Portal ARC — Privacy Policy

Effective date: 14/07/2026 Last updated: 14/07/2026

Portal Contractors Pty Ltd (ABN 21 627 221 756; ACN 627 221 756) ("Portal", "we", "us", "our") operates the Portal ARC mobile application (the "App"). This policy explains how we handle personal information collected through the App, in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs).

The App is a private, internal operations tool for Portal's workforce and authorised subcontractors. It requires a Portal-issued account to use. While anyone may download the App from the app stores, it cannot be used without an account issued by Portal.

By using the App, you acknowledge the collection and handling of your personal information as described in this policy.

1. What personal information we collect

We collect only the information needed to run our workforce, safety and project operations. Specifically:

Identity and contact details

  • Full name, email address, phone number and your account user ID.

  • Authentication data: your login is secured by email and password plus a one-time code (OTP) sent to your phone.

Employment and HR information

  • Your role, licences and certifications, and employment records.

  • Onboarding documents you provide during first login, which may include images of identity or licence documents.

Content you create in the App

  • Site and form photos you capture (these may contain embedded metadata, such as location information recorded by your device's camera — see section 6).

  • On-screen signatures, free-text you enter into forms, and delivery docket details.

Work and pay-related records tied to you

  • Timesheet hours (standard and overtime), pay rate and allowance data, and roster assignments.

App diagnostics and usage information

  • Crash reports and error diagnostics.

  • Product-analytics and usage events that tell us how the App is performing and being used.

We do not collect payment or financial-card details (the App has no in-app purchases), and we do not collect health information. The App contains no advertising or third-party tracking SDKs. On iOS, tracking is disabled (NSPrivacyTracking = false), there is no App Tracking Transparency prompt, and none of your data is used for third-party advertising or cross-app tracking.

2. Why we collect it and how we use it

We collect and use your personal information to carry out our business functions and activities as a construction subcontractor, namely to:

  • Create and manage your account and authenticate your identity (including phone OTP verification).

  • Manage rosters, timesheets, hours, pay rates and allowances.

  • Enable machine pre-starts, site forms (pre-start, toolbox talk, incident/near-miss, day-works docket, site diary), delivery dockets and materials logging.

  • Enable you to read, sign and acknowledge Safe Work Method Statements (SWMS) and meet our work health and safety and record-keeping obligations.

  • Record licences and certifications and complete role-specific onboarding.

  • Support project tracking, production monitoring and material ordering for office and management users.

  • Diagnose crashes, fix faults, and improve the App's reliability and usability.

We collect this information because it is reasonably necessary for these functions. Where information is provided to meet legal or safety obligations (for example, WHS records), we handle it accordingly. We do not use your personal information for purposes unrelated to operating the App and our business without your consent, unless permitted or required by law.

3. Third-party service providers (processors)

We use a small number of trusted service providers to host and operate the App on our behalf. These providers act on our instructions under contract and are not permitted to use your information for their own purposes. Providing information to them is part of how we operate the App — we do not sell your personal information.

ProviderWhat they do for usSupabaseDatabase, authentication, file storage and hostingVercelWeb hosting (the connected web admin portal)ResendSending transactional emailsTwilioSending SMS alerts (including OTP codes)SentryCrash and error reportingPostHogProduct analytics and usage events

4. Overseas disclosure

Some of our service providers listed above store or process data on servers located outside Australia. This means your personal information may be handled overseas. Where this occurs, we take reasonable steps to ensure your information is handled consistently with the Australian Privacy Principles and is protected by appropriate contractual and security safeguards. By using the App, you acknowledge that your information may be stored or processed outside Australia.

5. How we protect your information

We take reasonable steps to protect your personal information from misuse, interference, loss, and unauthorised access, modification or disclosure. All data transmitted between the App and our systems is encrypted in transit using HTTPS/TLS. Access to information within the App is controlled by your role and by account-level authentication (email and password plus phone OTP).

No method of transmission or storage is completely secure, but we work to protect your information and to keep our safeguards under review.

6. Device permissions

The App requests only the following device permissions, and only to support the functions above:

  • Camera — to capture site and form photos and signatures.

  • Photo library — to attach existing photos to forms and records.

The App does not request device-location (GPS) permission and does not separately collect your device location. Photos you take or upload may contain location metadata (EXIF) that your device's camera has embedded in the image file. You can manage location metadata through your device's camera and privacy settings.

7. How long we keep your information

We keep personal information only for as long as it is needed for the purposes described in this policy, or for as long as we are required to retain it under applicable laws (for example, employment, tax, and work health and safety record-keeping obligations). When information is no longer required and we are not required to retain it, we take reasonable steps to delete or de-identify it.

8. Access, correction and deletion

You may request access to the personal information we hold about you, ask us to correct it if it is inaccurate, out of date or incomplete, or request that we delete it (subject to any legal record-keeping obligations that require us to retain certain information).

To make a request, email adrian@portalcontractors.com. We will respond within a reasonable period and may need to verify your identity before acting on a request. If we decline access or correction, we will explain why in writing where required.

9. Complaints

If you have a concern or complaint about how we have handled your personal information, please contact us first using the details in section 12 so we can try to resolve it. We will acknowledge your complaint and respond within a reasonable time.

If you are not satisfied with our response, you may lodge a complaint with the Office of the Australian Information Commissioner (OAIC):

10. Children's privacy

The App is a workforce tool intended for Portal's staff and authorised subcontractors. It is not directed at, or intended for use by, children under 16, and we do not knowingly collect personal information from anyone under 16. If you believe we have inadvertently collected such information, please contact us and we will take reasonable steps to delete it.

11. Changes to this policy

We may update this policy from time to time to reflect changes to the App, our practices, or legal requirements. When we do, we will revise the "Last updated" date above and publish the current version at this URL. Where changes are significant, we will take reasonable steps to notify affected users (for example, by email or an in-App notice). Your continued use of the App after an update means you accept the revised policy.

12. Contact us

Portal Contractors Pty Ltd 4/12 Techno Park Drive, Williamstown, VIC 3016, Australia Email: adrian@portalcontractors.com Phone: 0419 345 922 Website: https://www.portalcontractors.com.au

This policy is published at: https://www.portalcontractors.com.au/privacy