Client Portal Terms
Effective Date: March 3, 2026
Last Updated: February 12, 2026
Version: 1.2
Plain-Language Summary
- What this is: A secure portal where your agency (or project owner) shares project files with you.
- How you sign in: Usually by a magic link sent to your email.
- What we track: Portal activity (views, downloads, comments, navigation and feature engagement), plus security and anti-abuse logs.
- Who sees activity: Your agency/project owner can see activity for your projects. Other clients cannot.
- Your control: You can request a copy of your portal data or request deletion (subject to legal/security retention).
- Cookies & tracking: See our cookie and tracking details at /legal/cookies.
- Re-consent: If these terms change materially, we may require you to review and accept the latest version to keep using the portal.
1. About These Terms
These Client Portal Terms ("Portal Terms") govern your access to the Vortex Files client portal experience (the "Client Portal") when you have been invited by an agency or project owner (your "Agency").
If you are an agency user paying for Vortex Files, please see our main Terms of Service at /legal/terms. These Portal Terms are designed specifically for invited clients.
Important: Your relationship about the project deliverables is primarily with your Agency. Vortex Files provides the platform; the Agency controls the content they choose to share.
2. Who We Are
Company: QVXX Ltd.
Company Number: 16612070
Registered: England and Wales
Address: Flat 3 Misterton Court, Westbridge Road, London, SW11 3NL
Product: Vortex Files
Support: support_vortexfiles@qvxx.ai
Privacy/Compliance: compliance_vortexfiles@qvxx.ai
3. Eligibility and Acceptance
3.1 Age
You must be at least 16 years old (or the age of majority in your jurisdiction, if higher) to use the Client Portal.
3.2 Acceptance
By accessing or using the Client Portal, you agree to these Portal Terms and acknowledge our Privacy Policy (see Section 8). If you do not agree, do not use the Client Portal.
3A. Service Improvement and Optional Marketing
We process portal usage information (including activity patterns, engagement events, and aggregate trends) to operate, secure, and improve the Client Portal experience for you and your Agency.
We may also send optional product or marketing communications only where permitted by law and based on your consent settings. You can opt out of marketing communications at any time without affecting your access to project deliverables.
4. Portal Access and Authentication
4.1 Magic Link Access
Access is typically provided via secure links sent to your email. Magic links are unique and expire after a limited time (usually 24 hours).
4.2 Session Security
Access is tied to your email address. You are responsible for keeping your email account secure, not forwarding magic links, and logging out on shared devices.
4.3 Access Scope
You may only access projects you are explicitly invited to. Attempting to circumvent access controls is prohibited.
4.4 Agency Control
Your Agency can change or revoke your access at any time, including removing files, disabling downloads, or ending portal access.
5. Permitted Use and Restrictions
5.1 Permitted Use
The Client Portal is intended for reviewing and receiving project deliverables and collaborating with your Agency within the scope of your project.
5.2 Prohibited Uses
- Do not share portal links with unauthorized people.
- Do not redistribute files to unauthorized third parties.
- Do not use project files for unrelated purposes or outside the rights granted by your Agency.
- Do not attempt to scrape, probe, or reverse engineer the Client Portal or underlying services.
- Do not upload malware, attempt phishing, or engage in fraud.
- Do not remove or alter copyright notices or metadata.
- Do not upload project assets to public platforms without written permission from the rights holder.
5.3 Enforcement
If we reasonably believe you have violated these Portal Terms or threatened the security of the Client Portal, we may suspend or terminate your access (and/or notify your Agency).
6. Files, Ownership, and Intellectual Property
6.1 Ownership
Files shared with you through the Client Portal remain the intellectual property of the Agency and/or other rights holders. Accessing or downloading files does not transfer ownership.
6.2 License to You
Your Agency grants you whatever rights are necessary for you to review the project deliverables. Any broader use (including public posting, commercial use outside the project scope, or redistribution) may require written permission from the rights holder.
6.3 Vortex Files Platform
Vortex Files and its software, branding, and platform components are owned by QVXX Ltd. We grant you a limited, non-exclusive, non-transferable right to access and use the Client Portal for its intended purpose.
7. Confidentiality
Project files and communications shared via the Client Portal may be confidential. You agree not to disclose or share confidential materials except as authorized by your Agency.
If you are subject to a separate NDA or confidentiality agreement with your Agency, that agreement applies in addition to these Portal Terms.
