Privacy policy

ProOnboard provides client onboarding software. When you use ProOnboard to onboard your own clients, you are the data controller for the information you collect from them, and we act as your data processor.

• Account details: your name, email address and password hash.
• Workspace details: business name, logo, brand colour and welcome content.
• Client records you create: names, email addresses, phone numbers, company names and notes.
• Client submissions: form answers, uploaded files, task and milestone progress.
• Usage data: activity timestamps needed to show progress, plus basic technical logs.

We use your data to run the service: authenticating you, showing your dashboard, rendering client portals, sending service emails and keeping the product secure. We do not sell personal data and we do not use client submissions to train models.

Client portals are reached through a long, random, unguessable link. A link only opens the single onboarding it belongs to. Internal notes are never shown in a client portal.

Data is stored in encrypted managed databases and private file storage. Files are only available through short-lived signed links. Access between workspaces is blocked at the database level, not just in the interface.

We keep your data for as long as your account is active. When you delete your workspace, client records, submissions and files are removed. Backups roll off within 30 days.

Questions or requests about your data: privacy@proonboard.com.