Privacy Policy

ClientOnboarding.ai is operated by Toby The Doby, LLC. This policy explains what we collect, why, and what you can ask us to do about it.

Account details — your name, email address, and sign-in method.

Organization details — company name, website, logo, and the teammates you invite.

Workspace content — clients, projects, plans, tasks, notes, comments, and activity history you or your clients create.

Client contacts — the names and email addresses you add so reminders can be sent. You are responsible for having a basis to share them with us.

Usage and technical data — sign-in events, request logs, error reports, and email delivery status. We do not host uploaded files.

To run your workspace, generate and organize plans, send the reminders and recaps you schedule, keep an audit trail of who did what, secure the service against abuse, and support you when you ask.

Cloud hosting and database providers, an email delivery provider, and AI model providers that generate plan drafts and summaries. They act on our instructions under contract. Content you send through the assistant is not used to train third-party models. We do not sell your data or share it for advertising.

People who open a secure client link do not create accounts and we do not ask them for personal details. We record the actions they take — completing an item, leaving a comment, reporting a blocker — so your team has an accurate history.

You can connect an AI assistant, such as ChatGPT, to your workspace. Nothing is shared until you sign in and approve the connection, and the approval screen lists exactly what the assistant can do.

A connected assistant can read your own workspace only — your clients, projects, steps, due dates and the answers your clients sent you — and it can add a client company or a draft plan for you to review. It cannot launch a plan, send a client link, email anyone, mark work complete, or delete anything. Secure client link addresses are never shared with it. You can disconnect an assistant at any time, which immediately ends its access.

We use cookies and local storage only to keep you signed in and remember basic preferences. No advertising or cross-site tracking cookies.

Workspace content is kept while your account is active. When you ask us to delete a workspace we remove it from live systems promptly and from routine backups within 30 days. Some records, such as billing history, are kept where the law requires.

You can view and edit your workspace content at any time, revoke a client link, remove client contacts, unsubscribe from reminder emails using the link in each message, and ask us for a copy of your data or its deletion. Depending on where you live you may have additional rights under GDPR or state privacy laws; we honor them regardless.

Data is encrypted in transit, access is scoped per organization at the database level, and client links are unguessable and revocable. No system is perfectly secure; if a breach affects your data we will notify you promptly.

Questions or requests: privacy@clientonboarding.ai. We will update this policy as the product changes and announce material changes before they take effect.