Privacy Policy

OnboardHive ("we", "us") provides proposal tracking and client onboarding software. This policy explains what we collect, why, and what choices you have. We try to collect as little as possible and never sell your data.

Who this covers

Two groups: account holders (agencies/consultants who sign up), and portal visitors(your clients who open a magic link). Account holders are our customers; portal visitors' data is processed on the account holder's behalf.

What we collect

• Account data: your name, email, agency name, hashed password (or Google sign-in), and brand settings.
• Content you create: proposals, onboarding steps, client names/emails, intake answers, and uploaded files.
• Engagement data: when a client opens a link, time spent, scroll depth, and step progress, the tracking that powers your dashboard.
• Payment data: handled by our payments provider (Dodo Payments, acting as merchant of record). We never see or store full card details.
• Usage & device data: standard logs and privacy-friendly analytics (page views, performance) to keep the product working.

How we use it

To provide the product (tracked links, onboarding portals, reminders), to process payments, to send transactional and reminder emails, to secure the service, and to improve it. We do not sell personal data or use it for third-party advertising.

AI features

Some optional features (onboarding flow generation, kickoff brief, "Run AI analysis") send the relevant content (e.g. intake answers) to a third-party AI provider to generate output. This happens only when you trigger the feature. The provider processes the request to return a result; we do not use your content to train models.

Sub-processors we rely on

• MongoDB Atlas, database hosting.
• Vercel, application hosting, analytics, and performance monitoring.
• Dodo Payments, payment processing (merchant of record).
• Resend, transactional and reminder email delivery.
• Google, optional sign-in and Google Drive integration (only if you connect it).
• An AI provider, only for the optional AI features above.

Cookies

We use a small number of essential cookies (a signed session cookie to keep you logged in, and a portal unlock cookie when a client enters a password). Analytics are privacy-friendly and aggregate.

Data retention

We keep account and content data while your account is active. Delete a client and its data is removed; close your account and we delete or anonymize your data within a reasonable period, except where we must retain records (e.g. payment records) by law.

Security

Passwords are hashed (bcrypt). Sessions and portal unlocks are signed, short-lived tokens. Confidential onboarding portals can be password-protected, and new clients are password-protected by default. No system is perfectly secure, but we take reasonable measures to protect your data.

Your rights

Depending on where you live, you may have the right to access, correct, export, or delete your personal data, and to object to certain processing. Email us and we will help. Portal visitors should contact the agency that sent them the link; we will assist that agency in responding.

Contact

Questions or requests: contact@onboardhive.com.

This page is a plain-language summary provided for transparency and is not legal advice. We may update it as the product evolves; material changes will be reflected in the "last updated" date above.