This Privacy Policy explains how Portage Systems ("we", "us", or "our") collects, uses, stores, and shares information about you and your organization when you use Lena (the "Service"). By using the Service, you agree to the practices described here.
1. Information We Collect
We collect the information you provide, the information we generate when you use the Service, and information from our service providers.
- Account information: your name, email address, and any other details you provide when you create or manage an account.
- Organization information: your organization name, the users you invite, and the roles you assign to them.
- Customer Content: documents, grant agreements, bank statements, receipts, transactions, notes, board records, vendor records, and other content you upload or enter into the Service.
- Usage data: log data, IP address, browser type, device information, pages viewed, sign-in events, and audit records that help us keep the Service secure and improve performance.
- Payment information: billing address and payment method details. We do not store full credit card numbers on our servers. Payment processing is handled by Stripe.
2. How We Use Your Information
We use the information we collect to provide, operate, and improve the Service; to secure your account and your organization's data; to communicate with you about your account, updates, and support requests; to process payments; to understand usage patterns and improve the product; and to comply with legal obligations.
When Lena reads or summarizes documents, the relevant content is processed by our AI service provider under an agreement that restricts use of your content to providing the Service to you. We do not use your documents or content to train AI models.
3. Payment Processing
We use Stripe to process payments. Stripe collects payment information such as your credit card number, billing address, and related details. We do not store full card numbers on our own servers. Stripe's privacy policy and terms apply to the information you provide through Stripe.
4. Service Providers
We work with third-party service providers who host, operate, and support the Service. This includes cloud hosting and database providers, AI processing providers, email delivery services, and analytics providers. These service providers may access your information only to perform work on our behalf and are bound by obligations to protect it and use it only for the purposes we authorize.
5. Cookies and Local Storage
We use cookies and similar technologies to keep you signed in, remember your preferences, understand how the Service is used, and improve performance. You can control cookies through your browser settings. Some features may not work if you disable certain cookies.
6. Data Security
We take reasonable measures to protect your information, including encryption in transit, database-level isolation between organizations, access controls, and regular review of our practices. No system is perfectly secure, and we cannot guarantee absolute security. If we become aware of a security incident affecting your information, we will notify you in accordance with applicable law.
7. Data Retention
We keep your information and Customer Content for as long as your account is active, and for a reasonable period afterward to resolve disputes, enforce agreements, or comply with legal obligations. You may request deletion of your organization's data at any time by contacting support@portage.systems. We will remove the data from active systems within a reasonable time, and in any case within 30 days, unless we are required to keep it by law.
8. Your Rights
Depending on your location, you may have rights to access, correct, or delete your personal information; to object to or restrict certain processing; or to request a copy of your data. You can update much of your account information directly in the Service. For other requests, contact us at support@portage.systems and we will respond in accordance with applicable law.
9. Children's Privacy
The Service is not directed to children under 13. We do not knowingly collect personal information from children under 13. If you believe we have collected information from a child under 13, please contact us at support@portage.systems and we will delete it.
10. Changes to This Policy
We may update this Privacy Policy from time to time. If we make a material change, we will post the updated policy and update the effective date. Continuing to use the Service after the changes take effect means you accept the updated policy.
11. Contact
If you have questions about this Privacy Policy or our data practices, contact us at support@portage.systems.