Privacy Policy

Last updated 20 September 2025

Who we are

Our website address is: https://portalry.com. Portalry and Portalry.com are trading names of Bot Kiln Ltd, a company registered in England and Wales (11274668). We process personal data under the UK GDPR and the Data Protection Act 2018.

What data we collect

Depending on how you use Portalry, we may collect: account details (name, email, username/slug, password hash), profile details (avatar image, bio), RSVP choices and timestamps, usage data (device, browser, IP), and content you post.

RSVP visibility and how your profile is shown

Portalry enables members to see who is engaging with events inside a portalry. Visibility works like this:

  • Public portalry: When you join a public portalry, you opt in to show:
    • your avatar image to other logged-in Portalry members platform-wide; and
    • your avatar image, name, and RSVP details to other members of that public portalry.
  • Unlisted portalry: When you join an unlisted portalry, your avatar image, name, and RSVP details are shown to other members of that same unlisted portalry.

We show this information to support core features like attendee lists, headcounts, coordination, and community safety. Admins of a portalry may also export attendee lists for legitimate community operations.

Legal bases for processing

  • Contract: to provide the service you signed up for, including accounts, portalry membership, RSVPs, and event coordination.
  • Legitimate interests: to operate, secure, and improve the platform; to display member presence and RSVP information as described above; and to prevent abuse.
  • Consent: where we rely on optional settings or marketing communications. You can withdraw consent at any time in settings or via unsubscribe links.

Media

If you upload images, avoid images with embedded location data (EXIF). Visitors may download and extract location data from images on the website.

Cookies

We use cookies for essential functionality (log in, security, preferences) and analytics. If you select 'Remember Me', your login persists for two weeks. You can control cookies in your browser settings.

Embedded content from other websites

Articles may include embedded content (e.g., videos, images, articles). Embedded content behaves as if you visited the other website and may collect data about you per that website's policy.

Affiliate links

Some links to third-party services may be affiliate links which enable Portalry to receive a small referral commission.

Analytics

We use Google Analytics to understand usage and improve the service (for example, adding features or scaling capacity). You may opt out of Google Analytics.

Who we share your data with

We do not sell your personal data. We share data with service providers who process it on our behalf (e.g., hosting, email delivery, analytics) under appropriate data protection terms. If you request a password reset, your IP address may be included in the reset email.

International transfers

Where data is processed outside the UK or EEA, we use appropriate safeguards such as Standard Contractual Clauses or equivalent mechanisms.

How long we retain your data

We retain account data for as long as your account is active. Event and RSVP records may be retained for community operations and audit. Comments and related metadata may be kept indefinitely for moderation integrity. You can delete your account in settings; residual backups may persist for a limited period.

Your rights

Under UK data protection law you have rights to access, rectify, erase, restrict or object to processing, and data portability. You can also object to processing based on legitimate interests and to direct marketing. To exercise rights, contact us using the details below.

Security

We take appropriate technical and organisational measures to protect your data. No method of transmission or storage is completely secure.

Children

If you are under 13 you must not use the Portalry Platform. If you are between 13 and 18, a parent or guardian must agree to the Terms on your behalf.

Contact information

For privacy queries or to exercise your rights, contact Portalry via portalry.canny.io. You can also complain to the UK Information Commissioner's Office.