1. Introduction
This Acceptable Use Policy ("AUP") sets out the rules and guidelines for using the Portal Worx platform and all related services (the "Service"). This policy supplements our Terms of Service and is designed to protect all users and ensure a safe, productive environment.
By using the Service, you agree to comply with this policy. Violation of this policy may result in suspension or termination of your account.
2. Permitted Use
The Service is intended for legitimate business purposes, including:
- Managing projects, tasks, and workflows within your organisation
- Uploading and organising business documents, images, and reports
- Communicating with team members through the platform's messaging features
- Generating and sharing project reports
- Managing team members, roles, and permissions
- Customising your organisation's branding within the platform
- Using AI-powered features for project insights (subject to the guidelines in Section 5)
3. Prohibited Content
You must not upload, store, share, or transmit any content that:
- Is unlawful, threatening, abusive, harassing, defamatory, or invasive of another's privacy
- Infringes any intellectual property rights, including copyrights, trademarks, or patents
- Contains sexually explicit material or promotes violence
- Promotes discrimination based on race, gender, religion, nationality, disability, sexual orientation, or age
- Contains personal data of individuals without their consent or a lawful basis for processing
- Is fraudulent, deceptive, or misleading
- Contains malware, viruses, trojans, or other harmful code
- Violates any applicable data protection or privacy law, including GDPR, UK GDPR, or POPIA
4. Prohibited Activities
You must not engage in any of the following activities:
4.1 Security Violations
- Attempting to access accounts, data, or systems that do not belong to you
- Attempting to bypass or circumvent security measures, authentication, or access controls
- Probing, scanning, or testing the vulnerability of the Service without authorisation
- Sharing your account credentials with unauthorised individuals
- Using automated tools to scrape, crawl, or extract data from the Service
4.2 Service Abuse
- Using the Service in a manner that could disable, overburden, or impair the platform
- Attempting to interfere with other users' access to or use of the Service
- Using the Service to send spam, unsolicited messages, or bulk communications
- Creating multiple accounts to circumvent plan limits or restrictions
- Using the Service for cryptocurrency mining or similar resource-intensive activities
4.3 Legal Violations
- Using the Service in violation of any applicable local, national, or international laws
- Storing or processing data in violation of data protection regulations
- Using the Service to facilitate any illegal activity
5. AI Feature Usage Guidelines
The Service provides optional AI-powered features, such as project summary generation. When using AI features, you agree to the following guidelines:
- Review before relying: AI-generated content is provided for informational purposes only. You must review and verify any AI output before using it for business decisions, client communications, or official documentation
- No misrepresentation: You must not present AI-generated content as professional advice (legal, financial, engineering, or otherwise) without independent verification by a qualified professional
- Responsible use: You must not use AI features to generate content that violates any other section of this policy, including prohibited content guidelines
- Usage limits: AI features are subject to usage limits based on your subscription plan. Attempting to circumvent these limits is a violation of this policy
- Data sensitivity: Be aware that project metadata (names, descriptions, dates, activity summaries) is processed by our AI provider when you use AI features. Avoid including sensitive personal data in project fields if you do not wish it to be processed by AI
6. Storage and Bandwidth
You must use the Service's storage within the limits of your subscription plan. Each plan specifies maximum storage, user, and project limits. You will receive notifications when you approach your storage limits (at 80% and 90% usage). Excessive or abusive use of storage or bandwidth may result in throttling or suspension of your account. We reserve the right to remove content that violates this policy.
7. User Responsibilities
As a user of the Service, you are responsible for:
- All content uploaded or created under your account
- Ensuring that your use of the Service complies with all applicable laws, including data protection laws in your jurisdiction
- Maintaining the security of your account credentials and not sharing them with others
- Promptly reporting any security vulnerabilities or policy violations to security@portal-worx.com
- Obtaining necessary consents or establishing a lawful basis before uploading personal data of third parties
- Reviewing AI-generated content before sharing it externally or using it for critical decisions
8. Organisation Administrator Responsibilities
If you are an organisation administrator (Superadmin or Admin), you have additional responsibilities:
- Ensuring that all users within your organisation comply with this policy
- Managing user access, roles, and permissions appropriately, including promptly removing access for departing team members
- Responding to data subject requests from users within your organisation in a timely manner
- Configuring appropriate privacy settings for document categories and project data
- Ensuring that your organisation's use of the Service complies with data protection laws applicable to your organisation, including GDPR, UK GDPR, or POPIA as relevant
9. Reporting Violations
If you become aware of any violation of this policy, please report it immediately to legal@portal-worx.com. We take all reports seriously and will investigate promptly. Reports can also be submitted to security@portal-worx.com for security-related concerns.
10. Enforcement
We reserve the right to take appropriate action in response to violations of this policy, including:
- Issuing warnings to the offending user or organisation
- Removing or disabling access to content that violates this policy
- Temporarily suspending account access
- Permanently terminating accounts for severe or repeated violations
- Reporting illegal activity to relevant law enforcement authorities
The severity of our response will depend on the nature and seriousness of the violation. We will provide reasonable notice before taking action, except where immediate action is required to protect the Service or other users.
11. Copyright Complaints (DMCA / Equivalent)
Portal Worx respects the intellectual-property rights of others and expects users of the Service to do the same. If you believe content stored on the Service infringes your copyright, you may send a written takedown notice to our designated copyright agent at legal@portal-worx.com. Your notice should include all of the following:
- A physical or electronic signature of the rights holder, or someone authorised to act on their behalf
- Identification of the copyrighted work claimed to have been infringed
- Identification of the material on the Service that is claimed to be infringing, with sufficient detail (a URL, project name, document name, or other unique identifier) for us to locate it
- Your contact information — address, telephone number, and email address
- A statement that you have a good-faith belief the disputed use is not authorised by the rights holder, its agent, or the law
- A statement, made under penalty of perjury, that the information in your notice is accurate and that you are the rights holder or authorised to act on the rights holder's behalf
We will review valid takedown notices and remove or disable access to the allegedly infringing material in a reasonable time. The user who uploaded the material will be notified and may submit a counter-notice; if a valid counter-notice is received we may restore the material in line with the procedure below. Submitting false or misleading takedown notices may incur liability. This section is not intended to limit any other remedies a rights holder may have under applicable law.
12. Changes to This Policy
We may update this Acceptable Use Policy from time to time. Material changes will be communicated to you via email or through the Service at least 30 days before taking effect.
13. Contact Us
If you have questions about this policy, please contact us:
