Legal
Privacy Policy
Effective
ezOnboard, LLC (“ezOnboard”, “we”) makes software that keeps directory accounts in sync with a company’s HR system. This policy explains what personal information we handle, why we use it and your choices. Contact legal@ezonboard.io or ezOnboard, LLC, 12621 N Tatum Blvd, Ste 1875, Phoenix, AZ 85032.
1. Who this policy covers
This policy covers two groups. Where needed, each section explains which group it applies to.
- Users include anyone who signs in to ezOnboard as an owner, member, approver or ezOnboard operator, and anyone who visits ezonboard.io, requests a demo or starts a trial. We decide what user information to collect and why, making us its controller.
- Workforce members are employees and contractors whose HR and directory records pass through ezOnboard when their employer uses it. We have no direct relationship with them. The employer, our customer, decides what to sync and which rules to run. The customer is the controller, and we process information on its instructions. Workforce members should ask their employer about their records. We help the customer respond.
2. Information we collect about users
We collect only what we need to run and secure the service. You sign in with a Google or Microsoft work account, so there is no ezOnboard password.
| Information | Details | Source |
|---|---|---|
| Account profile | Name, email address, profile photo, language and job title | Your Google or Microsoft account at sign-in, or changes you make on your account page |
| Sign-in security | Identity provider tokens, encrypted authenticator-app secret and backup codes, passkeys, and each session’s IP address and browser | Created when you sign in or turn on two-factor sign-in |
| Organization | Organization name and logo, your role, and email addresses in invitations you send or receive | You or an organization owner |
| Activity | An audit log of who did what, when, and reasons given for approvals, commands, support access and name reveals | Recorded as you use the service |
| Trial and demo requests | Name, company, work email, website, country and postal code, plus results of automatic website and email domain checks | Forms on ezonboard.io and app.ezonboard.io |
| Website visits | Pages viewed, approximate location, device and browser type on ezonboard.io | Google Analytics; see section 10 |
We send service emails, including invitations, alerts, approval requests and reminders, and two-factor reset notices. We send marketing email only when you ask for it.
3. Information about workforce members
Workforce records stay with the employer during normal operation. The customer installs an agent on its Windows server. From inside the customer’s network, the agent reads its HR system, such as BambooHR, Paylocity or Dayforce, and its directory, either Active Directory or Microsoft Entra ID. It applies the customer’s rules and makes account changes. Names, email addresses, HR records and directory accounts are processed on that server and are not normally sent to us.
The agent sends us:
- Pseudonymous event records: The agent identifies each person with a one-way code, using a key that never leaves the customer’s server. We can see when an account was created, moved or disabled, which rule caused the change, and whether events concern the same person. We cannot identify the person from that code.
- Scrubbed logs and diagnostics: Before sending a log line or error, the agent replaces every name, email address, account name and identifier it knows with a placeholder. Support bundles contain only scrubbed logs, configuration with secrets removed, and version and connectivity details.
- Counts: These include employees managed, events processed and open exceptions.
The customer may also choose to share information through:
- Rules that name a person: Rules may match an employee by name, email or HR ID. These values are stored in the customer’s configuration.
- Name reveals (“Show names”): An organization owner, or an ezOnboard operator acting for the customer, may ask the agent to reveal the people behind pseudonyms. Each request needs a reason and is recorded in the customer’s audit log. The agent sends names, work emails, HR IDs, account identifiers and the HR record it holds. We encrypt this data with a key held only in short-lived memory. Only people who can already read the workspace can see it in their browsers. We delete it when the reveal window ends: at most 24 hours for a whole domain or one hour for a single row. A customer administrator can turn off this feature on the server.
- Connected cloud systems: For Microsoft 365 connections, we store the tenant name, verified domains, license subscriptions and seat counts. We also store encrypted access tokens so the agent can act in the tenant. For HR connections, we store encrypted API credentials or tokens and pass them to the agent. We do not download employee records from the HR system to our service.
- Email sent for the customer: Customers can send ezOnboard notifications through their Microsoft 365 mailbox. These messages pass through Microsoft on the customer’s account.
4. How we use information
We use user information to:
- run the service, sign you in, show your organization’s domains, events and reports, and send configured notifications;
- secure accounts, enforce two-factor sign-in, detect unusual sessions and let you sign out other sessions;
- keep an audit trail your organization can read and export;
- respond to trial, demo and support requests;
- understand overall use of ezonboard.io and improve it;
- meet legal obligations and enforce our Terms of Service.
We use workforce information only to provide the service as the customer configures it. This includes recording agent actions, showing pseudonymous events and exceptions, and producing counts and reports. When the customer requests a name reveal, we show names for the requested period.
