How client files move through PortalLess.

Purpose

PortalLess is designed to collect client files for a specific firm request. The product should not collect more information than the firm needs for that request.

Data handled by PortalLess

• Firm workspace records, including firm name and authorized users.
• Client records created by the firm, including contact details needed for requests.
• Document request records, including requested file labels, status, year, expiration, and delivery metadata.
• Uploaded document files and metadata, including storage path, original file name, content type, size, upload time, client, firm, and request.
• Request events used to understand upload activity and request completion.

Upload flow

• A firm creates a request with the files it needs from a client.
• PortalLess creates a secure upload link for that request.
• The client opens the link without creating an account and uploads files.
• PortalLess stores uploaded files in private storage and records metadata for firm review.
• The request status updates as files are received.

Retention model

• PortalLess should retain uploaded files only as long as needed for the firm workflow and agreed service terms.
• Firms should define their own retention expectations before using PortalLess broadly.
• A production launch should include clear deletion, export, and retention controls.
• Backups and operational logs may persist for a limited period after user-facing deletion.

Firm obligations

• Firms remain responsible for professional obligations tied to client records and sensitive documents.
• Firms should avoid requesting unnecessary sensitive information.
• Firms should download, route, or archive files according to their own document management policy.
• Firms should limit workspace access to staff who need it.

Launch checklist

• Publish a support contact for deletion, export, and security questions.
• Define retention defaults for open, completed, and expired requests.
• Add firm-facing controls to download, delete, and route uploaded files.
• Review these practices with legal counsel before processing real client taxpayer information at scale.