Privacy Policy

Who we are

Portfolio Systems LLC ("Portfolio Systems", "we") is a Massachusetts limited liability company. We build and operate TenantOps, a maintenance and communications service that property management companies ("clients") use for their staff. The TenantOps mobile app is for clients' staff; residents do not use it.

Privacy questions and requests: [email protected].

Two roles

For visitors to this website, people who contact us, and our clients’ billing contacts, we decide how personal information is used.

For everything a client puts into TenantOps, or that TenantOps collects for a client — residents’ calls, messages and work orders, vendor records, and staff accounts — we act as a service provider and process it only on the client’s instructions under our Master Services Agreement. If you are a resident or a client’s staff member, the property management company is responsible for that data; send requests to them, and we will help them respond.

What we collect

Website: the name, email, company, phone number (if you provide one) and message you enter in a form, and ordinary server logs (IP address, browser, pages requested). The site sets no advertising or analytics cookies.

App users (client staff): name, email, phone number, role, password hash, multi-factor authentication settings, sign-in sessions, the device push token if notifications are turned on, and a log of actions taken in the service.

Resident and vendor data processed for clients: names, phone numbers, email addresses, unit addresses, maintenance descriptions, transcripts, text and email messages, work orders, invoices, and records the client connects from its property management system.

Billing: Stripe processes card and bank details. We never receive full card numbers.

How we use it

To provide the service: answer and route resident calls and messages, triage and dispatch maintenance, notify staff, and keep records the client relies on.

To secure the service: authentication, fraud and abuse prevention, and audit logs.

To support clients and bill them.

We do not sell personal information, we do not share it for cross-context behavioral advertising, and neither the website nor the app contains advertising or tracking software.

AI processing

TenantOps uses AI to answer calls, texts and emails, transcribe speech, summarize conversations and draft replies. To do that, the relevant text or audio is sent to the AI provider the client has chosen. The full list, with what each receives and where, is on our subprocessor page.

For client deployments, the available language models are DeepSeek (the default), Anthropic (Claude) and OpenAI. Speech-to-text is provided by Deepgram and premium voice by ElevenLabs. DeepSeek processes data in the People's Republic of China, where it is subject to that country’s laws. A client can choose Anthropic or OpenAI instead, which process in the United States.

For Portfolio Systems' own AI sales line (calls to our sales number), the language model is currently DeepSeek, which processes data in the People's Republic of China. When available, we use Anthropic (Claude) or OpenAI instead, both of which process in the United States. Voice is provided by ElevenLabs. Calls and SMS are carried by Telnyx.

We do not use client data to train AI models, other than models dedicated to that client’s own deployment. Whether a provider may retain inputs is set by its API terms; we record it on the subprocessor page as each is confirmed.

AI output in TenantOps is assistance for the client’s staff. It does not make decisions about anyone’s tenancy. The AI is not an emergency service: callers reporting a gas leak, fire, carbon monoxide, flooding or a medical emergency are told to call 911, and the issue is escalated to a person.

AI sales line

Portfolio Systems LLC operates an AI-answered sales telephone line. When you call it, you are speaking with an AI assistant powered by a large language model (currently DeepSeek, with Anthropic Claude or OpenAI as alternatives when available) and ElevenLabs voice technology. The AI provider may process your conversation text outside the United States, including in the People's Republic of China; see the provider detail below. The opening disclosure tells you the call is transcribed, that no audio is stored, and that you may decline transcription.

Information collected from a sales call: your phone number (from caller ID), what you say during the call, and, if you choose to provide them, your name, email, company name and scheduling preferences.

How we use it: to answer your questions about TenantOps, to send you a single text message with a booking link if you consent, and to schedule a follow-up. We do not add you to a marketing list, and we do not call you back unless you ask us to or you have given prior express written consent through our web form.

Retention: call transcripts are kept for two years; no call audio is kept; and records of your consent (or refusal) for five years. After those periods, the data is deleted from active systems within 60 days and from backups within 90 days.

Service providers for the sales line: Telnyx (carrier), DeepSeek (language model, processes data in the People's Republic of China), Anthropic and OpenAI (language model alternatives, United States), ElevenLabs (voice, United States), and Google Workspace (calendar and confirmation email, United States).

