What happens to your clients’ data.
Where each kind of data is kept and for how long, and what the AI gets to see.
Where each kind of data goes
| What | Where it’s kept | For how long |
|---|---|---|
| Your account: email address, practice name | AWS, Sydney | While your account is open |
| Client businesses: name, forward-to address, ABN if you add it, their supplier list | AWS, Sydney | Until you delete them or close your account. Deleting a client deletes their bill details and run history too |
| Bill details: supplier, invoice number, issue date, amount, a fingerprint of the file | AWS, Sydney | While your account is open (the board and the duplicate check use them) |
| Bill PDFs | AWS, Sydney, then emailed to your client’s inbox | Bill PDFs are deleted from our servers as soon as they’re forwarded. One that can’t be forwarded is deleted automatically within two days. |
| A copy of each bill the extension fetches | Your computer’s Downloads folder | Until you delete it from your computer |
| Supplier steps you approved | Your browser and AWS, Sydney | Until you delete them |
| What you did while teaching a supplier, or the labels around a step when a page changes | AI providers in the US and China | A masked record only, described under “What the AI sees” |
| IP addresses | AWS, Sydney (our access logs) | 30 days |
| Card details | Stripe | We never see or store card numbers |
| Supplier passwords and security codes | Nowhere | Never collected |
Four things you can check
What the AI gets
When you teach a supplier, AI providers in the US and China get a record like this example, masked in your browser before it leaves.
address my.southerlypower.example/accounts/[hidden]/billsheading “Bills and statements”table: Date, Invoice, Amount · contents removedyou clicked “Download PDF”Password fields stay unread
Portalsweep spots password and security-code fields by their type and label, and leaves what’s in them alone.
Offer and settings pages it can’t leave go to you
When a portal opens one and offers no plain “No thanks” link, the run hands you the page like this.
PDFs deleted once forwarded
- Fetched in your browser
- Forwarded to the client’s inbox
- Deleted from our servers
What the AI sees
Portalsweep uses AI in two places: turning the steps you recorded into a list it can replay, and finding a button again when a supplier moves it. Both jobs go to AI providers in the US and China, and more than one provider may be used. What they get is a masked record of the page’s shape. Bill PDFs never go to them.
A teaching record also has the order and timing of your clicks and choices, and the length of anything you typed (“text, 12 characters”) in place of the text. Web addresses keep their shape; ids and search values in them are replaced. When a page changes during a run, no web address is sent: they get the step’s description, the button’s old label, and the labels of the buttons and links that might be it, each with the heading and page section it sits under.
Before it leaves your browser, table contents and anything you type are removed, and numbers, amounts, addresses, email addresses and your clients’ names are masked. Our servers check it again and refuse to send it if it still contains anything that looks like an email address, phone number, ABN, account or card number, street address, dollar amount, date of birth, or one of your clients’ names.
Signing in to Portalsweep
- You sign in with a six-digit code we email you, which expires after 10 minutes and allows 5 tries.
- Your session renews itself in the background for up to 30 days. Signing out ends it on that device.
- People you invite as clients can only see their own business.
- You can remove anyone from your practice at any time. Their access ends straight away, on every device.
The browser extension
- At install it can reach only our own server. It asks for access to a supplier’s website when you add that supplier.
- All of its code ships inside the extension, and that is the only code it runs.
- Supplier steps from our servers are only installed after you’ve seen them and clicked Accept.
Guard rails on every run
A run stays on the websites listed for that supplier. The clicks it makes are the ones you approved when you taught it (viewing and downloading bills, and paging through the list), plus a pop-up’s close button or a plain “No thanks” link. If the portal sends it to a page for payments or account settings, it leaves by that link when there is one; otherwise the run waits for you to close the page. In a pop-up that mentions paying or cancelling, the only button it will press is the one that closes it.
We test them against practice portals built to trip them up: an AutoPay pop-up whose main button just says “Continue”, a “Pay now” link styled exactly like the download link, a “Go paperless” switch, and instructions planted in the page text. A trick we haven’t seen can still get past them, so please tell us about anything odd.
Forward-to addresses
Anyone who knows a client’s email-in address can send documents into that client’s file, so treat it like a password. We use it for one thing: sending that client’s bills. Bills are sent from a Portalsweep address that is set up with standard email authentication, so the receiving mail server can check they really came from us.
- Bills only go to addresses that are proven: Hubdoc, Dext and Xero Files addresses are recognised; any other address must first confirm a link we email to it.
- When someone changes a client’s forward-to address, the practice owner gets an email about it.
- If an address bounces or reports a bill as spam, sending to it stops until the address is checked and saved again.
What we don’t claim
- That everything stays in Australia. Your data is stored in Sydney, but the AI processing described above happens overseas.
- A security certification. Portalsweep has no ISO 27001 or SOC 2 audit yet.
- Final legal terms. Our privacy policy and terms are drafts until our legal review is finished.
Found a problem?
If you think you’ve found a security issue, email support@keenshift.ai with “Security” in the subject. Tell us the page and the steps that show it, and please don’t test against other people’s accounts.