Privacy Policy

"Client Portal System" ("we", "us") provides client onboarding software to agencies and consultants ("Customers"). This policy covers two groups: Customers who sign up for an account, and the end clients who complete onboarding through a Customer's portal ("Client Users").

From Customers (account holders):

• Account data: name, email, hashed password, workspace settings.
• Billing data: plan, billing email and Stripe customer identifier. We never store card numbers.
• Product usage: pages viewed, features used, errors. Used to improve the product.

From Client Users (people invited to a portal):

• The information you, the Customer, ask them to submit (form answers, uploaded files, signatures, scheduling and payment details).
• Minimal technical metadata required to deliver the portal (IP address, browser, timestamps) used for security and audit logs.

• To operate the service — render portals, send notifications, process signatures and payments.
• To bill Customers and prevent fraud.
• To respond to support requests.
• To improve the product through aggregated, de-identified analytics.

We do not sell your data. We do not use Client User submissions to train AI models.

Data is stored in encrypted Postgres databases and object storage operated by our infrastructure provider. We use a small set of sub-processors strictly to deliver the service:

• Supabase / Lovable Cloud — database, authentication and file storage.
• Stripe — payment processing (when payments are enabled).
• An email delivery provider for transactional notifications.

Data is encrypted in transit (TLS 1.2+) and at rest. Backups are encrypted and rotated.

Customers own the data submitted into their workspace — including their client list, submissions, uploaded files and signatures. We act as a processor on the Customer's behalf for Client User data. Customers can export all workspace data to CSV at any time from inside the app, and request full deletion by emailing support.

Workspace data is kept while the account is active. After cancellation, data is retained for 30 days to allow restoration, then permanently deleted. Billing records are kept for the period required by tax law.

You can access, correct, export or delete your personal data at any time. Email privacy@onboardingos.app and we will respond within 30 days. Client Users should contact the Customer who invited them; we will assist that Customer in honoring the request.

We use a small number of first-party cookies strictly required for authentication and to remember your workspace. We do not use third-party advertising cookies.

We will notify Customers by email at least 14 days before any material change to this policy. The effective date above always reflects the current version.

Questions? Email privacy@onboardingos.app.