What ScanPortal Pro is, what it isn't, and where your evidence lives.

ScanPortal Pro is documentation software. It is not a law firm, does not provide legal advice, and using it does not create an attorney-client relationship. The statutory references, deadlines and letter templates in the product are general information about Arizona law and are not a substitute for advice from a licensed Arizona attorney about your specific tenancy.

Response letters and comparison flags are generated from the facts and amounts you enter. We do not review them for accuracy, do not verify claims of damage, and do not guarantee that sending a letter will recover any portion of a security deposit. Outcomes depend on your lease, your evidence, and the court or party evaluating it.

ScanPortal Pro is designed for residential tenancies in Arizona governed by the Arizona Residential Landlord and Tenant Act. Mobile home parks, commercial leases, and tenancies outside Arizona are governed by different statutes and deadlines; the timelines this app computes may not apply to them.

The provisions ScanPortal Pro references most often, all within A.R.S. § 33-1321:

• § 33-1321(C) — furnish a signed lease, a move-in form for specifying existing damages and written notice of the tenant’s right to attend the move-out inspection. A deposit report supplements, rather than replaces, this paperwork.
• § 33-1321(D) — within fourteen days, excluding Saturdays, Sundays or other legal holidays, after termination of the tenancy, delivery of possession and demand by the tenant, provide an itemized list and any amount due. Unless other arrangements are made in writing, mail these by first class mail to the tenant’s last known residence.
• § 33-1321(E) — where a landlord wrongfully withholds, a tenant may recover money due plus damages equal to twice the amount wrongfully withheld.

The existing date estimate skips weekends only, not legal holidays. The statutory clock depends on tenancy termination, delivery of possession and tenant demand. Verify the statute text and confirm your own dates before relying on them.

Every media file you upload is hashed with SHA-256 at capture time, and a report-level hash is computed from all of its file hashes when the report is sealed. This makes tampering detectable: if a file changes after sealing, its hash no longer matches the sealed record.

Hashing demonstrates integrity — that a file has not changed since it was recorded. It does not, by itself, prove when or where a photo was originally taken, who took it, or what a room looked like before you arrived. GPS coordinates, timestamps, device model and weather are captured from your browser and device and are only as accurate as those sources.

We make no representation that a deposit report will be admitted as evidence in any proceeding. Admissibility is decided by the court.

We collect only what the product needs to function:

• Account data — email address and, if you provide it, your full name, via our authentication provider.
• Property and report data — address, unit, lease dates, deposit amount, landlord name and landlord email that you enter.
• Media and capture metadata — photos and videos, plus GPS latitude/longitude, capture timestamp, device model string, a weather snapshot, room label, condition rating, your notes, and the SHA-256 hash of each file.
• Payment data — purchases are processed by Stripe. We never see or store your card number. We keep the checkout session id, product purchased, amount and status so we can unlock what you paid for.

We do not sell your data, and we do not use your photos to train models or share them with advertisers.

Media files are uploaded to a private storage bucket — there is no public URL for your photos. Images are served through short-lived signed links generated only for a signed-in account that is allowed to view that report.

Report rows, media metadata, disputes, letters and purchases live in a Postgres database with row-level security enabled on every table. Access rules are enforced by the database itself, not just by the app: by default a row is readable only by the account that owns it.

Data is encrypted in transit (HTTPS/TLS) and at rest by our infrastructure provider. Once a report is sealed, its media hashes and overall hash are treated as immutable records — we do not edit them, and neither can you, which is the point.

A landlord can see a report only when one of these is true:

• You listed their email address as the landlord contact on the property, or you shared the report with that email address from the report page; and
• they sign in to ScanPortal Pro with that same email address.

Their access is read-only for your report and its media. They can file a dispute or write a response letter, both of which become visible to you. You can remove a share you created at any time. Public verification links only confirm a report number and its integrity hash — they do not expose your photos, notes, or address details.

We disclose data to third parties only in these cases: our infrastructure and payment processors acting on our behalf, when you direct us to share it, or when required by valid legal process.

We keep your reports for as long as your account exists, because deposit disputes can surface long after move-out. You can delete a property, report or share from within the app; deleting a report deletes its media files and metadata. Deleting your account removes your reports, media and shares.

Purchase records may be retained after deletion where we are required to keep them for tax and accounting purposes. You may request a copy of your data or its deletion by contacting us.

ScanPortal Pro is not intended for anyone under 18. Cookies and local storage are used only to keep you signed in — we do not run third-party advertising trackers.

Questions about this page, a data request, or a correction: reach us through the account email you signed up with and we will respond to the request.

We may update this page as the product changes. The "last updated" date at the top always reflects the current version, and material changes will be surfaced in the app.