Version 1.0 · Last updated: September 2026

Portaz is a transportation and logistics management platform operated by Ziac Software ("Ziac Software", "Ziac", "we", "us", or "our").

We are committed to protecting the personal and business information entrusted to us and to handling data responsibly when you use the Portaz website, web application, mobile application, APIs, and related services.

This Data Policy explains what information we may collect, how we use it, how it may be shared, and the measures we take to protect it.

This Data Policy should be read together with the Portaz Privacy Policy and applicable Terms and Conditions.

1. Information We Collect

Depending on how Portaz is used, we may collect the following categories of information.

Personal and Account Information

This may include:

• Name
• Email address
• Mobile number
• Username and login information
• Organization name
• Designation or role
• Account preferences
• Information voluntarily provided while contacting or using our Services

Organization Information

For businesses and organizations using Portaz, we may collect:

• Company or organization name
• Business address
• Branch information
• GST and tax-related information
• Billing and subscription information
• Authorized contact information
• Other information required to configure and operate the Portaz account

Driver and Employee Information

Where Portaz is used to manage drivers, employees, agents, or other personnel, information entered by an organization may include:

• Name
• Contact details
• Employee or driver identification information
• Driving licence information
• Assignment details
• Vehicle assignment
• Payment or settlement information
• Operational information
• Documents uploaded by the organization

Customer, Consignee and Business Contact Information

Customer organizations may enter information relating to their customers, consignors, consignees, vendors, agents, and other business contacts, including:

• Name
• Contact information
• Business or delivery address
• Customer identifiers
• Transaction-related information
• Communication details

Vehicle and Fleet Information

Portaz may process information relating to vehicles and fleet operations, including:

• Vehicle registration number
• Vehicle type
• Ownership or assignment information
• Insurance and permit information
• Fitness and compliance information
• Maintenance information
• Trip information
• Operational information

Documents and Business Data

Users and organizations may upload or generate business documents through Portaz, including:

• Lorry Receipts
• Electronic Lorry Receipts
• Proof of Delivery
• Electronic Proof of Delivery
• Invoices
• Driver documents
• Vehicle documents
• Delivery documents
• Customer documents
• Compliance documents
• Payment and settlement records
• Other transportation and business records

The customer organization is responsible for determining what information and documents it uploads to Portaz and for ensuring that it has the necessary authority or lawful basis to process such information.

2. GPS and Location Data

Portaz does not manufacture or provide GPS tracking hardware.

Where GPS or vehicle tracking functionality is enabled, Portaz may receive location and tracking information through supported third-party GPS, telematics, or other integrations.

Depending on the integration, this may include:

• Vehicle location
• Vehicle movement
• Trip location
• Route information
• Date and time associated with location information
• Other information supplied by the connected system

This information may be used to provide:

• Vehicle tracking
• Trip visibility
• Fleet monitoring
• Route-related functionality
• Operational reporting
• Other transportation features enabled by the customer organization

The availability and accuracy of location information depend on the connected third-party system, device, network connectivity, and configuration.

Portaz does not control the operation or privacy practices of independent GPS or telematics providers.

3. Mobile Application Information

When you use the Portaz mobile application, we may collect information necessary to provide and secure the application, including:

• Device information
• Operating system
• Application version
• IP address
• Device or application identifiers where technically required
• Login information
• Application usage information
• Diagnostic and error information

Depending on the features enabled, the application may request access to:

• Location
• Camera
• Photos or files
• Notifications
• Internet/network connectivity

These permissions are used only for the relevant functionality of the application.

You may manage certain permissions through your device settings. Restricting permissions may affect the availability of specific Portaz features.

4. OTP and Account Verification

Where Portaz uses mobile or email verification, we may send an OTP or similar verification code to verify an account or authenticate a user.

Verification information may be used for:

• Account creation
• Login
• Account recovery
• Security verification
• Prevention of unauthorized access

OTP messages may be delivered through third-party communication service providers.

5. Payment and Billing Information

Portaz subscriptions and payments are made to Ziac Software.

We may process information necessary to:

• Create invoices
• Manage subscriptions
• Verify payments
• Maintain transaction records
• Issue receipts
• Process refunds where applicable
• Resolve payment-related issues
• Meet accounting, taxation, audit, and legal requirements

Where a third-party payment gateway is used, payment information may be processed directly by the relevant payment provider.

Third-party payment providers may have their own privacy policies and terms.

6. How We Use Information

We may use information collected through Portaz to:

• Provide and operate Portaz Services
• Create and manage user accounts
• Authenticate users
• Manage organizations and authorized users
• Manage subscriptions and billing
• Support transportation and logistics operations
• Manage vehicles and drivers
• Manage trips and consignments
• Process transportation documents
• Support proof-of-delivery workflows
• Provide GPS and tracking functionality through integrations
• Generate reports
• Provide customer and technical support
• Send service-related communications
• Maintain security
• Detect and prevent unauthorized access, fraud, misuse, or security incidents
• Troubleshoot technical problems
• Maintain backups and business continuity
• Improve Portaz Services
• Analyze service performance and usage
• Comply with applicable legal and regulatory requirements

We aim to collect and process information that is reasonably necessary for the relevant purpose.

7. Data Processed on Behalf of Organizations

Portaz is an organization-based platform.

A customer organization may provide Portaz with information relating to its employees, drivers, customers, vendors, agents, consignees, and other individuals.

In such cases, the organization generally determines:

• What information is collected;
• Why it is collected;
• How it is used;
• Who may access it; and
• How long it should be retained.

Where Ziac Software processes such information on behalf of the organization, we process it to provide and support Portaz Services in accordance with the applicable customer agreement and applicable law.