We do not sell personal information, use it for advertising or use it to train machine-learning models. Where a legal basis is required, we rely on performance of our contract with you or your employer, our legitimate interest in running and securing the service, and consent where we request it.
5. How we share information
We share personal information with service providers, systems the customer connects, and others only as described below.
| Recipient | Information handled | Purpose |
|---|---|---|
| Hetzner (United States) | All service data on our servers | Cloud hosting |
| Cloudflare | Web traffic, encrypted backups, stored files and service emails | Network security, storage and email delivery |
| Sign-in identity, demo form submissions and website analytics | Google sign-in, reCAPTCHA and Google Analytics | |
| Microsoft | Sign-in identity and the customer’s connected Entra ID tenant | Microsoft sign-in and Microsoft 365 connections |
| Connected HR systems, including BambooHR, Paylocity and Dayforce | The customer’s HR data, read by the agent on its server | HR sync |
Every organization member can see the audit log, including the names of users who acted. Anyone who can read a workspace can see names revealed under section 3. ezOnboard operators may enter a workspace to provide support. Each visit needs a reason, lasts at most one hour and is recorded in the customer’s audit log.
We may also disclose information when required by law, to protect the rights and safety of ezOnboard, our customers or others, or to a successor if ezOnboard is sold or merged. The successor remains bound by this policy for the information it receives.
6. How long we keep information
We keep information as needed to provide the service, then delete it on the schedule below. The audit log records who did what. We keep it for the life of the customer’s organization and seven years after it ends.
| Information | Retention period |
|---|---|
| User account and organization details | Until the account or organization is deleted |
| Sessions and sign-in state | Until they expire or you sign out |
| Audit log | Life of the organization plus 7 years |
| Pseudonymous events, sync runs and resolved exceptions | 13 months |
| Agent logs | 30 days |
| Agent health reports | 90 days as raw data, then daily totals |
| Commands and results | 90 days after completion |
| Support bundles | 14 days |
| Names revealed under section 3 | Until the reveal window ends, at most 24 hours |
| Trial requests | 12 months after the request was last changed |
| Encrypted backups | 30 days |
When a customer deletes a domain or organization, we stop collecting its data and remove it on this schedule. Backups expire on their own 30-day cycle. Demo requests from ezonboard.io go to our sales inbox and are not stored in the service.
7. Security
HR and directory records are processed on the customer’s server, as described in section 3. We protect the information we hold through these measures:
- All traffic is encrypted in transit. Agents use their own key pair to authenticate, stored in the server’s hardware security module when available. Our servers accept no inbound connections from the internet.
- Credentials for connected systems are encrypted before storage with a key unique to each organization.
- Every user can use two-factor sign-in with an authenticator app or passkey. Sign-in is only through Google or Microsoft accounts.
- Workspace access is based on roles. Operator access is time-limited and audited, and every change is logged.
- Backups are encrypted before they leave our servers.
No system is perfectly secure. If you believe your account or information has been compromised, contact legal@ezonboard.io.
8. International transfers
ezOnboard is a United States company and stores data in the United States. If you use the service elsewhere, your information is transferred to the United States. For customers who need them, our data processing agreement offers the European Commission’s Standard Contractual Clauses and the UK Addendum.
9. Your rights and choices
Users can change their name and title, add or remove sign-in providers, manage two-factor sign-in and passkeys, sign out other sessions, and leave or delete an organization from their account page. Any member can export the organization’s audit log.
To delete your account or request a copy, correction or deletion of your information, contact legal@ezonboard.io. We respond within 30 days. Depending on where you live, you may also have rights to object to or restrict processing, transfer your data, and complain to your local data protection authority. We will not treat you differently for exercising these rights.
Workforce members should contact their employer, which controls their records. If you contact us directly, we will forward your request to the customer and help it respond. We usually hold no information we can identify as belonging to a particular workforce member.
Marketing emails are sent only on request. Every message includes an unsubscribe link.
10. Cookies, children, changes and contact
Cookies keep you signed in and complete sign-in and connection flows. The application uses a session cookie and short-lived cookies for these purposes. It sets no advertising or analytics cookies. Our website, ezonboard.io, uses Google Analytics cookies to measure visits. You can block or clear cookies in your browser, but the application needs its session cookie to work.
Children under 16 are not the intended users of this workplace tool. We do not knowingly collect their information. If we learn that we have, we will delete it.
Policy changes are shown by the date at the top. If a change materially affects how we handle your information, we email account holders before it takes effect.
Contact us at legal@ezonboard.io or ezOnboard, LLC, 12621 N Tatum Blvd, Ste 1875, Phoenix, AZ 85032, United States.