Privacy & Legal

Information we collect

Depending on how you interact with Portion, we may collect information including:

• Your name
• Email address
• Phone number
• Company or venue name
• Number of venues
• Job title or role
• Information submitted through enquiry, demo or contact forms
• Account and login information
• Communications between you and Portion

When a hospitality business uses the Portion platform, we may also process information relating to the business and its employees, including:

• Revenue and sales information
• Food and cost-of-goods information
• Labour costs
• Operating or contribution margin information
• POS transaction information
• Employee names and email addresses
• Employee roles
• Employee wages
• Employee hours worked
• Employee performance or KPI information
• Incentive and bonus amounts
• Other operational information provided by or on behalf of the customer

We aim to collect only information reasonably required to provide, operate, support and improve Portion.

How we collect information

We may collect information:

• Directly from you
• Through the Portion website
• When you create or use a Portion account
• When your employer or organisation provides information to Portion
• When you communicate with us
• Through authorised integrations with third-party business systems
• Through information manually entered into Portion
• Through cookies, analytics or similar website technologies

Where a customer connects Portion with another business system, Portion may receive information from that system in accordance with the permissions granted by the customer.

How we use information

We may use information to:

• Provide and operate the Portion platform
• Create and manage user accounts
• Calculate and display performance metrics and incentives
• Provide dashboards, reports and other platform functionality
• Respond to enquiries and support requests
• Maintain and improve the platform
• Monitor the reliability and security of the service
• Process payments
• Communicate important service information
• Send occasional Portion product, business or marketing updates where permitted
• Investigate suspected misuse or security incidents
• Meet applicable legal and regulatory requirements

We recognise that restaurants and hospitality groups may provide commercially sensitive information to Portion.

This may include sales, labour, food cost, performance, employee and other operational data.

Customers retain ownership of the business data they provide to Portion.

Customers give Portion permission to process that information only as reasonably necessary to provide, maintain, secure and improve the Portion service and as otherwise agreed with the customer.

Portion does not sell customer business data or employee personal information to third parties.

Portion does not use identifiable information belonging to one restaurant or hospitality group for the benefit of another restaurant or hospitality group.

Portion does not currently send customer or employee information to external generative AI providers.

If these practices materially change in the future, this Privacy & Legal notice will be updated accordingly.

Hospitality businesses using Portion may provide information relating to their employees so that Portion can provide performance tracking, incentive calculations and related functionality.

The hospitality business is responsible for ensuring that it has the appropriate authority to provide employee information to Portion and for providing any notices or obtaining any permissions that may be required under applicable law.

Employee access to Portion is controlled through user accounts and permissions.

Employees may only access information made available to them according to their account permissions and the configuration selected by their employer.

Portion may connect with third-party business systems authorised by a customer, including systems relating to:

• Point of sale
• Accounting
• Payroll
• Workforce management
• Rostering
• Other hospitality and business operations

When a customer authorises an integration, Portion may receive information from and transmit information to that service as required for the integration to operate.

The customer's use of a third-party service remains subject to that provider's own terms, privacy practices and security arrangements.

Customers may also enter information into Portion manually instead of using available integrations where supported by the platform.

Portion takes measures designed to protect customer and user information against unauthorised access, loss, misuse or disclosure.

Portion's application infrastructure and database are hosted using Amazon Web Services in Australia.

Data transmitted between users, integrations and Portion is encrypted using HTTPS/TLS. Data stored in the Portion database is encrypted at rest.

Authentication and account access are managed using authentication technology including Auth0.

Access to customer information is controlled through user permissions. Customer information may be accessed by:

• Authorised restaurant owners and users according to their account permissions
• Portion's founders where reasonably necessary to provide support, maintain the platform, investigate technical issues, protect the security of the service or meet legal obligations

Portion maintains backups of platform data and has processes for responding to security incidents.

While Portion takes reasonable measures to protect information, no online system can guarantee absolute security.

If you believe you have identified a security issue relating to Portion, contact:

hello@shareportion.com

Portion retains information for as long as reasonably necessary to:

• Provide the service
• Maintain business and transaction records
• Resolve disputes or support requests
• Maintain security
• Meet applicable legal requirements

When a customer terminates its use of Portion and requests deletion of its information, Portion aims to delete applicable customer data from its active systems within 30 days, subject to information that must reasonably be retained for legal, security, backup or record-keeping purposes.

Payments for Portion may be processed using Stripe.

Stripe may receive information necessary to process payments and transactions.

Payment processing is also subject to Stripe's applicable terms and privacy practices.

Portion may retain information relating to transactions, invoices and payment status where reasonably required for business and record-keeping purposes.

Portion may use trusted third-party service providers to operate and support the platform.

