Summary
This notice explains how OnboardMe uses Google user data when a practice connects Google Workspace, limited to sending email the practice requests through the platform. It should be read with our Privacy Policy, Data Processing Agreement, and Terms of Service.
About OnboardMe
OnboardMe is a cloud-based platform operated by OnboardMe Pty Ltd for professional service firms — such as accounting, bookkeeping, and advisory practices. Firms use OnboardMe to onboard new clients, manage engagements, collect information and documents, run compliance checks, send proposals, handle e-signatures, and communicate with clients through structured workflows.
OnboardMe does not provide accounting, taxation, financial, or legal advice. Practices remain responsible for their client relationships and the data they collect through the platform.
What OnboardMe Does
Key capabilities of the OnboardMe application include:
- Client onboarding portals and welcome journeys
- Customisable digital forms and document collection
- Engagement letters, proposals, and e-signature workflows
- Identity verification and compliance-related checks
- Practice team collaboration, notifications, and reporting
- Optional integrations with practice systems (for example Xero) and email providers
- Billing and payment features for subscribed practices
Why OnboardMe Requests Google User Data
OnboardMe requests access to Google user data for two purposes only:
- Logging in — so users can sign in to OnboardMe with their Google account
- Practice email settings — so a practice can connect Google Workspace or Gmail and send client emails from its own mailbox through OnboardMe
We request the minimum data needed for each purpose. We do not sell Google user data, use it for advertising, or allow unrelated third parties to use it for their own purposes.
1. Logging in with Google
Users may choose to register for or sign in to OnboardMe using their Google account instead of creating a separate password. This is the only way OnboardMe uses Google data for authentication.
Google data requested
- OpenID Connect (
openid) — to verify your identity with Google securely - Email address (
email) — to identify your account and communicate service-related messages - Basic profile (
profile) — such as your name and profile picture, to personalise your account
How we use this data
- Create or match your OnboardMe user account
- Authenticate you when you return to the application
- Display your name and avatar within the app where appropriate
- Support account recovery and security notifications tied to your login
Google sign-in is optional. You can use other supported login methods where your organisation allows them.
2. Sending email from practice settings
In Practice Settings, a practice administrator may optionally connect a Google Workspace or Gmail account. Once connected, onboarding, engagement, and notification emails sent through OnboardMe are delivered from the practice's own mailbox rather than a generic OnboardMe address.
Google data requested
- Send email on your behalf (
gmail.send) — to send messages that the practice initiates through OnboardMe - Email address (
userinfo.email) — to confirm which mailbox is connected - OpenID Connect (
openid) — to authorise the connection securely
How we use this data
- Send client-facing emails that a practice user explicitly triggers in OnboardMe
- Store OAuth tokens securely so the connection remains active until the practice disconnects it
- Display the connected sending address in Practice Settings
OnboardMe does not read your Gmail inbox, contacts, or unrelated messages. We only use the connection to send emails the practice requests through the platform. A practice administrator can disconnect Google Workspace at any time from Practice Settings.
Protection, Retention, and Your Choices
- Google account data is processed in line with our Privacy Policy, Data Processing Agreement, and Terms of Service.
- We apply technical and organisational safeguards described in our Security Policy.
- You can revoke OnboardMe's access to your Google account at any time via your Google Account permissions page, or by disconnecting Google Workspace in OnboardMe Practice Settings.
- For privacy requests relating to your personal information, contact us using the details below.
Contact Us
Questions about OnboardMe or how we use Google user data:
- Email: [email protected]
- Website: onboardme.app