Who provides it, who runs it, who uses it
- ODYSSEYDEVELOPMENTS LLC sells NewBoarding as a product and as a hosted service: we build the software, host and maintain it, configure it for the customer (name, logo, domain, systems), and provide support under the customer's agreement.
- The customer's own IT or administration team runs it. Those administrators, and only they, manage the customer's people, systems, and logins, and they are the ones who can view and edit employees' credentials, handle reset requests, and review the activity log. Each employee sees their own information.
- ODYSSEYDEVELOPMENTS LLC is not an administrator of a customer's deployment and does not view, manage, or use the customer's employees' credentials as part of providing the service. We do not hold an administrator role in a customer's NewBoarding, and we do not decide who gets which logins. Customers should appoint administrators from their own staff.
- The customer is responsible for its administrators' actions and for how its employees' information is used. We process that information on the customer's behalf and instructions (see Data Processing & Subprocessors).
What it does
- Gives each employee one signed-in page listing the work logins their IT team has recorded for them: system name, link, username, and a password they can reveal or copy.
- Lets employees request a password reset. The request goes to the IT mailbox by email and to administrators in the app; an administrator records the new password and the employee is notified in the app.
- Lets the customer's administrators manage a catalog of systems, see who has which logins, edit an employee's job details, and review a security activity log.
- Imports employees from the customer's Microsoft Entra ID directory on a schedule (every 10 minutes) and re-checks an employee's account when they sign in and every 5 minutes during a session. Disabled or deleted accounts are blocked and their sessions ended.
- Offers Autobookmark: an employee can download their systems as browser bookmarks and, optionally, their logins as a password-import file for their browser.
- Lets an employee download a copy of the personal data NewBoarding holds about them (passwords excluded), and lets an administrator permanently delete a person's data.
Data it handles and who can see it
For customer deployments, the customer is the controller and we are the processor. The “who can see it” column lists people inside the customer's organization; OdysseyDevelopments is not listed because it does not view this data as part of the service.
| Data | Where it comes from | Who can see it |
|---|---|---|
| Name, work email, job title, department, manager, office/campus, employee ID, hire date, work mobile number, account status | Customer's Entra directory (read-only), or edited by an administrator | The employee (their own); customer administrators |
| Work-system usernames, notes, and encrypted passwords | Entered by customer administrators | The employee (their own); customer administrators |
| Password-reset requests and optional notes | The employee | The employee; customer administrators |
| In-app notifications | Generated by the app | The employee |
| Security activity log: sign-ins, password views, changes, exports, resets, with the IP address | Generated by the app | Customer administrators; the employee can download entries about them |
| Sign-in session token (stored hashed) | Generated at sign-in | No one (it is not readable) |
Who can see passwords, and how they are protected
- An employee can reveal their own passwords. The customer's administrators (its own IT staff, not OdysseyDevelopments) can reveal any employee's passwords in their deployment. This is how a company's IT team supports its people, and it is why every reveal is written to the audit log with who, whom, when, and from where.
- Passwords are encrypted at rest with AES-256-GCM, each bound to its owner and system, and are decrypted only when someone reveals one or runs Autobookmark. Because NewBoarding has to show passwords back to the people entitled to them, they are encrypted (reversible), not one-way hashed.
- NewBoarding is not zero-knowledge or end-to-end encrypted. The encryption key is held in the hosting environment we operate to run the service, so, technically, personnel with administrative access to that environment could decrypt stored passwords. We do not do so: that access exists only to operate and secure the service, is restricted to authorized OdysseyDevelopments personnel, and we do not open or use customer credentials unless the customer asks us in writing for support that requires it. Customers should weigh this trade-off when deciding what to store.
- Passwords are never put in emails or notifications.
What it does not do
- It does not change, rotate, or verify passwords in the systems it lists. An administrator resets the password in the target system and then records the new value in NewBoarding by hand, so a stored password can be out of date.
- It does not sign people in to those systems automatically (no single sign-on or auto-fill into them). Employees open the system and use the login shown.
- It is not an identity provider and does not replace Entra ID, MFA, or a customer's access-control policies. It does not write anything back to Entra.
- It does not store or generate one-time codes, authenticator seeds, or MFA recovery codes, and it does not enforce password policies.
- It is not a full enterprise password manager: no vault sharing model, browser extension, or secrets management for applications and servers.
- It does not use analytics, advertising, or tracking, and it does not sell or share personal data.
- It is not a system of record for HR data. Directory data is a cached copy, and administrator edits to a few fields are kept locally.
- We have not claimed any third-party security certification (such as SOC 2 or ISO 27001) for NewBoarding. Ask us for current information.
Data you should not put in it
Do not store protected health information, payment-card numbers, government ID numbers, or similar regulated data in NewBoarding, and do not use the notes fields for them, unless we have agreed in writing. It is designed for work-system logins.
Autobookmark: a note on plaintext files
Autobookmark can create a file that contains an employee's usernames and passwords in readable form so a browser can import them. Employees should use it only on their own work computer, import the file immediately, and delete it (and empty the trash). In browsers that support it, NewBoarding overwrites and deletes the file after a short time, but it cannot guarantee deletion. Each export is audit-logged. A customer that does not want this feature can ask us to disable it.
Microsoft permissions
For sign-in and directory sync, NewBoarding uses a Microsoft Entra app registration in the customer's tenant with application permissions User.Read.All (read employee profiles) and Mail.Send (send password-reset alerts from the IT mailbox). It uses these only for those purposes. The customer's administrator grants consent and can revoke it at any time.
What the customer is responsible for
- Securing its Entra tenant, including MFA, and deciding who is an administrator.
- Keeping directory data accurate, and giving employees any notices and obtaining any consents its own laws require.
- Deciding which systems and logins to store, rotating credentials in the target systems, and removing access when people leave (NewBoarding blocks disabled accounts, but it does not change passwords elsewhere).
- Reviewing the policies NewBoarding publishes to its employees with its own counsel and HR.
Availability, support, and changes
Availability, support hours, and any service levels are set out in the customer's order form and subscription agreement. We may update the product over time and will not remove a material feature without reasonable notice to customers.