Version 1.0 · Last updated: September 2026

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

This Privacy Policy explains how Ziac Software collects, uses, stores, processes, discloses, and protects personal data when you access or use the Portaz website, web application, mobile applications, APIs, and related services (collectively, the "Services").

We respect your privacy and are committed to handling personal data responsibly.

This Privacy Policy is intended to be read together with our applicable Terms and Conditions and is designed with reference to the Digital Personal Data Protection Act, 2023 ("DPDP Act") and the Digital Personal Data Protection Rules, 2025 ("DPDP Rules"), as applicable from time to time.

By accessing or using Portaz, you acknowledge that you have read and understood this Privacy Policy.

1. About Portaz

Portaz is a product and brand of Ziac Software.

Portaz provides technology solutions for transportation, logistics, and fleet operations. Depending on the Services used by an organization, Portaz may support:

• Fleet and vehicle management
• Driver and transporter management
• Trip and consignment management
• Lorry receipt and electronic lorry receipt management
• Proof of delivery and electronic proof of delivery
• Customer and consignee management
• Billing and settlement workflows
• Branch and operational management
• Accounting-related workflows
• GPS and vehicle tracking through supported integrations
• Reporting and operational analytics
• API and third-party system integrations

Portaz is primarily intended for business and professional use.

Individual users, including drivers, employees, customers, agents, vendors, or consignees, may access certain Portaz features through an account created, authorized, or managed by an organization.

2. Scope of This Privacy Policy

This Privacy Policy applies to personal data processed through:

• The Portaz website;
• Portaz web applications;
• Portaz mobile applications;
• Portaz APIs;
• Portaz user accounts;
• Customer accounts;
• Customer support and communications;
• Portaz subscriptions and billing; and
• Other services provided by Ziac Software under the Portaz brand.

This Privacy Policy does not govern third-party websites, applications, GPS systems, payment services, mapping services, or other external platforms that may be accessed through or integrated with Portaz.

Those services may have their own privacy policies and terms, which you should review separately.

3. Our Role and the Role of Customer Organizations

The nature of Portaz means that Ziac Software may process personal data in different capacities depending on the circumstances.

3.1 Personal Data Processed by Ziac Software

When you provide personal data directly to Ziac Software—for example, when you contact us, create an account, subscribe to Portaz, make a payment, request support, or otherwise interact directly with us—Ziac Software may determine the purpose and means of processing such information and may act as a Data Fiduciary under applicable law.

3.2 Personal Data Processed on Behalf of Organizations

Portaz allows customer organizations to enter and manage information relating to their drivers, employees, customers, vendors, agents, consignees, and other individuals.

Where a customer organization determines why and how such personal data is collected and used, Ziac Software may process that information on behalf of the organization as a Data Processor, subject to applicable law and the contractual arrangement between Ziac Software and the customer organization.

In such circumstances, the customer organization is responsible for:

• Determining the purposes for which personal data is collected and used;
• Ensuring that it has the necessary authority, consent, or other lawful basis to provide such information to Portaz;
• Providing appropriate notices to individuals where required;
• Ensuring that information supplied to Portaz is accurate and lawful;
• Determining appropriate user access and permissions;
• Responding to requests from individuals concerning information controlled by the organization; and
• Complying with applicable data protection obligations relating to the information it provides to Portaz.

Ziac Software will process such information as reasonably necessary to provide, maintain, secure, and support the Portaz Services and in accordance with applicable contractual and legal requirements.

4. Personal Data We May Collect

The information we collect depends on how you use Portaz and the features enabled for your organization.

4.1 Account and User Information

We may collect:

• Name;
• Email address;
• Mobile number;
• Username;
• Login and authentication information;
• Organization name;
• Designation or role;
• Business contact details;
• Account preferences;
• Security and authentication information; and
• Information provided when communicating with our team.

