- 6. Retention and deletion. We keep your data while your account is active. Ask us to delete your organization's data at hello@portage.systems and we will remove it from active systems within 30 days, except records we are legally required to keep.
- 7. Your choices. You can review and correct your account information in Settings, export your records, and request a copy or deletion of your data by email.
- 8. Children. Lena is for organizations and their adult staff, not for children under 18.
- 9. Changes. If this policy changes meaningfully, we will post the update here with a new date.
- 10. Contact. Portage Systems, Minnetonka, Minnesota, USA · hello@portage.systems