The customer organization is responsible for ensuring that it has the necessary authority, consent, or other lawful basis to provide such information to Portaz.

8. Customer-Uploaded Documents

Portaz provides customers with functionality to upload and store documents required for their transportation and business operations.

The customer organization is responsible for:

• The content of documents uploaded;
• The accuracy of information contained in such documents;
• Ensuring that it has the right or authority to upload the documents;
• Ensuring that the documents are relevant to its business purpose; and
• Determining who within the organization should have access to those documents.

Ziac Software provides the technical infrastructure required to store and process these documents as part of the Portaz Services.

We do not independently determine the business purpose or legality of documents uploaded by customers.

9. Sharing of Information

Ziac Software does not sell personal information.

Information may be shared or made accessible in the following circumstances:

Authorized Users

Information entered into Portaz may be accessible to authorized users within the relevant customer organization according to the roles and permissions configured by that organization.

Service Providers

We may use third-party service providers that help us operate Portaz, including providers of:

• Cloud infrastructure
• Data storage
• Payment processing
• Mapping services
• GPS and telematics services
• Firebase and mobile application services
• Email and SMS services
• OTP services
• Security and monitoring
• Analytics and technical services

Such providers may process information only as reasonably necessary to provide their services or support Portaz.

Legal Requirements

We may disclose information where required or permitted by applicable law, court order, legal process, or lawful governmental request.

Security and Protection

Information may be processed or disclosed where reasonably necessary to investigate, prevent, detect, or address fraud, unauthorized access, security incidents, misuse, or other unlawful activity.

Business Transactions

Information may be transferred as part of a merger, acquisition, restructuring, financing, sale of assets, or similar business transaction, subject to applicable law.

10. Data Security

We implement reasonable technical and organizational measures designed to protect information from unauthorized access, disclosure, alteration, loss, destruction, or misuse.

Depending on the nature of the information, these measures may include:

• Authentication mechanisms
• Access controls
• Role-based permissions
• Password protection
• Secure communication protocols
• System monitoring
• Audit and security logs
• Backup mechanisms
• Infrastructure security
• Application security
• Security monitoring and incident-response processes

However, no method of transmission over the internet or electronic storage can be guaranteed to be completely secure.

Users and customer organizations are also responsible for protecting their login credentials and controlling access to their accounts.

11. Data Retention

We retain information for as long as reasonably necessary to:

• Provide Portaz Services;
• Maintain customer accounts;
• Fulfil contractual obligations;
• Maintain transaction and billing records;
• Comply with accounting and taxation requirements;
• Resolve disputes;
• Prevent fraud or misuse;
• Maintain security and audit records; and
• Comply with applicable legal requirements.

Where information is processed on behalf of a customer organization, retention may also be governed by the agreement between Ziac Software and that organization.

When information is no longer required, it may be deleted, anonymized, or securely disposed of, subject to applicable legal, contractual, backup, and operational requirements.

12. Your Privacy Rights

Subject to applicable law, individuals whose personal data is processed through Portaz may have rights relating to their personal data, including:

• Requesting access to information about processing;
• Requesting correction or updating of inaccurate information;
• Requesting erasure where applicable;
• Withdrawing consent where processing is based on consent;
• Raising a grievance; and
• Exercising other rights available under applicable law.

The Digital Personal Data Protection Act, 2023 establishes rights for Data Principals including access to information about personal data, correction and erasure, grievance redressal, and nomination, subject to the Act and applicable commencement provisions.

Where your personal data is controlled by an organization using Portaz, you may need to contact that organization directly to exercise rights concerning such data.

13. Children's Data

Portaz is intended primarily for businesses and professional users.

Customer organizations should not knowingly provide children's personal data through Portaz unless permitted under applicable law and the required safeguards and authorization are in place.

Where specific legal requirements apply to children's personal data, the relevant Data Fiduciary is responsible for complying with those requirements.

14. Cookies and Technical Technologies

The Portaz website may use cookies and similar technologies for purposes such as:

• Essential website functionality
• Authentication
• Security
• Remembering preferences
• Website analytics
• Understanding website usage
• Improving performance
• Diagnosing technical problems

You may control certain cookies through your browser settings. Disabling cookies may affect certain website functionality.

15. Third-Party Services

Portaz may integrate with third-party services including mapping providers, payment gateways, Firebase, GPS/telematics providers, ERP systems, accounting systems, communication services, and other technology platforms.

When you or your organization enables an integration, information may be exchanged between Portaz and the relevant service.

Third-party services are independently operated and may have their own privacy policies and terms.

We recommend reviewing the privacy policies of relevant third-party services before enabling an integration.

16. International Data Processing

Certain infrastructure or third-party service providers used by Portaz may process or store information outside India.

Where applicable, Ziac Software will take appropriate measures and comply with applicable requirements governing such processing or transfer.

17. Changes to This Data Policy

We may update this Data Policy from time to time to reflect:

• Changes to Portaz Services;
• Changes in our data processing practices;
• Changes in technology;
• Changes in applicable laws or regulations;
• Changes to third-party integrations; or
• Changes in our business operations.

Where appropriate, we may notify users of material changes by updating this page, providing an in-product notice, or using other appropriate communication methods.

The "Last Updated" date at the beginning of this policy will indicate when the policy was most recently revised.

18. Contact Us

If you have questions about this Data Policy or the way Ziac Software handles information through Portaz, please contact us.

Ziac Software
Operator of Portaz

#5, 2nd Cross,
Mission Road,
Bengaluru, Karnataka – 560027
India

Phone: +91 98452 58746
Email: info@ziacsoft.com
Website: https://portaz.in/

Privacy / Grievance Contact
Email: info@ziacsoft.com

You can also reach us through our Contact page.