Terms and conditions

This is a courtesy translation. Portalis operates in Mexico and the Spanish version of these terms is the one that governs; if the two ever disagree, the Spanish text prevails.

These terms govern the use of Portalis. By contracting the service or creating an account, the person doing so represents that they have the authority to bind the condominium they represent, and accepts what follows.

1. Who provides the service

[LEGAL NAME], RFC [RFC], with address at [REGISTERED ADDRESS], referred to hereafter as Portalis. The condominium that contracts the service is the Client.

2. What Portalis is

A cloud software service to manage a condominium: unit roster, fee calculation and collection, account statements, visitor access passes, and the gate log, with residents taking part over WhatsApp.

Portalis is not a condominium administrator, an accounting firm, a legal advisor, or a financial institution. It does not replace the administrator, the oversight committee, or the assembly, and it does not weigh in on the content of the bylaws: it applies them exactly as the Client configures them.

3. Account and eligibility

The service is for adults who administer or are part of the governing body of a condominium in Mexico. Each person logs in with their own identity; credentials are not shared. The Client is responsible for deactivating anyone who leaves their role, and for notifying us immediately if they suspect someone else has accessed their account.

Residents do not sign themselves up: they link to their condominium with a code issued by the administration.

4. Price and billing

• The price is calculated per active unit and there is a monthly minimum. Current rates are the ones published on the pricing page.
• Prices do not include VAT; it’s added when invoicing.
• The subscription is billed in advance, every month, to the card on file. In the current version only card payments are accepted.
• If the number of active units changes mid-subscription, the adjustment is reflected in the following period.
• We issue CFDI 4.0 using the tax data the Client enters. A CFDI issued incorrectly because of wrong tax data will be corrected, but the error is the Client’s.
• We may change rates with 30 calendar days’ notice. If you don’t agree, you may cancel before they take effect.

The figures published today are provisional while the commercial model is finalized; the rate that applies is the one confirmed in writing at the time of contracting.

5. 30-day trial

Thirty full calendar days, no card required. If the service isn’t contracted by the end, the account switches to read-only: the information stays there to review and export, but no new charges or passes can be issued.

6. Non-payment

If a charge fails, we’ll notify you and give a 10-calendar-day grace period. Once that period expires the account switches to read-only under the same rules as the previous point. We do not delete information for non-payment within the retention periods set out in point 12.

7. Charges to residents

Resident payments are processed through Stripe, with destination charges to the condominium’s account. Fee money does not sit with Portalis.

Portalis is liable to Stripe for chargebacks and refunds on those transactions, and may pass the amount of a chargeback on to the Client when it results from a charge the Client itself issued in error or without basis in its bylaws.

Stripe’s terms also apply to the Client as they relate to its connected account.

8. Client obligations

The Client agrees to:

• Upload truthful information: unit roster, indivisos, and fees consistent with its constitutive deed, its bylaws, and its assembly resolutions.
• Inform its residents what data it hands over to Portalis and what for, and have the legal basis to do so. The Client is the party responsible for that personal data under the LFPDPPP; Portalis acts as a processor.
• Use the WhatsApp channel only for condominium matters, never for third-party advertising or bulk messaging unrelated to the service.
• Not use Portalis to collect items its bylaws don’t authorize, nor to pressure, expose, or discriminate against a resident.
• Not attempt to breach the platform, extract data from other condominiums, reverse-engineer it, or resell it.

9. Data processing on the Client’s behalf

To provide the service, Portalis processes personal data of residents and visitors on the Client’s behalf; the Client is the party responsible for that data. As a processor, Portalis undertakes to:

• Process it only under these terms and the instructions the Client gives through the platform.
• Keep it confidential.
• Maintain the security measures described in the privacy notice.
• Rely only on the sub-processors listed in the privacy notice — payments, messaging, infrastructure, and invoicing — and give the Client 30 calendar days’ notice before adding or replacing one; if the Client doesn’t agree, it may cancel before the change takes effect.
• Notify the Client without delay of any security breach affecting the data it processes on the Client’s behalf.
• When the contract ends, delete or return the information as set out in point 12.

The Client keeps its obligations as the responsible party toward its residents, including informing them of the processing through its own privacy notice.

10. Intellectual property

The software, the brand, the design, and the documentation belong to Portalis. The contract grants the right to use it while it’s in effect, and nothing more. We may use any feedback you send us to improve the product without that creating any obligation to you or giving you any rights over the result.

11. Availability and support

We work to keep the service available on a continuous basis, but we do not commit to an uptime percentage in this version. We may interrupt it for maintenance, giving notice when it’s scheduled. We provide support over WhatsApp and email on business days.

12. The information belongs to the Client

The data the Client uploads and the data the use of the service generates belong to the Client. It may export it at any time in a machine-readable format.

When the contract ends we retain the information for 90 calendar days so it can be exported, and then we delete it, except for what the law requires us to keep — in particular accounting and tax records, for five years under Mexico’s Federal Tax Code.

13. Limitation of liability

Portalis is liable for proven direct damages up to the amount the Client has paid it in the 12 months prior to the event that caused them.

Portalis is not liable for: decisions made by the administration or the assembly; the content of the bylaws or their application; fees miscalculated because of data the Client entered incorrectly; disputes between unit owners; lost profits; nor failures of third-party services outside our reasonable control — namely WhatsApp, Stripe, or the Client’s internet provider.

None of this limits liability that the law does not allow to be limited.

14. Indemnity

The Client will hold Portalis harmless from third-party claims — notably from residents — arising from: personal data uploaded without the legal basis to do so; charges or fees issued without basis in its bylaws or its assembly resolutions; or use of the WhatsApp channel outside what point 8 allows. This obligation does not reach the part of a claim that originates in a breach by Portalis.

15. Force majeure

Neither party is liable for breaches caused by acts of God or force majeure: events outside its reasonable control that could not be foreseen or, if foreseen, could not be avoided. Payment obligations already accrued are not suspended.

16. Suspension and termination

The Client may cancel at any time, effective at the end of the period already paid for; there are no refunds for periods already started. Portalis may suspend the service immediately in the face of use that endangers the platform, its users, or third parties, or a serious breach that isn’t corrected within the 10 calendar days following notice.

17. Changes to these terms

We may amend them with 30 calendar days’ notice by email or WhatsApp. Continuing to use the service after that date means accepting them. If you don’t agree, you may cancel without penalty before they take effect. We keep a record of each version of these terms, its effective date, and the Client’s acceptance.

18. Governing law and jurisdiction

These terms are governed by the laws of the United Mexican States. For any dispute, the parties submit to the competent courts of [CITY AND STATE], waiving any other venue that might otherwise apply to them.