1. About this policy
Task Portal (“we”, “us” and “our”) provides the Task Portal website, workspace application, modules and companion mobile apps. This policy explains how we handle personal information when you visit our websites, create an account, use a workspace or open a shared link.
Our privacy contact is admin@taskportal.com. If a business, team or family manages the workspace you use, that workspace’s owner also controls the information they add and the access they give other people. You can contact that owner about their use of your information and contact us about our operation of Task Portal.
2. Information we collect
The information we hold depends on the features you use. It can include:
- Account and billing records: your name, email address, account settings, role, plan, invitations, subscription history and invoice or transaction records. Passwords are stored as hashes rather than readable passwords.
- Workspace content: tasks, descriptions, dates, categories, module records, comments, uploaded files, photos and their associated metadata. Some modules may contain health, family, employment or other sensitive information that you choose to add. Only provide information you are entitled to share.
- Communications: messages, attachments, voice notes, conversation membership, call participants, call timing and status, and recordings you or another participant create using a recording feature.
- Connected services: the information authorised by you when connecting a calendar or another integration, including connection tokens and synchronised records.
- Device information: device name, platform, app registration identifiers, push-notification tokens, permission settings and responses to authorised device requests. Depending on enabled features, responses can include location coordinates, accuracy and timestamps, a photo you approve, battery information or device availability.
- Usage and security information: IP address, browser or app details, timestamps, feature actions, activity duration and diagnostic records. Login-attempt records can include the attempted email address, device details, whether a password matched and whether sign-in succeeded. Those records do not contain the password itself.
We collect information from you, your device, people who invite you or share information with you, connected services you authorise, and the operation of the service.
3. How we use information
We use information to create and protect accounts; host and display your workspace; apply permissions; support collaboration, files, messages and calls; deliver notifications; synchronise connected services; respond to support requests; maintain account and billing records; diagnose problems; prevent abuse; and meet legal obligations.
We also use internal activity measurements to understand feature use and improve reliability and usability. Our activity analytics record actions and engagement metadata rather than copying task descriptions or message bodies into analytics events. We do not sell or rent your personal information, or use private workspace content for targeted advertising.
Where the law requires consent for a particular activity, we obtain that consent. Optional connections and permissions can be declined, although the related feature may then be unavailable.
5. Google Calendar data
Connecting Google Calendar is optional and starts only after you authorise access through Google. Task Portal requests permission to view and manage calendar events so it can synchronise calendar events and tasks with due dates. The current integration does not request access to Gmail messages, Google Drive files or your Google password.
We store the connection’s access and refresh tokens, any account label returned by Google, and event information needed for synchronisation. This can include event titles, descriptions, locations, dates, times, recurring-event details and synchronisation identifiers. Tokens allow the connection to continue working without asking you to sign in to Google for every sync.
Task Portal uses Google data to provide the calendar connection and related task features you request. Our use and transfer of information received from Google APIs follows the Google API Services User Data Policy, including its Limited Use requirements. We do not sell Google user data, use it for advertising, or use it to train or improve general-purpose AI or machine-learning models. Human access is limited to circumstances permitted by that policy, such as your specific consent, necessary security investigations or legal requirements.
You can disconnect Google Calendar in Task Portal Settings → Calendar connections. This removes the local connection and its tokens, cached calendar events and synchronisation links. Tasks and other workspace content previously created or changed through synchronisation remain until separately removed. Events already written to Google Calendar also remain in Google.
You can separately revoke Task Portal’s authorisation in your Google Account connections settings. To request deletion of retained Google-related data, email admin@taskportal.com and identify the connected account. We verify requests and explain any records we must retain for a legal or security reason.
6. Phone permissions and device requests
Companion apps can receive notifications and answer requests from enabled Task Portal features. Access to location, the camera, photos or the microphone depends on the feature, your account’s authorisation, module access settings, device capability settings and operating-system permissions. A server request does not bypass those permissions.
Location collection is tied to an authorised request or an enabled, time-limited tracking session. Ongoing or background tracking requires the relevant permission and is subject to platform controls and available tracking indicators. Camera or photo requests can require an additional approval in the app. Audio and video features use the microphone or camera when you choose to use them.