The sales line may send you one text message with a booking link if you consent. Message and data rates may apply. Text STOP to opt out of future texts or HELP for assistance. Consent to receive texts is not a condition of any purchase. Message frequency: up to one message per inquiry.

Call transcription

Client lines. Calls to a TenantOps line assigned to a client open with the notice "This call is transcribed. No audio is stored." The client’s agreement with its callers governs consent. Transcripts are kept for the life of the client’s agreement; no call audio is stored.

Sales line. Calls to Portfolio Systems’ own sales number are answered by an AI assistant. The opening disclosure is: "Thanks for calling Portfolio Systems, the team behind TenantOps. I’m an AI assistant. This call is transcribed, so a text record is kept, but no audio is stored. If you’d rather not be transcribed, just say so and I’ll delete it." If the caller declines, transcription stops and what had been transcribed is deleted. Transcripts of sales calls are kept for two years and consent records for five years; no call audio is kept.

Who we share it with

Only with the service providers listed on our subprocessor page, each bound by contract to protect the data and use it only to provide their service to us; with systems a client connects on its own instruction (for example its property management software); and where the law requires it.

How long we keep it

Client data is kept for the term of the client’s agreement. When the agreement ends, we send the client an export of its data on request within 30 days, delete it from active systems within 60 days and from backups within 90 days, unless the law requires us to keep it. These steps are carried out by hand under our documented retention process; automated export and deletion are being built.

When a staff member deletes their account, their sign-in identity, password, multi-factor settings, sessions, push tokens and profile details are erased at once and leave backups within 90 days. Work orders and notes they wrote belong to the client and stay, attributed to a former user.

Sales line: call transcripts are kept for two years; no call audio is kept. Records of your consent to recording or contact are kept for five years. Lead information you share (name, company, email, phone) is kept for two years after your last interaction, unless you ask us to delete it sooner.

Website enquiries are kept until you ask us to delete them; email [email protected].

Deleting your account

In the app: Settings, then Your account, then Delete my account; it takes effect at once. On the web: portfoliosystems.dev/account/delete, completed within 30 days. An organization owner is asked to hand ownership to another administrator, or to close the organization, first, so the client’s service is not left without an owner.

Security

Data is encrypted in transit and at rest. Access is limited to people who need it, multi-factor authentication is available to every user, and each client’s data is isolated at the database level. We are adopting a written information security program under 201 CMR 17.00 and will notify affected clients of a breach as Massachusetts law and our agreement require.

California residents

This section applies to residents of California, as required by the California Consumer Privacy Act (Civil Code section 1798.100 et seq.).

Categories of personal information we have collected in the past twelve months: identifiers (name, email address, phone number, IP address); commercial information (company name, service inquiries); internet or electronic network activity (server logs, pages visited); audio information (call audio is processed in real time for transcription and is not stored; no audio recordings are kept); and inferences drawn from the above (for example, that a caller is interested in a particular plan).

Business purposes for collection: providing and improving the service, responding to inquiries, security and fraud prevention, and compliance with law.

We do not sell personal information. We do not share personal information for cross-context behavioral advertising.

Your rights as a California resident: you may ask us to tell you what personal information we have collected about you, to correct inaccurate information, to delete your personal information, and to know whether we sell or share it (we do not). We will not discriminate against you for exercising any of these rights.

To make a request, email [email protected]. We will verify your identity and respond within 45 days. If we need more time, we will tell you why and may take up to an additional 45 days.

Your rights

You may ask us what personal information we hold about you, ask us to correct it, and ask us to delete it. Email [email protected] with your request. We will verify your identity and respond within 45 days.

If the data belongs to a client (for example, because you are a resident who called a client’s TenantOps line), we will pass your request to the client and help them answer it, because the client decides how that data is used.

We will not treat you differently for making a request.

Children

The website and the app are for businesses and their adult staff; the app is only for users 18 and over. We do not knowingly collect personal information from children through them.

A child who calls a client’s TenantOps line is handled as part of the client’s records, on the client’s instructions. A child who calls our sales line is handled the same way as any other caller; if we learn the caller is under 13, we delete the call data promptly.

Changes

We will post changes here with a new effective date, and tell clients in advance of any change that affects how their data is processed.