Privacy Policy

Overview

Client Portals is a document review and feedback platform operated by Agent Space LLC ("Agent Space," "we," "us," or "our"). This Privacy Policy describes how we collect, use, and protect information when agencies and their clients use the Client Portals service.

By accessing or using Client Portals, you agree to the practices described in this policy. If you are an agency using our service on behalf of clients, you are responsible for ensuring your clients understand how their information is handled.

Information we collect

We collect information in two contexts: from agencies that configure and manage portals, and from clients who access those portals.

From agencies:

• Contact information provided when requesting access (name, email address, company name)
• Portal configuration data (client names, wordmarks, access codes, tenant identifiers)
• Documents and files uploaded to client portals (PDFs, images, videos, and other file types)
• Billing and payment information processed through our payment providers

From client portal users:

• Session authentication data (access code verification, stored in browser session storage)
• Feedback pins and comments placed on documents, including author name, comment text, timestamps, and document/page position
• Support ticket submissions, including name, email, subject, category, message, and any attached files
• Standard web access logs (IP address, browser type, pages visited, timestamps)

How we use information

We use the information we collect to:

• Provide and maintain the Client Portals service
• Authenticate authorized clients and control portal access
• Store and display documents uploaded by agencies
• Record and serve feedback pins and comments to the relevant agency
• Route support ticket submissions to the appropriate agency team
• Send transactional notifications related to portal activity (new feedback, ticket updates)
• Monitor service performance and troubleshoot technical issues
• Comply with legal obligations

We do not use your information for advertising, and we do not sell it to third parties.

Data storage

Portal data is stored using Supabase, a managed cloud database and storage platform. Files uploaded to portals are stored in Supabase Storage. Database records including feedback, tickets, and portal configuration are stored in Supabase Postgres.

Data may be stored and processed in the United States or other regions where Supabase operates infrastructure. By using Client Portals, you consent to this transfer and processing.

We use reasonable technical and organizational measures to protect data against unauthorized access, disclosure, or destruction. However, no internet-based service can guarantee absolute security.

Data sharing

We do not sell, rent, or trade your personal information. We may share information in the following limited circumstances:

• Service providers: We share data with vendors who help operate the service (Supabase for storage and database, payment processors for billing). These providers are bound by data processing agreements and may only use data to provide their services to us.
• Agency access: Feedback, tickets, and uploaded documents are accessible to the agency that configured the portal. Agencies are responsible for how they handle client data within their own workflows.
• Legal requirements: We may disclose information if required by law, court order, or governmental authority, or if we believe disclosure is necessary to protect the rights, property, or safety of Agent Space, our users, or the public.
• Business transfers: If Agent Space is involved in a merger, acquisition, or sale of assets, your information may be transferred as part of that transaction. We will notify affected users before information is transferred and becomes subject to a different privacy policy.

Data retention

We retain portal data for as long as the associated agency account remains active. Uploaded documents, feedback records, and ticket submissions are retained until an agency requests deletion or the account is terminated.

Web access logs are retained for a rolling period for security and performance monitoring purposes.

Agencies may request deletion of their data and their clients' data by contacting us at the address below. We will process deletion requests within 30 days, subject to any legal obligations to retain certain records.

Your rights

Depending on your jurisdiction, you may have the right to:

• Access the personal information we hold about you
• Request correction of inaccurate information
• Request deletion of your information
• Object to or restrict certain processing
• Data portability (receiving your data in a structured, machine-readable format)

To exercise any of these rights, contact us at [email protected]. We will respond within 30 days. Identity verification may be required before we can fulfill a request.

Children's privacy

Client Portals is not directed at children under 13. We do not knowingly collect personal information from children under 13. If you believe a child has submitted information through a portal, contact us immediately and we will delete it.

Changes to this policy

We may update this Privacy Policy from time to time. When we do, we will revise the "Last updated" date at the top of this page. If changes are material, we will notify active agency accounts by email. Continued use of Client Portals after changes take effect constitutes acceptance of the updated policy.

Contact us

For questions about this Privacy Policy or to exercise your rights, use the contact form on our website or email us directly.

Agent Space LLC
clientportals.vip/#contact