4.2 Organization and Business Information

For organizations using Portaz, we may collect:

• Company or organization name;
• Registered or business address;
• GST and tax-related information;
• Branch information;
• Billing information;
• Subscription information;
• Authorized contact information; and
• Other information required to configure and operate the Portaz account.

4.3 Driver and Employee Information

Where an organization uses Portaz to manage drivers, employees, agents, or other personnel, information entered into the platform may include:

• Name;
• Mobile number and other contact details;
• Employee or driver identification information;
• Driving licence information;
• Assignment or employment-related information;
• Vehicle assignment information;
• Payment or settlement information;
• Operational information;
• Documents uploaded by the organization; and
• Other information required by the organization for its transportation operations.

4.4 Customer, Consignee, Vendor and Contact Information

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

• Name;
• Contact information;
• Business address;
• Delivery address;
• Customer or account identifiers;
• Transaction-related information;
• Communication details; and
• Other information required for transportation and logistics operations.

4.5 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 information;
• Permit and compliance information;
• Fitness-related information;
• Maintenance information;
• Trip information;
• Operational information; and
• GPS-related information received through supported third-party integrations.

4.6 Documents and Business Records

Customer organizations may upload, create, receive, or otherwise process documents through Portaz. These may include:

• Lorry receipts;
• Electronic lorry receipts;
• Proof of delivery;
• Electronic proof of delivery;
• Invoices;
• Vehicle documents;
• Driver documents;
• Delivery documents;
• Customer documents;
• Compliance documents;
• Payment or settlement records; and
• Other transportation and business documents.

Customer organizations are responsible for determining what information and documents they upload and for ensuring that they have the appropriate authority, consent, or other lawful basis required to process such information.

Ziac Software does not independently determine the contents or business purpose of documents uploaded by customer organizations. Such documents are stored and processed to provide the Services requested by the customer organization.

5. GPS and Location Information

Portaz does not itself manufacture or provide GPS tracking hardware.

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

Depending on the integration, this information may include:

• Vehicle location;
• Vehicle movement;
• Trip location;
• Route information;
• Date and time associated with location information; and
• Other information supplied by the connected GPS or telematics system.

Location information may be used to:

• Provide vehicle and fleet visibility;
• Track trips;
• Support transportation operations;
• Monitor movement;
• Generate operational reports;
• Provide route or map-related functionality; and
• Support other features enabled by the customer organization.

The availability, frequency, accuracy, and retention of GPS information may depend on the third-party GPS or telematics provider, connected device, network connectivity, and configuration selected by the customer organization.

Portaz does not control the operation or privacy practices of third-party GPS providers.

6. Information Collected Automatically

When you access Portaz, we may automatically collect certain technical, diagnostic, and usage information, including:

• IP address;
• Device type;
• Operating system;
• Browser type;
• Application version;
• Device or application identifiers where technically required;
• Login and access timestamps;
• Error and diagnostic information;
• Application performance information;
• Security and audit logs; and
• Usage information relating to the Services.

We may use this information to maintain security, authenticate users, troubleshoot technical problems, improve service performance, administer the platform, and understand how our Services are used.

7. Mobile Application Permissions

Depending on the features enabled, the Portaz mobile application may request access to certain device capabilities, including:

• Location;
• Camera;
• Photos or files;
• Notifications;
• Internet/network connectivity; and
• Other permissions required for specific functionality.

These permissions are used to provide the relevant functionality of the application.

You may manage certain permissions through your device settings. Restricting a permission may limit or prevent certain Portaz features from functioning correctly.

Portaz will not request access to a device capability merely because it is technically available; permissions are requested based on the functionality required by the application.

8. OTP and Account Verification

Where Portaz uses mobile number or email verification, we may send an OTP or similar verification code to confirm the identity or ownership of the relevant mobile number or email address.

Verification information may be processed for:

• Account creation;
• Login or authentication;
• Account recovery;
• Security verification; and
• Prevention of unauthorized access.

OTP messages may be delivered using third-party communication or messaging service providers.

9. Payment and Billing Information

Payments for Portaz Services are made to Ziac Software.

