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Privacy Policy

1. Who We Are

Portia Web Solutions (“we”, “our”, “us”) operates digital services including the Portia Web Solutions website, Academy Portal (Moodle), CRM systems, and associated applications.
Our website address is: https://www.portiawebsolutions.com

We are committed to protecting the privacy and security of all users, including users who access our application through Google OAuth.

2. Data Accessed Through Google OAuth

If you sign in or connect your Google account to any of our services, our application may request access to the following Google user data (depending on the requested scope):

  • Your Google email address
  • Your Google account profile name
  • Your Google account profile picture
  • Google Drive storage metadata (only if the user explicitly approves this scope)
  • Google Calendar metadata (only if the user explicitly approves this scope)
  • Google Classroom / Workspace data (only for education services, where applicable)

We do not access or store email content, personal file content, or any sensitive Google user data unless explicitly needed and authorised.

3. How We Use Google User Data

Google user data is used strictly for:

  • Authentication and account login
  • Linking your Google profile to our learning platform (Moodle)
  • Allowing users to upload files to their own Google Drive (if Drive API is used)
  • Syncing calendar bookings (if Calendar API is used)
  • Enhancing user experience and reducing the need for manual data entry

Your Google data is not used for advertising, not sold, and not shared with third parties except as required to operate our services.

4. How We Share Google User Data

We do not share Google user data with any third parties except:

  • Service providers necessary for operating our platform (e.g., hosting providers, email service providers)
  • Legal authorities, only where legally required
  • Integrated services you explicitly authorize (e.g., Stripe for payment, Moodle plugins)

We never sell Google user data.

5. Data Storage & Security Protection

Google user data and any personal data stored in our systems are protected by:

  • Encrypted connections (HTTPS/TLS)
  • Secure servers located in GDPR-compliant jurisdictions
  • User authentication controls
  • Access restrictions limited to authorised personnel
  • Industry-standard security practices

No unauthorised person can access your Google user data.

6. Data Retention & Deletion

We retain Google user data only for as long as is necessary to operate your account.

You have the right to request:

  • Complete deletion of your Google-linked account
  • Removal of all data retrieved via Google APIs
  • Export of your data for review

Deletion requests can be submitted through our support email: info@portiawebsolutions.com.

Once deleted, we do not retain copies of Google user data unless required for legal or security obligations.

7. Compliance with Google API Services User Data Policy

Portia Web Solutions complies fully with:

  • Google API Services User Data Policy
  • Limited Use requirements
  • Google OAuth verification standards
  • Google’s terms for restricted and sensitive scopes

Your Google data is used only in ways you explicitly authorise.

8. Comments

When visitors leave comments, we collect:

  • Data entered in the comments form
  • IP address
  • Browser user agent (for spam detection)

An anonymised hash of your email may be used with Gravatar to display your profile picture.
Gravatar policy: https://automattic.com/privacy/

9. Media

If you upload images, avoid uploading images with EXIF GPS location data, as visitors may extract that information.

10. Cookies

We use cookies for:

  • Remembering login details
  • Site functionality
  • Preferences and screen settings
  • Session management

Login cookies last 2 days or 2 weeks if “Remember Me” is selected.
Screen preferences cookies last 1 year.

11. Embedded Content

Embedded content from third-party websites behaves exactly as if you visited the originating website. These sites may collect your data and track your interactions.

12. Who We Share Your Data With

We share personal data only with:

  • Hosting providers
  • CRM platforms
  • Email notification services
  • Payment processors (e.g., Stripe, PayPal)

If you request a password reset, your IP address will appear in the reset email.

We do not sell data.

13. Data Retention

We retain:

  • Comments: indefinitely
  • Registered user profiles: until deleted by user or administrator
  • Support messages and emails: for operational and legal reasons
  • Course progress and Moodle records: required for certification and audit trails

Users may request deletion at any time.

14. Your Data Rights

You may request:

  • A copy of the personal data we hold
  • Correction of inaccurate data
  • Deletion of your account and associated data
  • Restriction of processing
  • Objection to use of your data
  • Data portability

Requests can be made to: info@portiawebsolutions.com

15. Where Your Data Is Sent

Visitor comments may be checked via automated spam detection services and may be stored on secure external servers.

16. Contact Information

For privacy-related enquiries:

Portia Web Solutions
Email: info@portiawebsolutions.com
Website: https://www.portiawebsolutions.com
Academy: https://academy.portiawebsolutions.com