Privacy

What we record.

This page sets out what we record about you, why we do it, who can see it and how long we keep it. In plain language, and without listing things we do not do.

Version 2, 22 September 2026.

Deze privacyverklaring in het Nederlands

Who is responsible

Portalio is a trading name of Octadex, a sole proprietorship registered with the Dutch Chamber of Commerce under number 99648156. That company is responsible for this website, for the contact form and for the accounts you use to sign in to a portal.

Address: De Tilbarten 49, 9084 CB Goutum, the Netherlands
E-mail: contact@portalio.nl
Security: security@portalio.nl

If you use a portal at an address such as company.portalio.nl, or at that company's own address, then the company using the portal is responsible for what it contains: which customers are in it, which conversations are held there and how long that is kept. Portalio processes those data on that company's instructions and does nothing else with them. If you have a question about your data in such a portal, that company is your first point of contact; it is named in the footer of every screen. If you do not get anywhere there, write to contact@portalio.nl.

When you visit this website

This website sets no cookies and measures no visits. No request goes from this site to any advertising or analytics service. The server keeps only the usual logs needed to run the site and to spot abuse, such as the address a page was requested from and the time; those are not used to track you.

When you use the contact form

The form asks for your name, your e-mail address and your message. They arrive as mail at contact@portalio.nl so that we can answer you. We use them for nothing else, and we keep them for at most twenty-four months after the last contact, unless an agreement follows from it; they then belong to that agreement.

When you sign in to a portal

You sign in with a link sent to your mail, or with your work account at Google or Microsoft. There is no password, so we store none. We record that an account belongs to your e-mail address, which companies that account works for, and when you signed in and from which device. That is needed to run your session and to spot abuse. A portal sets one cookie for this: it keeps you signed in and does nothing else.

What you see and do inside the portal (relations, conversations, jobs, appointments, quotes, invoices, delivery notes you sign, photos, documents, notes and their history) belongs to the company using the portal. What exactly is recorded depends on which parts that company has switched on. That company states in its own privacy policy what it does with this and how long it keeps it.

We keep a history of everything that happens inside a portal: who did what and when. That is the company's evidence, and it is how we see that the system does what it should. We strip the sign-in link from a sign-in mail before we store that mail.

How we use Google user data

If you work at a company that uses the portal, you can connect your own Google Calendar on your profile page. You do that yourself, with your own account, and you can undo it at any time. This is what happens then, and nothing beyond it.

Reading. From every calendar you let count we read only when you are busy: start and end. We do not read and do not store the title, the description, the location or the attendees of your appointments; the database rejects such a title even if it arrives. The portal uses those times for one purpose: so that a planner can see when you are already busy and books nothing twice.
Writing. If you pick one calendar as your writing calendar, the portal puts the jobs assigned to you into it, and updates them when they move or are cancelled. Only those jobs; the portal does not touch the rest of your calendar.
What we store. The e-mail address of the connected account, the names of your calendars so that you can choose which ones count, the busy times for one month back and three months ahead, and a token that lets the portal read and write on your behalf. That token sits encrypted in a vault in the database and is readable nowhere in the portal, not even for the owner of the company.
Who sees it. Only you see the names of your calendars. The owner and the planner of the company see that you are connected and when you are busy, not what with.
Disconnecting. If you remove the connection, we revoke the access at Google, the token leaves the vault and the busy times leave the database. What the portal wrote into your calendar stays there; you remove that yourself if you want to.

Data we receive through the Google API are used only as set out above, and in line with the Google API Services User Data Policy, including the Limited Use requirements. That includes the requirement not to use Google user data to develop, improve or train generalised artificial intelligence or machine learning models.

If you connect a calendar with an iCal address instead of with Google, the same applies: we read only when you are busy, and the address itself sits in the same vault.

How we share Google user data

We do not transfer, sell or disclose Google user data to anyone. They are not passed to advertisers, not to data brokers and not to any artificial intelligence or machine learning provider. No human reads them, except with your permission, for security reasons or where the law requires it.