Depending on the payment method used, we may process information necessary to:

• Create and issue invoices;
• Manage subscriptions;
• Verify transactions;
• Maintain payment records;
• Provide receipts;
• Process refunds where applicable;
• Resolve payment disputes; and
• Comply with applicable accounting, taxation, audit, and legal requirements.

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

Ziac Software may retain transaction, invoice, subscription, and payment-related records for the period required for legitimate business, accounting, taxation, audit, dispute-resolution, and legal purposes.

10. How We Use Personal Data

We may process personal data for the following purposes:

• Providing and operating Portaz Services;
• Creating and managing accounts;
• Authenticating users;
• Managing organizations and authorized users;
• Managing subscriptions;
• Processing payments and billing;
• Managing transportation and logistics operations;
• Managing drivers and vehicles;
• Managing trips and consignments;
• Processing electronic transportation documents;
• Supporting proof-of-delivery workflows;
• Providing GPS and tracking functionality through integrations;
• Generating reports and operational information;
• Providing customer and technical support;
• Communicating service-related information;
• Sending important account, security, billing, or service notifications;
• Maintaining system security;
• Detecting and preventing unauthorized access, fraud, misuse, or security incidents;
• Troubleshooting technical problems;
• Maintaining backups and business continuity;
• Monitoring and improving system performance;
• Developing and improving Portaz;
• Conducting internal analytics and service-performance analysis;
• Complying with applicable laws and legal obligations; and
• Performing other purposes permitted under applicable law.

We aim to process personal data only to the extent reasonably necessary for the relevant purpose.

11. Consent and Lawful Processing

Where applicable law requires consent for processing personal data, Ziac Software will seek the required consent in an appropriate manner.

Where processing is permitted on another lawful basis under applicable law, including for certain legitimate uses or legal obligations, we may process personal data without relying on consent where legally permitted.

Where consent is relied upon, you may have the right to withdraw consent in accordance with applicable law.

Withdrawal of consent will not affect the lawfulness of processing carried out before such withdrawal.

If information is necessary to provide a particular Service, withdrawing the relevant consent may affect our ability to provide that Service or functionality.

12. Privacy Notice and Transparency

Where Ziac Software determines the purpose and means of processing personal data, we aim to provide information in clear and reasonably understandable language about:

• The categories of personal data being processed;
• The purposes for processing;
• The Services or functionality enabled by the processing;
• The manner in which individuals may exercise applicable rights;
• The manner in which consent may be withdrawn where consent is relied upon; and
• The means of contacting us for privacy-related questions or grievances.

The DPDP Rules 2025 provide for clear, standalone notices containing an itemised description of personal data and the specific purposes for processing. We will implement applicable notice requirements in accordance with the relevant commencement dates and requirements.

13. Sharing and Disclosure of Personal Data

Ziac Software does not sell personal data.

We may disclose or provide access to personal data in the following circumstances.

13.1 Authorized Customer Users

Information entered into Portaz may be accessible to authorized users of the relevant customer organization based on the roles, permissions, and access controls configured by that organization.

13.2 Service Providers

We may engage third-party service providers to support Portaz, including providers of:

• Cloud hosting and infrastructure;
• Data storage;
• Payment processing;
• Mapping services;
• GPS and telematics services;
• Firebase and related application services;
• Email and communication services;
• SMS or OTP services;
• Security and monitoring;
• Analytics and technical services; and
• Customer support services.

These providers may process information to the extent reasonably necessary to provide their services to Ziac Software or support Portaz, subject to applicable contractual, security, and legal requirements.

13.3 Legal Requirements

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

13.4 Protection of Rights and Security

We may process or disclose information where reasonably necessary to investigate, prevent, detect, or address:

• Fraud;
• Unauthorized access;
• Security incidents;
• Misuse of the Services;
• Threats to our systems;
• Threats to users; or
• Other unlawful activity.

