Privacy Policy

Last updated 20 February 2026

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), connected account identifiers for single sign-on (e.g. Google account ID and avatar), RSVP choices and timestamps, organiser-created placeholder attendee records (name plus optional email/tags for attendance logging), organiser-applied member tags (portalry-level labels such as “vip” or “sponsor”), 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.
  • Private portalry: The portalry name and description are visible to non-members so they can request access. Your avatar image, name, and RSVP details are only visible to approved members. Join requests are held for the portalry owner to approve.
  • Secret portalry: Not discoverable or visible to non-members. Only approved members can access the portalry page, portals, and RSVPs.

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.

Placeholder members and organiser-added profiles

Organisers may add placeholder member profiles to represent people in the community who have not joined the portalry as themselves. These entries store a name and, if provided, an email/tags for the organiser’s reference. They are added under the organiser’s legitimate interests for attendance/coordination (not for marketing), and we remind organisers in-product to only add details they are allowed to use and to delete on request. Placeholder members can be merged into real member records once the person signs up, or deleted (along with their attendance history) at the organiser’s request.

Member tags

Portalry owners and admins can apply portalry-only tags to member profiles (for example, “vip”, “speaker”, or “sponsor”) so they can organise and filter the member list. These tags are visible only to the relevant portalry’s admins/owner and are not shown publicly.

Portalry admin communications

When you join a portalry—either by providing your email address to the portalry admin or by clicking the Join button while logged in—you expressly authorise that portalry's admins to contact you through Portalry tools. This includes receiving email blasts from the portalry and automatic email reminders about events you have been invited to or RSVP'd for. You can stop these communications at any time by leaving the portalry or adjusting your notification preferences where available.

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.

Single sign-on: If you choose to sign in with Google, we receive your Google account ID, email, name, and avatar to create or link your Portalry account. We do not receive your Google password. You can disconnect Google in Settings > Connected Accounts at any time.

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

  • Account inactivity: If you have not signed in for 24 months, we will email you, then send reminders a month later and 7 days before deletion. If you remain inactive, we delete your account and any portalries you own 2 months after the first notice.
  • Logs: Login audits are retained for 36 months; portal creation failure logs, reminder email logs, audit logs, and portal integration sync logs are retained for 12 months for security and support troubleshooting.
  • Portalry audit log: Premium portalries have an admin audit log to trace actions such as settings changes, portal updates, invites, and integrations.
  • Other data: Event, RSVP, and organiser-created placeholder attendee 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. Organisers can also delete placeholder attendee profiles and their attendance history on request.

Your rights (GDPR)

  • Access: You can view your personal data and download a JSON export from your account settings.
  • Deletion: You can delete your account in settings; we also remove inactive accounts following the schedule above.
  • Portability: Use the “Download my data (JSON)” option in settings to obtain a machine-readable export.
  • Objection/Restriction: Contact us to object to processing based on legitimate interests or to request restrictions.

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

Data Protection Officer: Toby Beresford — [email protected]

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