These may include providers of:

• Cloud infrastructure and data hosting
• Authentication
• Payment processing
• Customer relationship management
• Email and communications
• Website analytics
• Security and monitoring
• Other technical infrastructure

Current core providers include Amazon Web Services, Auth0 and Stripe.

Some service providers may operate or process information outside Australia. Where this occurs, the location and handling of information may also be subject to that provider's infrastructure and privacy practices.

As Portion's technology stack develops, the service providers used by Portion may change.

Portion may use cookies and similar technologies to operate the website and platform, maintain security, remember user preferences and understand how people interact with our services.

We may also use third-party analytics and measurement tools to understand website usage and improve Portion.

These technologies may collect information such as:

• Device and browser information
• Pages viewed
• Approximate location derived from technical information
• Referral source
• Website interactions
• Date and time of visits

Our use of analytics and tracking technologies may change as the Portion website and platform develop.

If you provide your contact information to Portion, we may send you information relating to your enquiry as well as occasional updates about Portion, its products or services where permitted by applicable law.

You can opt out of marketing communications at any time by:

• Using the unsubscribe option provided in the communication, where available; or
• Contacting hello@shareportion.com

We will process unsubscribe requests in accordance with applicable requirements.

You may contact Portion if you would like to:

• Ask what personal information we hold about you
• Request correction of inaccurate information
• Request deletion of information where appropriate
• Raise a concern about how information has been handled
• Ask a question about this Privacy & Legal notice

Contact:

hello@shareportion.com

We may need to verify your identity before providing access to or changing personal information.

By accessing the Portion website or platform, you agree to use it lawfully and in accordance with these terms and any separate agreement entered into between Portion and your organisation.

Additional terms may apply to customers participating in pilots or using paid Portion services.

Where a separate written agreement between Portion and a customer conflicts with these website terms, the separate written agreement will apply to the extent of the inconsistency.

You must not use the Portion website or platform to:

• Violate applicable law
• Gain unauthorised access to systems, accounts or information
• Interfere with the security or operation of the service
• Introduce malicious software or code
• Scrape or systematically extract information without permission
• Reverse engineer or attempt to derive the source code of the service except where permitted by law
• Circumvent access controls
• Use another person's account without authority
• Copy or commercially exploit Portion's software or content without permission
• Use Portion in a fraudulent, deceptive or harmful manner

Portion may restrict or suspend access where reasonably necessary to protect the platform, customers or other users.

Customers are responsible for:

• The accuracy of information supplied to Portion
• Maintaining appropriate access permissions for their users
• Protecting their account credentials
• Ensuring they are authorised to provide information uploaded or connected to Portion
• Using Portion in accordance with applicable employment, privacy, tax and other laws relevant to their business
• Independently deciding how performance incentives or bonus arrangements are designed and implemented within their organisation

Portion provides software to assist businesses in managing and communicating incentive arrangements. Each customer remains responsible for the employment and business decisions it makes using the platform.

Unless otherwise stated, the Portion website, software, brand, designs, content, interfaces, technology and related intellectual property belong to Portion or its licensors.

Using Portion does not transfer ownership of Portion's intellectual property to a customer or user.

Customers retain ownership of the business data they provide to Portion.

No Portion content, software or intellectual property may be copied, reproduced, modified, distributed or commercially exploited without permission except where permitted by law.

Portion may display examples, estimates, scenarios or projected savings to demonstrate how performance incentives could affect a hospitality business.

These figures are illustrative and are not guaranteed results.

Actual results will depend on factors including the business, venue, staff, trading conditions, incentive structure, costs, management practices and implementation.

Businesses should evaluate their own circumstances when deciding whether or how to implement an incentive program.

The Portion website or platform may contain links to, or integrations with, third-party websites and services.

Portion does not control the privacy, security or content practices of independent third-party services.

Users should review the applicable terms and privacy policies of those services where appropriate.

Portion may modify, update, improve, suspend or discontinue features of the website or platform as the service develops.

While we aim to provide a reliable service, we do not guarantee that the website or platform will always be uninterrupted or error-free.

Nothing in these terms excludes rights or remedies that cannot lawfully be excluded under applicable Australian law.

To the maximum extent permitted by law, Portion is not responsible for indirect, incidental or consequential loss arising solely from the use of, or inability to use, the website or platform.

Nothing in these terms is intended to exclude, restrict or modify any right, guarantee or liability that cannot lawfully be excluded under applicable Australian law.

Any additional liability arrangements applying to a paid pilot or customer relationship may be set out in a separate agreement between Portion and the customer.

Portion may update this Privacy & Legal notice as the platform, business or legal requirements develop.

The latest version will be published on this page together with the date it was last updated.

Material changes may also be communicated to customers where appropriate.

For privacy, security, legal or general enquiries:

• Portion
• Sydney, Australia

hello@shareportion.com

shareportion.com