13.5 Business Transactions

If Ziac Software undergoes a merger, acquisition, restructuring, financing, sale of assets, or similar business transaction, relevant information may be transferred as part of that transaction, subject to applicable law.

14. Third-Party Services and Integrations

Portaz may integrate with or use third-party services, including:

• Mapping and location services;
• Firebase and related mobile application services;
• Payment gateways;
• GPS and telematics systems;
• ERP systems;
• Accounting systems;
• Communication platforms;
• Cloud infrastructure; and
• Other technology services.

When an integration is enabled, information may be exchanged between Portaz and the relevant third-party service according to the integration's configuration and permissions.

Third-party providers operate independently from Ziac Software and may have their own terms and privacy policies.

Ziac Software is not responsible for the privacy practices of independent third-party services. Users and customer organizations should review the applicable privacy policies before enabling or using such services.

15. Data Storage and Hosting

Portaz Services are hosted and operated by or on behalf of Ziac Software using its designated hosting and infrastructure arrangements.

Customer information, including business records and documents uploaded to Portaz, may be stored in the infrastructure used to provide the Services.

We apply reasonable technical and organizational measures designed to protect stored information against unauthorized access, alteration, disclosure, loss, or misuse.

The actual location of infrastructure may vary depending on the hosting and service providers used by Ziac Software.

16. Data Security

Ziac Software takes reasonable technical and organizational measures to protect personal data from unauthorized access, use, alteration, disclosure, loss, destruction, or other misuse.

Depending on the nature of the information and Services, safeguards may include:

• Authentication and access controls;
• Role-based access;
• Password and account security mechanisms;
• Secure communication protocols;
• System monitoring and logging;
• Backup mechanisms;
• Infrastructure and application security controls;
• Access restrictions for personnel;
• Security monitoring; and
• Measures designed to identify and respond to security incidents.

Access to personal information is restricted to persons who require access for legitimate business or operational purposes.

However, no internet-based service, electronic transmission, or storage system 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.

17. Personal Data Breaches

Ziac Software maintains processes intended to identify, assess, manage, investigate, and respond to personal data breaches and other security incidents.

Where required by applicable law, including applicable provisions of the DPDP Act and DPDP Rules, Ziac Software will take appropriate measures concerning notification, mitigation, investigation, documentation, and cooperation with relevant parties and authorities.

Where personal data is processed by Ziac Software on behalf of a customer organization, we may also notify and cooperate with the relevant customer organization in accordance with applicable contractual arrangements and law.

18. Data Retention

We retain personal data only for as long as reasonably necessary for the purposes for which it was collected or processed, including:

• Providing Portaz Services;
• Maintaining customer accounts;
• Fulfilling contractual obligations;
• Maintaining transaction and billing records;
• Meeting accounting and taxation requirements;
• Resolving disputes;
• Preventing fraud or misuse;
• Maintaining security and audit records; and
• Complying with applicable legal obligations.

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

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

Certain information may continue to exist in secure backups for a limited period before being overwritten or securely deleted in accordance with applicable retention and backup procedures.

19. Data Principal Rights

Under the DPDP framework, individuals whose personal data is processed may have rights available to them subject to applicable law and the commencement of the relevant provisions.

These may include rights relating to:

• Access to information about personal data processing;
• Correction and updating of personal data;
• Erasure of personal data where applicable;
• Withdrawal of consent where processing is based on consent;
• Grievance redressal; and
• Nomination of another individual to exercise rights in accordance with applicable law.

The DPDP Act provides Data Principals with rights including access to information about their personal data, correction and erasure, grievance redressal, and nomination, subject to the Act's provisions.

Where personal data is controlled by a customer organization and processed by Ziac Software on that organization's behalf, requests concerning that data may need to be directed to the relevant customer organization.

Ziac Software will provide reasonable assistance to customer organizations in handling applicable requests in accordance with applicable law and contractual obligations.

20. Grievance Redressal

If you have a question, concern, or grievance regarding the processing of your personal data by Ziac Software, you may contact our privacy or grievance contact using the details provided below.

