Onboard OS captures every kickoff call in real time, fills your onboarding template automatically, and gets the right information to the right team — without a single manual follow-up.
Your account manager runs the call. Onboard OS handles everything else — in real time, without missing a word.
Start a session in Onboard OS. The platform captures your call audio directly in the browser — no bots, no Zoom plugins required.
As the conversation flows, AI extracts brand details, technical requirements, timelines, and action items — mapped to your onboarding template in real time.
Nothing leaves the platform without a human in the loop. Your Ops Manager reviews, edits, and approves everything before distribution.
Dev team gets dev context. Design team gets design context. ClickUp tasks are created, client emails go out, and assets flow into Google Drive — automatically.
Purpose-built for marketing agencies — not adapted from generic project management tools.
Powered by Deepgram with speaker diarization. Every word captured, labeled, and stored — so nothing slips through after the call.
"White-label setup," "full Shopify build," "evergreen content" — the AI maps real agency language to the right template fields automatically.
A dismissible side panel shows which required fields are still unfilled during the call — a real-time guide without interrupting your flow.
Dev team, design team, and account management each get a summary written for them — not a wall of undifferentiated notes.
Tasks created in ClickUp on approval. Assets organized into Drive automatically. Your existing tools, with zero manual routing.
Clients get a branded portal via magic link — upload assets, connect ad accounts via OAuth, track progress. No account needed.
Clients connect Meta, Google Ads, TikTok, LinkedIn, and Shopify directly from the portal via OAuth — no password sharing, no PDFs, no Zoom walkthroughs.
Every logo upload is checked automatically. Below 300 DPI triggers a warning before it ever reaches your production team.
Currently in private beta. Reach out to request early access.
contact@onboardos.netEffective Date: May 7, 2026 · Onboard OS, LLC
This Privacy Policy describes how Onboard OS, LLC ("Onboard OS," "we," "us," or "our") collects, uses, and protects information when you use the Onboard OS platform. If you have questions, contact us at contact@onboardos.net.
This policy applies to marketing agencies ("Agencies") that subscribe to Onboard OS, their team members ("Authorized Users"), and their end clients ("Clients") who interact with the Client Portal. Agencies are the data controllers for Client data processed through the Service. Onboard OS acts as a data processor on behalf of Agencies for Client personal data.
We do not use User Data to train AI models without your explicit consent.
Onboard OS captures microphone audio during onboarding sessions solely for real-time transcription. Raw audio is never stored. Audio is streamed to our transcription provider (Deepgram) and destroyed immediately after the text transcript is produced. Only the text transcript is retained, and only for the period described in Section 7.
Agencies are legally required to obtain informed consent from all meeting participants before initiating a recording. Consent is logged with a timestamp within the platform.
When Clients connect marketing platforms (Meta, Google, TikTok, LinkedIn, Shopify) through the Client Portal, Onboard OS receives OAuth access tokens. These tokens are:
We share data only as necessary to deliver the Service:
| Third Party | Purpose | Data Shared |
|---|---|---|
| Deepgram | Real-time audio transcription | Audio stream (not stored by us) |
| Anthropic (Claude API) | AI template filling and summarization | Meeting transcripts (minimum necessary) |
| ClickUp | Task creation for Agency teams | Task details via Agency-authorized OAuth |
| Google Drive | Client asset storage | Asset files via Agency-authorized OAuth |
| Resend | Transactional email delivery | Recipient email address and email content |
| Supabase | Database, authentication, and storage infrastructure | All platform data (stored in US or EU per Agency selection) |
We do not sell personal data. We do not share data with advertisers.
| Data Type | Retention Period |
|---|---|
| Raw audio | Never stored — destroyed immediately after transcription |
| Meeting transcripts | 12 months (configurable); then automatically purged |
| Uploaded asset files | Maximum 24 hours in Onboard OS infrastructure after Drive transfer |
| Onboarding records and template data | Subscription duration + 90 days |
| Account data | 30 days after account termination, then permanently deleted |
Depending on your location, you may have rights under GDPR, CCPA, or PIPEDA, including the right to access, correct, delete, or port your personal data. Clients may request deletion of their transcript and all AI-derived data. Deletion requests are fulfilled within 30 days.
