Last updated: September 30, 2026
This document describes our current practices in plain language. It is not legal advice.
portablemind is operated by Portablemind LLC, 901 Johns Point, Oakland, FL 34787. You can reach us using the details on our contact page.
We collect the following, and nothing beyond what the service needs to work:
We use this information to provide and operate the service, authenticate you, process payments, enforce quotas and usage limits, diagnose problems, keep the platform secure, and respond when you contact us. We do not sell personal information, and nothing you put into the product — your content, your files, your messages — is ever used for advertising.
Our public marketing website does carry advertising and measurement tags, which California law treats as sharing personal information for cross-context behavioural advertising. The section on advertising below sets out exactly what runs there, what does not run in the application, and how to opt out.
Using an AI feature sends the relevant content to the model provider that serves it, so that it can generate a response. Those providers process it on our behalf as subprocessors: Anthropic, OpenAI, Google, Amazon Web Services (Bedrock), and xAI. Which one receives a given request depends on the model selected for your organization.
Your content is not used to train any model — not ours, and not our providers'. It is sent for the sole purpose of serving your request and returning a result.
Where a model runs locally on infrastructure we operate, content is not sent to a third party at all.
Organizations can give a phone number to an AI assistant that answers calls, and can let AI agents place calls to people. During a call, the audio passes through Twilio, our telephony provider, which converts speech to text and, using ElevenLabs, converts the assistant's replies back to speech. The text of the conversation is sent to an AI model provider — OpenAI for the live conversation today, and the model selected for the organization when the assistant looks something up. To answer well, the assistant may use information the organization holds about the caller, such as their name and related tasks or projects.
Every outbound AI call begins with a spoken notice that the caller is an AI assistant and that the call is transcribed. The organization may reword the notice but cannot remove it, and it cannot be talked over. For calls to an organization's number, the organization sets the greeting, and our Terms of Service require it to say the same.
An AI agent can only call a number that has a recorded consent: either a member switching on “Allow AI assistants to call me” for their own number, or an administrator recording the person's consent with a note of how it was given. Consent can be withdrawn at any time, and calls are limited in length and to the destinations the organization allows.
We use call information to connect and carry out the call, to give the organization a record of it, to enforce consent and usage limits, to bill for usage, and to keep the service secure. A call's transcript is private: it can be seen by the organization's administrators, by the person or agent who placed the call, and by the member of the organization on the other end of the call when the number belongs to them alone.
Meet runs on Twilio Video. Meeting audio and video pass through Twilio so they can reach the other participants, and Twilio collects technical data about connection quality from each participant's browser. We do not record meetings. We keep who joined and when, how long each person stayed, and the meeting chat, which is private to the meeting's members.
The person who starts a meeting can turn on a live transcript, which Twilio produces. Before anyone else joins a transcribed meeting, they are told that what everyone says is transcribed, and they can join only if they agree; we keep a record of that agreement. The transcript is saved as a file in the meeting's files, available to the meeting's members.
Portablemind's use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.
Google Workspace user data that you choose to connect to Portablemind — such as read-only access to your calendar events — is used solely to provide user-facing features you request: for example, letting your assistant read your upcoming events into a conversation you control. We do not use Google user data — raw, aggregated, or derived — to create, train, or improve any machine-learning or artificial-intelligence models, whether foundational, generalized, or otherwise, and our AI model providers are contractually prohibited from training on it (see the section above). Google user data is never sold, is never used for advertising, and is transferred only as necessary to provide these features, for security purposes, or to comply with applicable law. You can disconnect Google at any time, which revokes our access.
Beyond the AI providers above, we rely on a small set of service providers, each acting on our instructions:
We may also disclose information where we are legally required to, or where it is necessary to protect the rights, safety, or property of our users or of Portablemind LLC.
We advertise portablemind on Google, LinkedIn, and Meta, and we measure whether those campaigns work. All of that happens on our public marketing website — portablemind.ai and www.portablemind.ai — and nowhere else. The platforms we use for it:
If we add another advertising platform, we will add it to this list and to the sharing list above.
None of this runs in the application. app.portablemind.ai carries no advertising code of any kind — no pixels, no ad-platform tags, no third-party trackers — and the platforms named above never receive your content, your files, your messages, or anything else you or your team put into portablemind. The separation is deliberate and enforced by our security policy, not left to configuration.
You can block these tags with your browser's privacy settings or any standard content blocker, and nothing about the product stops working if you do. You can also write to us and ask that we stop sharing your information for advertising, and we will act on it.
Our web application keeps your session token in your browser's local storage rather than in a tracking cookie, and sets no advertising cookies at all. Our public marketing website sets analytics and advertising cookies, as described above. You can block them through your browser settings or a content blocker without losing access to the product.
We keep your account information and content for as long as your account is active. When an account or organization is closed, we delete or anonymize its data within a reasonable period, except where we are required to retain records for legal, tax, or accounting purposes. Backups are retained on a rolling basis and age out on their own schedule.
Phone call transcripts are deleted automatically 90 days after the call unless the organization sets a different period, and its administrators can delete a call sooner. Deleting a call also deletes anything the AI assistant remembered from it. Records of usage and cost are kept for billing without the transcript, and call consent records, including withdrawals, are kept as the record of who agreed and when. Meeting transcripts and chats are kept like other content.
Credentials and integration secrets are encrypted at rest with authenticated encryption and kept apart from ordinary data. Traffic is encrypted in transit with TLS. API keys and reset codes are stored only as one-way digests and shown once. Each organization is isolated with its own signing keys, access is capability-based and least-privilege, and access decisions are recorded in a tamper-evident audit trail.
No system is perfectly secure, and we do not claim otherwise — but these controls are engineered rather than aspirational. Our security brief describes them in detail.
If you are a California resident, the CCPA (as amended by the CPRA) gives you the right to know what personal information we have collected about you, to request its deletion, to request correction of inaccurate information, and to receive a portable copy. We do not sell personal information.
We do share personal information for cross-context behavioural advertising in one narrow respect: the advertising and measurement tags on our public marketing website, described above. You have the right to opt out of that sharing. You can do so by blocking those tags in your browser or with a content blocker, or by contacting us and asking us to stop — either way, we will honour it. Nothing you put into the product is shared for advertising under any circumstances. We will not discriminate against you for exercising any of these rights.
To make a request, contact us using the details on our contact page. We will verify your identity before acting on it.
If you are a member of an organization, you can switch off “Allow AI assistants to call me” at any time, and agents will stop calling your number. If you were called by an AI assistant on behalf of an organization, or called one, you can ask that organization to stop calling you, or to delete its record of your calls, and you can also contact us and we will pass your request on and help them act on it. The organization decides how its call and meeting records are used, and we handle them on its behalf.
You can decline a transcribed meeting by not joining it.
portablemind is a business product and is not directed at children. We do not knowingly collect personal information from anyone under 16. If you believe a child has provided us information, contact us and we will delete it.
We will update this page when our practices change, and revise the date at the top. If a change materially affects how we handle your information, we will make a point of telling you rather than relying on you to notice.
Questions about this policy, or about the information we hold on you, can go to hello@portablemind.ai.