Privacy / Grievance Contact
Name: [Name]
Designation: [Designation]
Email: privacy@ziacsoft.com
Phone: [+91 XXXXX XXXXX]

We will address privacy-related grievances in accordance with applicable law.

Where a request concerns personal data controlled by a customer organization, we may direct the request to or coordinate with the relevant organization.

21. Children's Personal Data

Portaz is designed primarily for business and professional use and is not intended to be directed toward children.

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

Where applicable law imposes specific requirements relating to children's personal data, the relevant Data Fiduciary is responsible for complying with those requirements.

Ziac Software will comply with obligations applicable to its role under the DPDP framework.

22. Cookies and Similar Technologies

The Portaz website uses cookies and similar technologies. See our Cookie Policy for what they're used for, how long they're kept, and how to control them through your browser settings.

23. International Data Processing

Portaz may use third-party infrastructure and service providers whose systems may process or store information outside India.

Where personal data is transferred, stored, or processed outside India, Ziac Software will comply with applicable requirements and restrictions concerning such transfers under Indian law.

Where applicable law requires additional safeguards or conditions for such processing, Ziac Software will implement measures appropriate to those requirements.

24. Customer Responsibilities

Customer organizations using Portaz are responsible for:

• Providing accurate information;
• Ensuring that personal data is collected and provided to Portaz lawfully;
• Obtaining necessary consent, authorization, or other lawful basis where required;
• Providing appropriate privacy notices to individuals where required;
• Ensuring that uploaded documents are relevant and lawful;
• Ensuring that uploaded documents do not contain information that the organization has no right to process;
• Configuring appropriate user permissions;
• Restricting access to authorized personnel;
• Protecting account credentials;
• Using Portaz in compliance with applicable law; and
• Responding to requests from individuals where the organization is the relevant Data Fiduciary.

Ziac Software is not responsible for determining the legality, accuracy, or business purpose of personal data or documents independently uploaded by a customer organization.

This does not limit Ziac Software's own obligations under applicable data protection law in respect of personal data it controls or processes.

25. Account Security

Users are responsible for maintaining the confidentiality of their Portaz login credentials and for notifying their organization or Ziac Software if they suspect unauthorized access to their account.

Customer organizations are responsible for managing:

• User accounts;
• User roles;
• Access permissions;
• Account deactivation; and
• Access to customer-controlled information.

Ziac Software may suspend or restrict access where reasonably necessary to protect the Services, users, customer information, or the security of the platform.

26. Account Closure and Data Deletion

A customer organization may request closure or deactivation of its Portaz account in accordance with its agreement with Ziac Software.

Following account closure, information may be retained for the period necessary to:

• Complete outstanding transactions;
• Fulfil contractual obligations;
• Meet legal, accounting, or taxation requirements;
• Resolve disputes;
• Prevent fraud or misuse;
• Maintain security and audit records; or
• Comply with applicable law.

Subject to these requirements, information may subsequently be deleted or anonymized in accordance with our retention practices.

Where customer-controlled information is being processed on behalf of an organization, deletion or return of such information may also be handled according to the applicable customer agreement.

27. Changes to This Privacy Policy

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

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

When we make material changes, we may update the "Last Updated" date and provide additional notice where required by applicable law.

We encourage you to periodically review this Privacy Policy.

28. Contact Us

If you have questions regarding this Privacy Policy or the processing of personal data by Ziac Software in connection with Portaz, you may contact us at:

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/

For privacy or grievance-related matters:
Privacy / Grievance Email: privacy@ziacsoft.com

You can also reach us through our Contact page.

29. Governing Law

This Privacy Policy shall be governed by and interpreted in accordance with the applicable laws of India.

Any dispute relating to this Privacy Policy shall be subject to the jurisdiction specified in the applicable agreement between Ziac Software and the customer or, where no such agreement applies, the courts having appropriate jurisdiction.