To exercise your rights, contact contact@onboardos.net.
Agencies may select a data residency region (United States or European Union — Frankfurt) during account setup. This selection determines where transcript data and Client PII are stored via Supabase infrastructure.
We implement industry-standard security measures including TLS 1.3 for data in transit, AES-256 encryption for data at rest, field-level encryption for transcripts and OAuth tokens, and JWT-based session management. Third-party penetration testing is conducted before public launch.
The Service is not directed to individuals under 18. We do not knowingly collect personal data from minors.
We will notify Agencies of material changes to this policy via email and in-app notification at least 14 days before changes take effect.
Onboard OS, LLC
contact@onboardos.net
Effective Date: May 7, 2026 · Version 1.0 · Onboard OS, LLC
Please read these Terms carefully. These Terms of Service ("Terms") govern your access to and use of the Onboard OS platform and services. By accessing or using the Service, you agree to be bound by these Terms. If you do not agree, do not access or use the Service.
| Term | Meaning |
|---|---|
| "Agency" | A marketing agency that subscribes to and uses the Onboard OS platform. |
| "Account Manager" | An Agency employee who conducts onboarding meetings and uses the live transcription and AI template features. |
| "Operations Manager" | An Agency employee with authority to review, edit, and approve AI-generated onboarding content before distribution. |
| "Client" | A customer of the Agency who participates in the onboarding process and interacts with the Client Portal. |
| "Client Portal" | The authenticated, client-facing interface used for asset submission and action item tracking. |
| "AI Output" | Any content generated by the AI components of the Service, including transcriptions, template extractions, summaries, and action items. |
| "User Data" | All data submitted to the Service by Agency users or Clients, including audio inputs, uploaded assets, and form responses. |
| "Integration Services" | Third-party platforms connected to the Service, including ClickUp, Google Drive, Deepgram, and email delivery providers. |
The Service is intended for use by businesses. By accepting these Terms, you represent that: (a) you are at least 18 years of age; (b) you have legal authority to bind your organization; and (c) your use will comply with all applicable laws. Agencies are responsible for all Authorized Users and their compliance with these Terms.
Onboard OS provides real-time audio transcription of onboarding meetings, AI-powered template filling, role-specific meeting summaries, Operations Manager review and approval workflows, automated ClickUp task creation, Client Portal asset submission, Google Drive integration, logo DPI quality analysis, secure OAuth-based client platform access, and automated reminder and completion emails.
The following are explicitly out of scope for the current release: Zoom native meeting bot integration, CRM integrations (HubSpot, Salesforce), multi-language support, automated proposal generation, and SOC 2 Type II certification.
Agencies bear sole legal responsibility for recording consent. Before initiating any Onboarding Session, Agencies and their Account Managers must obtain the explicit, informed consent of all meeting participants, verbally inform the Client that the meeting will be recorded for note-taking purposes, and complete the pre-meeting consent checklist within the Service.
Raw audio is never stored by Onboard OS. Only the text transcript is retained. Clients have the right to request deletion of specific portions of their transcript.
All AI Output is generated probabilistically and may contain errors. AI Output is clearly labeled as AI-generated within the platform. Confidence scores (0–1) are assigned to each extracted template field; fields below 0.75 are flagged for heightened review.
No AI Output is distributed without explicit Operations Manager approval. This human-in-the-loop checkpoint is mandatory and non-bypassable. Agencies are solely responsible for reviewing and approving all AI Output before distribution.
