Privacy Policy

Last updated: 2 July 2026

1. Who we are

Onboarda is a recruiting automation platform that helps delivery companies and other high-volume employers screen and communicate with job candidates, including by AI-assisted phone calls, SMS, and email. You can contact us about anything in this policy at mihai.radu101@gmail.com.

2. Our two roles

If you create an account and use Onboarda to recruit (a “Customer”), we are the controller of your account, billing, and usage data.

If you are a job candidate, the company you applied to is the controller of your personal data; Onboarda processes that data on their behalf as a processor, under their instructions. Candidates should direct privacy requests to the company they applied to in the first instance — we will assist that company in responding.

3. Data we process

• Customer account data — name, work email, organisation and workspace details, and login records.
• Candidate data — name, phone number, email address, and application details (for example from Indeed application emails a Customer connects or forwards); the content of screening calls, including call recordings and transcripts; SMS and email messages exchanged with the Customer; screening answers, scores, and pipeline stage.
• Usage and technical data — logs, device and browser information, and diagnostic events needed to run and secure the service.

4. AI and automated processing

Onboarda uses artificial intelligence to conduct screening phone calls and to answer candidate messages. Screening calls are conducted by an AI voice agent and are recorded and transcribed. The AI produces screening summaries and scores that assist the recruiting company’s decisions; hiring decisions remain the responsibility of the recruiting company. If you are a candidate and want a human to review an outcome that affected you, contact the company you applied to, or us at the address above, and a human review will be arranged.

5. Legal bases

Where we act as controller, we rely on: performance of a contract (providing the service to Customers), legitimate interests (securing and improving the service, preventing abuse), and consent where required. Where we act as processor, the recruiting company is responsible for establishing the legal basis for processing candidate data, including any notice or consent required for call recording in their jurisdiction.

6. Who we share data with

We use a small set of service providers (subprocessors) to run Onboarda:

• Amazon Web Services (EU — Stockholm) — application hosting
• Supabase — database and authentication
• Twilio — phone calls and SMS delivery
• OpenAI — AI conversation and analysis of screening calls
• Twilio SendGrid — transactional email delivery
• Google — Gmail integration, where a Customer connects a mailbox
• Stripe — billing and payments

We do not sell personal data, and we do not use candidate data to advertise to candidates.

7. International transfers

Data is hosted in the EU. Some providers listed above process data in the United States; where that happens, transfers are protected by appropriate safeguards such as the UK Extension to the EU–US Data Privacy Framework or standard contractual clauses.

8. Retention

Candidate data, including call recordings and transcripts, is retained for as long as the recruiting company’s workspace requires it and is deleted on verified deletion requests or account closure. Customers can configure retention periods per workspace.

9. Your rights

Under UK GDPR you may request access to, correction of, or deletion of your personal data, restriction of or objection to its processing, and a copy of data you provided in a portable format. Candidates should contact the company they applied to; you can also reach us directly at mihai.radu101@gmail.com. You also have the right to complain to the Information Commissioner’s Office (ico.org.uk).

10. Security

We protect data with industry-standard safeguards, including encryption in transit, encryption of sensitive credentials at rest, role-based access controls, and tenant isolation between customer workspaces.

11. Cookies

Onboarda uses only essential cookies needed to keep you signed in. We do not use advertising or cross-site tracking cookies.

12. Changes

We will post any changes to this policy on this page and update the date above. Material changes will be notified to Customers by email or in the app.