8. Privacy and Data Protection
Our Privacy Policy describes how we process personal data. Please review it here: /legal/privacy. For cookie and tracking technologies, see also /legal/cookies.
8.1 What We Track
| Item | Purpose |
|---|---|
| File downloads | Confirm deliverables are received |
| File views | Understand which assets are reviewed |
| Comments | Maintain project communication history |
| Feature interactions & navigation events | Improve usability, performance, and product quality |
| Login/session timestamps | Security, access verification, and fraud prevention |
| IP address & device info | Security, fraud prevention, abuse response |
8.2 Who Sees This Data
Your Agency can see activity for the projects they share with you. Other clients cannot see your activity. We do not share your portal activity data with third parties for advertising.
8.3 Service Improvement and Optional Marketing
We use aggregated and, where possible, anonymized portal analytics to maintain, secure, and improve our services. Marketing communications are optional and based on your preferences; you can opt out at any time.
8.4 Your Requests
You may request a copy of your portal data or request deletion by contacting your Agency and/or emailing compliance_vortexfiles@qvxx.ai. We may retain certain data for security, fraud prevention, or legal compliance.
8.5 Subprocessors
We use a limited number of vetted subprocessors (for example, Supabase, Cloudflare R2, Resend, Vercel, and Wix) to provide infrastructure, storage, and communications services.
The current subprocessor list, including purpose, data categories, and hosting location, is maintained in our Privacy Policy at /legal/privacy#subprocessors. If we add or replace a subprocessor in a way that materially affects processing, we will update that list and provide notice through this legal page and/or direct email where required by law.
8.6 California Privacy Rights (CCPA/CPRA)
If you are a California resident, you may direct us not to sell or share your personal information for cross-context behavioral advertising. Vortex Files does not sell portal activity data, and your "Do Not Sell/Share" request disables optional third-party sharing preferences on your account.
You can submit or confirm this request at /legal/do-not-sell or by emailing compliance_vortexfiles@qvxx.ai.
9. Availability and Changes to the Portal
We aim to keep the Client Portal available, but we do not guarantee uninterrupted access. The Client Portal may be unavailable due to maintenance, outages, or changes to the Agency’s project settings.
We may change or discontinue features of the Client Portal over time. If a change materially affects your ability to access deliverables, your Agency can always share files through other means.
10. Disclaimers
The Client Portal is provided "as is" and "as available". To the maximum extent permitted by law, QVXX Ltd disclaims all warranties, whether express, implied, or statutory, including warranties of merchantability, fitness for a particular purpose, and non-infringement.
We do not guarantee that files shared by your Agency are accurate, complete, or appropriate for any particular purpose. Your Agency is responsible for the content they share.
11. Limitation of Liability
To the maximum extent permitted by law:
- QVXX Ltd will not be liable for indirect, incidental, special, consequential, or punitive damages.
- QVXX Ltd is not liable for losses caused by your Agency’s decisions (such as what they share, when they share it, or when they revoke access).
- QVXX Ltd is not liable for unauthorized sharing of project materials by any third party.
Where liability cannot be excluded, QVXX Ltd’s total liability for claims arising out of or relating to the Client Portal will not exceed £100 (or the minimum amount required by law).
Nothing in these Portal Terms limits or excludes liability that cannot be limited under applicable law (for example, liability for fraud).
12. Indemnity
To the maximum extent permitted by law, you agree to indemnify and hold harmless QVXX Ltd from claims, damages, liabilities, and expenses arising from your misuse of the Client Portal or violation of these Portal Terms.
13. Termination
Your access to the Client Portal may end when your Agency revokes access, the project ends, or we discontinue the Client Portal.
You can stop using the Client Portal at any time. If you want your data deleted, see Section 8.3.
14. Changes to These Portal Terms
We may update these Portal Terms from time to time. If we make material changes, we may require you to accept the updated terms before you can continue to access the Client Portal.
The latest version will be posted on this page, and the “Last Updated” date will reflect the effective date of the revision.
15. Governing Law
These Portal Terms are governed by the laws of England and Wales. Courts of England and Wales will have exclusive jurisdiction, except where mandatory consumer protection laws provide otherwise.
16. Contact
- Your Agency (primary contact for project questions)
- Vortex Files Support: support_vortexfiles@qvxx.ai
- Privacy/Compliance: compliance_vortexfiles@qvxx.ai
By accessing the Client Portal, you agree to these Portal Terms.