Portia privacy policy
Last updated: November 2, 2026
This is the English version of the Spanish policy. If the two differ, the Spanish version applies.
- Portia is your building's app: owners, the people they put in charge, the building staff and the management use it.
- We keep only what the app needs to work, and we delete it only when its time is up.
- We don't sell data, there is no advertising, and there are no tracking or analytics tools.
- You can delete your account from the app: My account › Delete my account.
- For any question: [email protected].
1. Who handles your data
Your building's property manager is responsible for its building's data: it decides who has an account and what Portia is used for.
Casna, which offers Portia, builds and runs the app and handles the data on behalf of the property manager, only to provide the service.
You can write to Casna at [email protected] or contact your property manager.
2. What data Portia keeps and what for
Your account (everyone)
- Name and phone number. Your phone number is your username to sign in.
- Password, stored encrypted: nobody can read it, not the management and not Casna.
- Your units or buildings and what you can do in them.
- Sign-in history: when you signed in and the failed attempts, to block anyone trying to guess passwords.
- The connection you sign in from: only a fingerprint (not the address), for one day, to stop anyone trying passwords from many phones.
- What you accepted: which privacy text you accepted and when. Every account accepts it when it is created or the first time it signs in, and Portia can't be used without accepting it; if the text changes, it is asked again.
If you ask for access with your building's link
When you ask for access from the link the management shares (for example, in the building's WhatsApp group), Portia keeps what you type: the unit, your name, your phone number and, if you add it, your email; whether they match what the property manager has for that unit; a fingerprint of the connection (not the address); and which text you accepted and when. If the unit has an email on file with the management, we send a code there to check it's you; if not, the management reviews the request. It is used to check that you are the owner and to give you access.
Owners and people in charge
- Maintenance account statement. For each unit, Portia keeps the name and contact details the property manager has in its accounting. If your building keeps its accounting separately, the balance, invoices and transactions are looked up at that moment and not stored in Portia; if your building keeps its accounts in Portia, Portia stores each unit's fees, charges, payments and balance.
- Bookings of common areas and payment receipts you send (photo or PDF).
- Issues you report, with their photos and comments.
- Announcements from the management: whether you read them.
- Messages with the management and letters from the office, with their attachments (photos or PDF), and whether they were seen or read.
- News the office posts about the building, with their photos, and your likes.
- People in charge of your guests: their name and phone number.
Guests
When you register a guest, Portia keeps what you type: name, ID type and number, phone or WhatsApp, email, license plate and number of companions, plus their QR pass and the time they came in through the gatehouse. It is used so the gatehouse knows who can come in and when.
Building staff
- Clock-ins and clock-outs: the time, a photo and the location at that moment, to check that people clock in at the building.
- Presence checks during the shift: photo, location and time.
- The location is taken only when clocking in or out or when confirming you are still in the building, never in the background. Before the first clock-in, Portia explains what is kept and for how long.
Management
What the office does in Portia (accounts, shifts, bookings, announcements, documents) is recorded with who did it. To place the building on the map, the office uses a satellite map.
App errors
If something fails in the app, Portia keeps which screen and which error, the version, the type of device and a fingerprint of the account (to know how many people it happens to, not who they are). Before keeping it, it hides emails, long numbers and anything in quotes. It is used to fix it.
Phone notifications
If you turn on notifications, Portia keeps the code your phone or browser gives to receive them, the name of the device and its language (Spanish or English), to send you notifications in your language. Notifications carry no amounts, reasons or other people's names.
What is stored on your phone
Portia stores on your phone or browser your session (so you don't have to sign in every time), the building you chose and the notification code. It doesn't use advertising or analytics cookies.
3. How long it is kept
| Data | How long |
|---|---|
| Your account, your sign-in history, your notifications and what you accepted when creating it | As long as you have an account. If you delete it, they are deleted at once. |
| The connection fingerprint | When signing in, 1 day. When asking for access, 2 days (and the one in the request, as long as the request lasts) |
| An access request (with what you accepted when asking) | 90 days after it is resolved (approved, rejected or canceled); if a code was requested and not used, 90 days after asking; if it is waiting for the management, until it is resolved and 90 more days |
| Photo and exact location of each clock-in and each presence check | 90 days |
| Clock-ins and presence checks (time, whether it was at the building) | 24 months |
| A guest's personal data (name, ID, phone, email, license plate) | 90 days after their stay |
| Record of the visit, without that data | 24 months |
| Photos of an issue | 12 months after it is closed |
| Issues | 24 months after they are closed |
| Announcements | 24 months |
| Messages and letters, with their attachments | 24 months (the attachments of a withdrawn letter, sooner) |
| News, with their photos | 12 months, or when the office removes them |
| App errors | 30 days |
| Documents and attachments the office withdraws | 30 days after they are withdrawn |
| Bookings, payment receipts and, in buildings that keep their accounts in Portia, their fees, charges and payments | As long as the property manager needs them for its management and accounting |
| Backups | 30 days |
Daily backups are kept for 30 days: what is deleted from Portia also disappears from them, at most, 30 days later.
4. If you delete your account
From My account › Delete my account, with your password. Your name, phone number, password, notifications and sign-in history are deleted at once, and your units are no longer in your account.
What belongs to the building or the management (bookings, guests, issues, payment receipts, announcements and documents) stays, without your name.
If your building keeps its accounts in Portia, your unit's account transactions (fees, charges, payments and late fees) also stay: they are the property manager's accounting, which it needs for its management and accounting. They are kept by unit, not by person.
If you are building staff and have clock-ins, your account is closed at once and your clock-ins stay, with your name, for the period in the table (24 months); after that they are deleted automatically, and your account with them.
5. Who it is shared with
Only with the providers Portia needs to work, and only what each one needs:
- Supabase: the database and the storage of photos and documents. The servers are in the United States.
- Cloudflare: serves the app and the website.
- Resend: sends the invitation emails, the codes to ask for your access and the guest passes by email.
- Apple, Google and Mozilla: deliver the notifications to your phone or browser.
- Google Drive: keeps the daily backups (30 days).
- Esri: the satellite map the office uses. It receives no data about owners or guests.
- The property manager's accounting: if your building keeps its accounting separately, the account statement is looked up there through a Casna server.
Within the building, each person sees only what concerns them: an owner sees what belongs to their units, and a common-area issue is shown without the name of who reported it. Casna does not sell data or use it for anything other than providing the service.
6. How it is protected
- Passwords are stored encrypted.
- The database checks, on every query, what each person can see and change.
- Photos of receipts, issues and clock-ins are in private storage.
- Everything travels encrypted (HTTPS).
7. Your rights
Under Law 172-13 of the Dominican Republic on the protection of personal data, you can ask to see your data, correct it, delete it or object to its use.
- To delete your account: My account › Delete my account.
- For anything else: write to [email protected] from the email or phone number your property manager knows, or ask your property manager.
8. Minors
Portia is not meant for minors. Accounts are created by the management for owners, people in charge, staff and office, or requested by the owner with their building's link, and they are checked with a code or by the management.
9. Changes to this policy
If this policy changes, we will publish the new version here with its date. What you accept in the app (when asking for access or creating your account) is stored with its version, so we know which text you saw.