How OnboardSwift Uses Artificial Intelligence
We believe in transparency. This page explains which AI services OnboardSwift uses, what data they process, and how we protect your information.
Last updated: April 2025
Google Gemini
AI Language Model by Google LLC
OnboardSwift integrates Google Gemini, Google's AI language model, to power two specific features within the platform.
What we use it for:
- AI Co-pilot — a conversational assistant available to HR administrators to answer questions and provide onboarding guidance within the platform
- Contract & Document Drafting — AI-assisted generation of employment contract templates and onboarding documents based on inputs provided by HR administrators
What data is sent to Google Gemini:
- Text messages entered by HR administrators when using the AI Co-pilot chat
- Document type and contextual instructions provided when generating contract templates
Data handling: Data sent to Google Gemini is processed in accordance with Google's AI terms and privacy policies. OnboardSwift does not send personal hire data, national ID numbers, bank account details, or biometric data to any AI service. All AI interactions are governed by our Privacy Policy.
Google Calendar API
Calendar Integration by Google LLC
OnboardSwift uses the Google Calendar API to allow HR administrators and hiring managers to schedule onboarding events, orientation sessions, and meetings directly from the platform.
What we use it for:
- Creating calendar events for onboarding milestones and orientation meetings
- Sending calendar invitations to new hires and team members
Permissions requested:
https://www.googleapis.com/auth/calendar.events— Create and manage calendar events on your behalf
Scope justification: We request only calendar.events — the minimum scope required to create and manage onboarding events. We do not request access to read all calendar data or modify calendar settings.
Our Commitment to Data Protection
- We never sell user data to third parties, including AI service providers.
- AI features are clearly labelled within the platform and only activated when a user explicitly engages with them.
- All third-party AI service integrations are governed by Data Processing Agreements (DPAs) in line with UK GDPR.
- You can request deletion of any AI-processed data by contacting our Data Protection Officer.
Questions about our AI integrations?
Contact our Data Protection Officer for any questions about how we use AI services or process your data.
privacy@onboardswift.com