Privacy Notice
Effective date: 26 September 2026
This notice explains how Agentive Integrations LLC ("we", "us") handles personal information in the client portal at clientportal.agentiveintegrations.io. It applies to the people at our clients who use the portal, to our subcontractors who sign in to it, and to anyone who creates an account here. Our agreement with your organization also applies to the work we do for you.
Information we collect
- Account details: your name, email address and role, and the password you choose (stored only in a one-way scrambled form, never readable). For Agentive staff and subcontractors who use two-factor sign-in, its set-up details.
- What you and your team put in the portal: messages, files, form answers (including the onboarding form), requests, approvals, electronic signatures and feedback.
- Billing records: the payment dates we schedule with you, whether each payment was received, and the invoices and receipts we share with you as files. Payments are not taken through the portal.
- For our subcontractors: pay rates, hours logged, payment records, and the agreements, invoices and tax forms (such as a W-9) they upload or we share with them.
- Technical records: your IP address when you sign in, create an account, use an access code or agree to these terms; your IP address and browser type when you signed a document or accepted a proposal in an earlier version of the portal; sign-in attempts, to protect accounts; and the portal's activity log (for example "file uploaded").
- Email records: a log of the emails the portal sends you, with sign-in links hidden once an email has been sent.
How we use it
- To provide the portal and our services to your organization, including the notifications you choose to receive.
- To keep accounts and information secure, prevent misuse and look into problems.
- To keep the records we need for contracts, billing, tax and legal purposes.
We do not sell or rent personal information, and we do not use it for advertising.
Cookies and tracking
The portal sets one essential cookie to keep you signed in, and your browser may keep unsent drafts on your own device. The portal itself sets no advertising, analytics or tracking cookies and does not track you across other websites. When your workspace shows a Google Drive folder or a preview of a Google document, your browser loads it directly from Google, which receives your IP address and browser details and may use its own cookies under Google's privacy policy. The portal does not respond to "Do Not Track" signals, because it does not do the cross-site tracking they ask to stop.
Who we share it with
- People on your organization's team in the portal, according to their role, and our own staff and subcontractors assigned to your work. Subcontractors see only the work they are assigned; they do not see your invoices, payments, contracts, proposals or your team's contact details.
- Service providers who run the portal for us: our web host (Hostinger) and our email service. If you book a meeting with us, Google Calendar handles the booking. Each may use the information only to provide its service to us.
- An AI assistant service (Anthropic's Claude) that we connect to the portal to help us manage our work. It receives the information we ask it to work with, such as names, email addresses, requests and messages, and handles it under its own terms and privacy policy.
- Google, when your workspace shows a Google Drive folder or document preview (see Cookies and tracking). What Google holds is covered by Google's own privacy policy.
- Others when the law requires it, or when needed to protect rights, safety and security.
- A buyer or successor if our business is reorganized or sold, who must continue to protect it as this notice describes.
How long we keep it
We keep your organization's information while we work together, and afterwards for as long as we need it for our records and legal obligations. When we delete a client workspace, its contents are removed from the portal, including its people's logins, files, messages, forms, invoices, payment and signature records and its activity feed. We keep our administrative audit trail (a record of what our staff did, which can name people and files), our own sales record of how the work began, records of what we paid our subcontractors for the work, sign-in and password-reset records, and copies of emails already sent, until the email log is replaced as it grows. Save copies of any invoices or signed documents you need before your workspace is closed, or ask us for them. Sign-in attempt records are cleared after 30 days.
How we protect it
The portal uses encrypted connections (HTTPS), passwords stored only in scrambled (hashed) form, two-factor sign-in available to Agentive staff and subcontractors, role-based access and regular security reviews. No system is completely secure. If a security breach affects your personal information, we will notify you as the law requires.
Your choices and rights
You can update your name and password on My account, and choose which emails you receive on Notifications. To ask for a copy of your personal information, a correction or deletion, email info@agentiveintegrations.io. We will reply within 45 days and may need to confirm your identity first. Some information must be kept for legal or contract reasons; if so, we will tell you. The law of the state where you live may give you further rights; we will honor those that apply to us.
Children
The portal is for business use. It is not directed to children, and we do not knowingly collect information from anyone under 16.
Changes to this notice
If we make a material change, we will update the effective date above and ask you to review the notice the next time you sign in.
Contact us
Agentive Integrations LLC, mailing address available on request. Email: info@agentiveintegrations.io.