This notice explains what the portal records and why.
When you enquire, we keep your name, company, email address, phone number if given, and your message, so that we can reply. When you are invited to a company portal, we keep your name and email address, which files you may see, and a log of your sign-ins, views and downloads, so that the company issuing the files has a record of who received what.
To give you access to the files you are cleared for, to protect those files from anyone else, and to keep an accurate issue record for the project. The legal basis is the legitimate interest of the issuing company in controlling and recording the distribution of its project documents.
Enquiries are kept for twelve months. Portal accounts and activity logs are kept for the life of the project and a retention period set by the issuing company, after which they are deleted.
Files and records are stored within the European Union on Cloudflare infrastructure. Sign-in codes and notifications are sent through Resend.
You can ask to see, correct or delete the information we hold about you by writing to the company that invited you, or to privacy@projectfileportal.com.
Last updated 17 October 2026