Privacy policy

Accounts and responsibility

PortalSAC provides field-service and audit tools for authorized organization accounts. Sergio Costa is responsible for operating PortalSAC. Your organization’s administrators manage your access and the work records made available to you.

For privacy questions, contact [email protected].

Information we process

• Account names, email addresses, user identifiers, authentication information, roles and access permissions.
• Work orders, site details, operator names, technician reports, parts, visit status, audit records, and photos or documents submitted to the service.
• Shift and visit times, time-adjustment reasons, original recorded times, and location-event coordinates, accuracy and capture time.
• Session information and operational or security logs. Hosting and email providers also process connection information needed to deliver and protect their services.

How information is used

Information is used to authenticate users, enforce permissions, manage visits and audits, record working time, synchronize supported records, generate exports, deliver account emails, investigate errors and protect the service.

Authorized administrators can review relevant team records and the last recorded location event. Other users can access only records allowed by their permissions. Do not include unnecessary personal information in work reports or attachments.

Location, camera and photos

PortalSAC requests your location for foreground actions such as starting or ending a shift or checking in or out of a visit. Coordinates are stored with the event and may appear on an authorized administrator’s map. PortalSAC does not continuously track location in the background.

You can change location permission in device or browser settings. Denying permission may prevent actions that require a recent location. Camera or photo access is used when you choose to attach an image to a record.

Service providers and sharing

• Cloudflare hosts the application, database, file storage and backups.
• Resend delivers account invitations and authentication emails.
• Configured Smartsheet connections read assigned work orders and stock. Supported visit fields are sent when a user requests synchronization.
• OpenStreetMap supplies map tiles. Tile requests disclose connection information and the requested map area to the map provider.
• Apple provides native device permission and sharing functions in the iOS app.

When you export and share a report, you choose its recipient or destination. Copies sent outside PortalSAC are subject to the recipient’s handling practices. Providers may process information outside your country.

The PortalSAC app does not include advertising SDKs or cross-app advertising tracking.

Account deletion and retention

In the app, open My account → Delete my account. Confirm your current password and type DELETE. You do not need to call or email support to start deletion. The request revokes account access and signed-in sessions immediately.

Our processing target is to remove personal data from active PortalSAC records within 30 days and affected backup or recovery copies within 90 days of the request. Authorized administrators review shared records, free-text notes, images, attachments and provider-held information before confirming removal. The system removes the account’s own local visits, shifts, location events, authentication data and access grants. Shared operational records may remain only after identifying information has been removed.

Completion is not reported merely because access was disabled. Backup processing is tracked separately, including the database provider’s recovery window. The system retries failed cleanup and flags overdue requests for administrator action. Recovery safeguards prevent approved restore procedures from reintroducing deleted accounts.

Save the private receipt code shown after requesting deletion. Use Check deletion request on the sign-in screen to see the status and target dates without reactivating the account. Keep this code private. A minimal receipt record remains to provide this status; once processing finishes it has no name, email address or account identifier.

Deleting a PortalSAC account does not itself erase independently controlled Smartsheet records, downloaded reports or copies held by your organization or recipients. We coordinate applicable requests with the responsible organization. If a specific legal obligation requires information to be retained, it must be assessed and documented; service history alone is not a reason to retain identifying information indefinitely. An unresolved review must not be marked complete.

Access, correction and assistance

You may request access, correction or help with a deletion request by emailing [email protected]. Do not send passwords or authentication codes. This support option is additional to the in-app deletion process, not a required step to initiate it.

Security and local storage

PortalSAC uses HTTPS, authenticated sessions and server-side access controls. Session cookies support sign-in, and local browser storage can remember interface preferences. The iOS app protects temporary exported files and removes its temporary copy after the share flow closes. Copies you save elsewhere remain under your control.

No service can guarantee absolute security. Protect your credentials, sign out on shared devices, and report suspected unauthorized access to support.

Changes and contact

Changes to this policy will be published here with an updated date. Contact Sergio Costa at [email protected] for questions about PortalSAC privacy.