Client Portal access is provided via unique, time-limited magic links that expire within 24 hours. Uploaded files are temporarily stored, analyzed for quality, transferred to the Agency's Google Drive, and purged from Onboard OS infrastructure within 24 hours of successful transfer. Agencies are the data controllers for all Client Data processed through the Service.
You may use the Service only for lawful business purposes. You agree not to:
The Service connects to ClickUp and Google Drive via OAuth 2.0 on behalf of each Agency. Your use of Integration Services is governed by the terms of the respective third parties. Onboard OS is not responsible for the practices, availability, or changes in policy of ClickUp, Google, Deepgram, Resend, or any other third-party service. OAuth access tokens are encrypted at rest and never exposed to frontend code.
Default retention periods: raw audio (never stored), transcripts (12 months, configurable), uploaded assets (24 hours post-Drive transfer), onboarding records (subscription duration + 90 days), account data (30 days post-termination). Deletion requests are fulfilled within 30 days in compliance with GDPR Article 17 and CCPA. A Data Processing Agreement (DPA) is available upon request for enterprise customers.
Onboard OS implements TLS 1.3 minimum for data in transit, AES-256 encryption for data at rest, field-level encryption for transcript and OAuth token data, JWT session management with short expiry, and pre-launch third-party penetration testing. No system is completely secure; notify us immediately of any suspected security breach.
Access requires a paid Subscription. Fees are billed in advance and are non-refundable except as required by law. Agencies may cancel at any time; cancellation takes effect at the end of the current billing period. We reserve the right to suspend or terminate accounts for material breach, non-payment, or conduct posing security or legal risk, with reasonable prior notice.
The Service and all software, AI models, interfaces, and branding are owned by Onboard OS, LLC. You receive a limited, non-exclusive, non-transferable license to use the Service during your Subscription term. Agencies and Clients retain all ownership rights in User Data they submit. We do not use User Data to train AI models without your explicit consent.
THE SERVICE IS PROVIDED "AS IS" AND "AS AVAILABLE" WITHOUT WARRANTIES OF ANY KIND. ONBOARD OS EXPRESSLY DISCLAIMS ALL WARRANTIES, INCLUDING WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, ACCURACY OF AI OUTPUT, AND NON-INFRINGEMENT.
IN NO EVENT WILL ONBOARD OS BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES. ONBOARD OS'S TOTAL LIABILITY TO YOU WILL NOT EXCEED THE TOTAL FEES PAID BY YOU IN THE TWELVE (12) MONTHS PRECEDING THE EVENT GIVING RISE TO THE CLAIM.
Onboard OS targets a 99.5% monthly uptime SLA. Scheduled maintenance windows will be communicated in advance.
You agree to indemnify and hold harmless Onboard OS, LLC and its officers, directors, employees, and agents from claims arising out of: (a) your use of the Service in violation of these Terms; (b) your failure to obtain legally required consent before recording; (c) your processing of Client personal data without a lawful basis; (d) content you submit that infringes a third party's intellectual property rights; or (e) your violation of any applicable law.
These Terms are governed by the laws of the State of Delaware, United States. Disputes not resolved informally within 30 days (contact: contact@onboardos.net) will be resolved through binding arbitration under the American Arbitration Association's Commercial Arbitration Rules.
YOU AND ONBOARD OS AGREE THAT EACH MAY BRING CLAIMS ONLY IN AN INDIVIDUAL CAPACITY, AND NOT AS A PLAINTIFF OR CLASS MEMBER IN ANY PURPORTED CLASS OR REPRESENTATIVE ACTION.
We may update these Terms at any time. We will notify Agencies of material changes by email and in-app notification at least 14 days before changes take effect. Continued use after the effective date constitutes acceptance.
These Terms, together with any Order Form, Data Processing Agreement, and the Privacy Policy, constitute the entire agreement between you and Onboard OS regarding the Service. If any provision is found unenforceable, the remaining provisions remain in effect. You may not assign your rights without our prior written consent.
Onboard OS, LLC
Legal Department
contact@onboardos.net