Client Portal Privacy Policy

Last updated November 6, 2026

This policy tells you what information the Decision Analyst Client Portal at portal.decisionanalyst.com collects, how we use it, who receives it, how long we keep it, and what you can ask us to do with it. Our public website, decisionanalyst.com, has its own privacy policy.

Who we are and what this policy covers

Decision Analyst, Inc. ("Decision Analyst", "we", "us") is a research and analytical consulting firm at 604 Avenue H East, Arlington, Texas 76011-3100, U.S. We run the Client Portal so that our clients can follow their research studies and get the results.

This policy applies to our clients' employees who use the portal. It does not apply to the people who answer our surveys. The portal is for business use and is not for children.

Signing in with Google or Microsoft

You can sign in with a Google account or a Microsoft account if its verified email address is the same as the email address of your portal account. This section tells you exactly what happens to the information that Google or Microsoft sends us.

What we receive from Google and Microsoft

We ask Google and Microsoft only for the basic sign-in permissions: openid, email and profile. After you approve, the provider sends us a signed ID token. We read these values from it:

• From Google: your email address, whether Google verified it, your first and last name, and your Google account ID.
• From Microsoft: your email address, whether your organization verified its email domain, your first and last name if Microsoft sends them, the ID of your organization (tenant), and your Microsoft account ID.

The token can also contain other values that the provider adds, for example your full name, a link to your profile picture, your Google Workspace domain, your Microsoft username, and the times when the token was issued and expires. We store the token's contents as we receive them, but we do not use these other values.

We do not ask for, and cannot get, access to your email messages, contacts, files, calendar or any other data in your Google or Microsoft account. We do not ask Google or Microsoft for any more information about you.

How we use it

• To find your portal account. We look for the one active portal account whose email address is the same as the verified email address in the token. If there is no such account, we refuse the sign-in. We never create an account at sign-in.
• To link your Google or Microsoft account ID to your portal account. Your next sign-in then goes to the same portal account, and a different Google or Microsoft account with the same email address cannot use it.
• To fill in your first or last name in the portal, but only if that name is empty. Decision Analyst manages the names on portal accounts.
• To record the time of your most recent sign-in with that provider.

We use this information only to sign you in. We do not use it for advertising, we do not sell it, and we do not send it to AI models.

Who we share it with

We do not share, sell or transfer this information outside Decision Analyst, except when the law requires it.

How we protect it

• Every connection uses encryption (HTTPS). The token comes straight from Google's or Microsoft's servers to ours, and we check who issued it, who it is for, and when it expires. We also check the signature on each Microsoft token.
• We accept an email address only if the provider says that it is verified.
• We do not store the access or refresh tokens that Google or Microsoft give us. We cannot use your account after you sign in.
• The link is stored in our database. Only authorized staff can get to it.

How long we keep it, and how to delete it

• We keep the link, the token's contents and the time of your last sign-in until we delete the link, as the next item tells you. Each sign-in replaces the stored token contents with the new ones.
• We delete the link when the email address on your portal account changes, when an administrator removes it, or when your portal account is deleted.
• If we deactivate your portal account, you cannot sign in, but the link stays until we delete it.
• If a sign-in is refused, our server log records the reason and, if the token has one, the email address. See Logs.

To delete the link, email reportingservices@decisionanalyst.com. You can also remove the Client Portal from your Google or Microsoft account settings. The provider then asks for your approval again at your next sign-in, but that does not delete the link that we keep.

Your account

Decision Analyst creates and manages every portal account. For each account we keep:

• Your username, name, email address and company, and the teams you belong to.
• The studies you can open, with the dates that your access starts and ends.
• Your password, stored only as a one-way hash. Nobody can read your password from it.
• Your acceptance of our Terms and Conditions: the name you type as your signature, the date, your IP address, the version of the terms, and whether you agreed or declined.
• The version and time of your acceptance of the AI Chat notice.
• The time of your last sign-in, the studies you mark as favorites, and the studies you opened recently.

We send you email when we invite you, when you or we reset your password, and when you get access to a study. These emails contain your name, username, email address and the study's name, and an invite or reset email contains a link to set your password. That link works only once and expires after 7 days. We send the emails through our own mail server. The Decision Analyst logo in these emails loads from AWS.

AI Chat

AI Chat is an optional feature that answers questions about a project's deliverables. When you ask a question, we send these to our AI gateway:

• Your question, and the earlier messages in the same chat or a summary of them.
• Text from the project's deliverables, for example report pages, slides and spreadsheet cells, and the project's name and file names.
• An internal user number and the project number. We do not send your name or your email address.