You can manage available capability toggles in Task Portal or the companion app and revoke permissions in your phone’s settings. Turning off a permission can stop the related feature from working; it does not automatically delete information already sent to the server.
7. Service providers and international processing
We use infrastructure and service providers to operate Task Portal. They may process information needed to deliver hosting, storage, email, notifications, communications, security and support. Depending on what you enable, integrations include Google Calendar, Microsoft Outlook, Cloudflare calling services, Mobile Message for SMS, Meta’s WhatsApp services, Google Firebase Cloud Messaging and Apple Push Notification service.
For example, a calendar provider receives the events you synchronise; SMS or WhatsApp providers receive messages and recipient details you send through them; calling infrastructure processes call media and routing information; and push providers process device tokens and notification-routing metadata. Connected services also have their own terms and privacy policies.
Information may be processed outside your country, including in the United States by global service providers. Other processing locations depend on the provider and features used. Contact us for available details if you have a data-residency requirement before enabling an integration. We take reasonable steps to protect information disclosed to service providers and to comply with applicable cross-border requirements.
We may also disclose information when reasonably necessary to comply with law, respond to a lawful request, investigate misuse, protect people or the service, or complete a business transfer subject to appropriate confidentiality and privacy protections.
9. AI-assisted features and external tools
If you choose an AI-assisted feature, your instructions and the workspace context needed for the request may be processed to generate a response or carry out an authorised action. Review generated outputs and proposed changes before relying on them.
If you copy the Task Portal Blueprint or your content into an AI service you choose outside Task Portal, you decide what to send. That provider’s own privacy policy and terms apply to its processing. Do not send another person’s confidential or sensitive information unless you have authority to do so. The Google-data restrictions above continue to apply to Task Portal’s handling of Google API data.
10. Security, retention and deletion
We use measures such as HTTPS connections, hashed passwords, account authentication and access controls to help protect information. Access for administration and support is limited to appropriate operational purposes. No system can guarantee complete security, and these measures should not be understood as a promise of end-to-end encryption for all content.
We retain information for as long as reasonably needed to provide the service, maintain requested history, resolve disputes, meet record-keeping obligations and protect against misuse. Retention differs between workspace content, connection records, communications, invoices, device responses and security logs. We do not apply a single deletion period to every data type.
You can remove content using the controls available for the relevant feature and disconnect optional integrations. For account closure, access to a copy of your personal information, or deletion requests that the interface does not support, email admin@taskportal.com. Simply signing out, uninstalling an app or deactivating an account does not by itself erase server records.
After verifying your request, we delete or de-identify information that is no longer needed, subject to applicable law and legitimate security or dispute requirements. Shared records or copies held by other users may remain, and any backup copies may remain until replaced through their normal lifecycle. We explain relevant limitations rather than promise immediate deletion from every system.
11. Your choices, children and privacy requests
You can update available profile settings, control sharing, revoke public links, disconnect integrations and manage browser and phone permissions. You can ask us to access, correct or delete personal information, and to consider other privacy rights available under the law that applies to you. We may need information to verify your identity and authority to request changes, especially for a shared or organisation-managed workspace.
Task Portal is not intended for unsupervised use by children. Adults using family or care-related modules should only provide a child’s information where they have appropriate authority and should carefully control sharing. Contact us if you believe a child has supplied information without appropriate authorisation.
Send privacy questions or complaints to admin@taskportal.com, with enough detail for us to investigate. We aim to acknowledge and address requests promptly and to respond to a privacy complaint within 30 days. If more time is needed, we will explain why. You may also contact the relevant privacy regulator; in Australia, this is the Office of the Australian Information Commissioner.
12. Changes and contact
We may update this policy when the service, our practices or applicable requirements change. We publish the updated text and date on this page and give additional notice of significant changes where appropriate or required. If a new use of Google data requires further authorisation, we seek it before that new use.
Contact: Task Portal · admin@taskportal.com
For the conditions of using the service, read our Terms of Service.