Google user data are stored by the parties that host the portal on our instructions and are named below: Supabase for the database, in a data centre in Frankfurt, and Vercel for the application itself, on servers in Frankfurt. Both act only on our instructions, under a data processing agreement, and do nothing with these data of their own.

Google user data and artificial intelligence

The portal uses no artificial intelligence and no machine learning. There is no integration with any AI service, neither directly nor through an aggregator, gateway or model hub, and no self-hosted or offline model runs alongside it. What we receive from Google therefore enters no model at all.

To say it explicitly: we do not use Google Workspace data to develop, improve or train artificial intelligence or machine learning models, and we do not transfer them to anyone else for that purpose. This applies to the data as we receive them and equally to aggregated or anonymised forms of them.

Travel time and addresses

If a company plans a job at your home, the portal can work out the travel time between two addresses. For that we look up the coordinates of an address at the Dutch Kadaster (the PDOK location service), and we ask a routing service for the driving time between two coordinates. An address or a coordinate then goes out, no name and no other detail. The company chooses whether to switch this on.

Why we are allowed to do this

To answer your message and to perform an agreement: performance of the agreement with you, or the steps leading up to it.
For our books and the statutory retention period: our legal obligation.
For the history, the security of your account and the prevention of abuse: our legitimate interest. You may object to this.
For connecting your calendar: your consent, which you give on your profile page and withdraw in the same place.
For what a company does with your data inside its portal: that company's own legal basis, set out in its own privacy policy.

The parties that help us

These parties process data on our instructions. We have a data processing agreement with each of them.

Supabase (database, sign-in and file storage). Everything sits in a data centre in Frankfurt.
Vercel (the website and the portal itself). The servers run in Frankfurt; Vercel is an American company, and the transfer is covered by the standard contractual clauses of the European Commission.
Scaleway (the mail the portal sends you). A French company, servers in Europe.
Google, only if you connect your calendar yourself or sign in with your Google account. Microsoft, only if you sign in with your Microsoft account.
The Dutch Kadaster (PDOK) and a routing service, only for coordinates and travel time, as set out above.

Beyond this we give nothing to anyone, unless the law obliges us to.

How long we keep it

A message through the contact form: twenty-four months after the last contact.
Your account: as long as you work for or are a customer of at least one company in a portal, and gone after that as soon as you ask.
When you signed in and from which device: ninety days.
The busy times from a connected calendar: one month back and three months ahead, and gone as soon as you disconnect.
What a company records in its portal: as long as that company decides. Invoices and signed delivery notes fall under the statutory retention period of seven years.

How we protect it

Everything travels over an encrypted connection.
Who may see which company and which relation is set in the database itself, not in the screens above it. Every table knows which company a row belongs to, and the boundary between two companies is tested on every change with over a thousand checks.
Photos and documents sit in shielded storage, openable only with a link that works briefly.
Signing in goes by a link in the mail or with your work account. There are no passwords to steal.
Tokens to your calendar sit encrypted in a vault and are readable nowhere in the portal.
Whoever adds or changes something is named next to it.

Do you think something has leaked, or do you see a weak spot? Write to security@portalio.nl. We pick it up straight away. If something has gone wrong with personal data, we report it to the Dutch Data Protection Authority where we must, and to you and to the company of your portal if it affects you.

Your rights

You may see what we hold about you, have it corrected if it is wrong, have it removed, have it transferred, and object to what we do on the basis of our legitimate interest. You withdraw your consent for the calendar connection yourself, on your profile page.

Send your request to contact@portalio.nl with "privacy" in the subject. You will hear from us within a month. To prevent someone else from requesting your data, we may ask you to identify yourself. If your request concerns what a company holds about you in its portal, we pass it on to that company and help it to answer you.

Some things we cannot remove as long as the law tells us to keep them. A sent invoice and a signed delivery note are the best known examples. We will simply tell you so.

If you think we are doing something wrong, let us know first. You can also lodge a complaint with the Dutch Data Protection Authority.

Changes

If what we do changes, we update this page. The date at the top tells you which version you are reading.