AI Chat uses three outside AI services:

• Amazon Web Services (AWS) runs the AI models that write the answer.
• OpenAI turns deliverable text and your questions and answers into search data. It keeps them for up to 30 days to check for abuse.
• TypeSafe receives your question, slide titles, short previews of slide text and your clarifications, to help AI Chat understand questions about slides and tables. It does not share them with others.

None of these services uses your content to train models.

We store your questions, the answers, the files and steps each answer used, your ratings, and a search index of your questions and answers in our database.

• Your chats are private unless you share them. If you share a chat, other portal users who can open every project and file that the chat used can read it, with your name. Chats from client accounts can be shared with clients and with Decision Analyst staff.
• To help answer a question, AI Chat can also use questions and answers from chats that other people shared, without their names. Your chats are used this way only if you share them.
• Our administrators can read chats.
• You can delete a chat. That deletes it from our database, but not the copies that other people made of a chat that you shared, and not any copy that a provider keeps under its own terms.

Files and study data

• Files that you upload, and the deliverables we give you, are stored in private storage at AWS in the United States. A download link works for 5 minutes.
• For each file we record its name, who uploaded it, and when.
• When a file is deleted in the portal, we hide it and keep the stored copy for 90 days for auditing. After 90 days, we delete it permanently.
• Study results come from our research databases. Some links to our reporting tools contain your username.

Help from Decision Analyst staff

To help you, a Decision Analyst employee can open a read-only view of a study as you see it. The employee cannot change anything in that view, and it does not count as a sign-in for your account. We record which employee opened the view, when, and the employee's IP address and browser type.

Cookies and browser storage

• sessionid keeps you signed in. Your session ends after one hour without activity.
• csrftoken protects the forms on the portal from forged requests.
• Both cookies are sent only over HTTPS, and scripts on the page cannot read them.
• Your browser also stores your light or dark theme, the last tab that you opened on a project, and the display settings of AI Chat. This stays on your device.

We use no analytics or advertising cookies. After you sign in, portal pages load fonts and page code from outside delivery services. Those services receive your IP address and browser type. The sign-in pages, this page and the terms page load files only from our own web addresses.

Logs

Our servers keep logs to run the portal, find faults and protect it from misuse. The logs record errors and refused sign-ins, with the email address of a refused sign-in. Our web server can also record each request: the time, the page, your IP address and your browser type. Our servers keep logs until their log storage reaches its size limit, and then delete the oldest entries. We do not yet have a fixed time limit for logs.

We do not keep a record of each download.

Who receives your information

We do not sell your information. Only these outside services receive it, and only to run the portal for us:

• Amazon Web Services (AWS), which stores files and runs the AI models described in AI Chat.
• OpenAI and TypeSafe, which AI Chat uses as described in AI Chat.
• Google and Microsoft, only if you sign in with them. They learn that you signed in to the Client Portal.
• Your company's sign-in service, if your company set up single sign-on with us.
• Delivery services for fonts and page code, as described in Cookies and browser storage.

We also disclose information when the law requires it, or to protect the portal and its users.

How we protect your information

• All traffic to the portal uses HTTPS. Our systems sign or encrypt the data that they send to each other.
• We store passwords only as one-way hashes, and we keep no tokens from Google or Microsoft.
• Files are in private storage, and download links expire after 5 minutes.
• Each user sees only the studies, files and chats that they have permission for.
• Only authorized Decision Analyst staff can get to our servers and database.

How long we keep your information

• Your account: for as long as the account exists. A deactivated account keeps its data so that we can restore it. We delete an account and its data when you or your company ask us to.
• Terms records: for as long as the account exists, as a record of your agreement.
• Google and Microsoft links: see Signing in with Google or Microsoft.
• AI Chat: until you delete a chat or we delete your account.
• Files: we keep a deleted file for 90 days for auditing, and then delete it permanently. If you need a file deleted sooner, ask us.
• Sessions: a session ends after one hour without activity. We do not yet remove the records of expired sessions on a schedule.
• Logs: see Logs.
• Backups: after we delete your information from the portal, a copy can remain in our database backups. We do not yet have a fixed time limit for backups.

Your choices and requests

You can ask us to:

• Tell you what information we keep about you, and give you a copy.
• Correct information that is wrong.
• Delete your information, or remove your Google or Microsoft link.

Email reportingservices@decisionanalyst.com, or ask your Decision Analyst project manager. If we must keep some information, for example to meet a legal duty, we tell you what and why.

Changes to this policy

When we change what the portal collects or how we use it, we update this page and the date at the top before the change goes live.

Contact us

Decision Analyst, Inc.
604 Avenue H East, Arlington, Texas 76011-3100, U.S.
reportingservices@decisionanalyst.com