PROFILEOS
How ProfileOS protects your information.
Separate workspaces, a second step when you sign in, a Lock Screen and an encrypted team chat – what ProfileOS does to keep your data safe, who else can open your workspace, and what the limits of that protection are.
PROFILEOS
What ProfileOS pays attention to
Separate workspaces
Every agency and every independent model works in a workspace of their own, and the way in is through membership.
- Being a member of another workspace opens nothing in yours.
- To help you, the ProfileOS team can open your workspace through the support view – limited in time, with opening and closing logged.
Roles and permissions
An agency account combines roles – main owner, staff member, accountant – with permissions for each area.
- Authorised people adjust who may do what when someone joins, takes on other tasks or leaves.
- Individual permissions can be added when a role alone does not fit.
Privacy on the move
Anyone working on a phone while out and about is rarely alone. ProfileOS helps keep client information away from curious eyes.
- As soon as you tap Privacy Mode, sensitive details on screen turn into a blur.
- If the Lock Screen is switched on, it locks ProfileOS with a PIN when you put your phone down – after the time you choose.
PROFILEOS
Who can get into your workspace
Three groups of people, and the rules that apply to each of them.
Your team
Colleagues work in an agency workspace because they were invited into the team – each of them only with the permissions they have been given. Locking out or removing someone who leaves also ends their access. An independent model account has no team at all.
Other ProfileOS customers
A ProfileOS account on its own is no key to anyone else’s workspace – that takes an invitation into the team concerned.
The ProfileOS team
To help you with a problem, administrators and staff of ProfileOS who are authorised to do so can open your workspace through the support view. A session lasts two hours at most, opening and closing it are logged, and the team chat stays locked. During that time they have the same options as the owner of the workspace – so they can make changes, too, not just read.
PROFILEOS
Signing in and your account
Protection begins with the sign-in.
Two-factor authentication
After your password, ProfileOS can ask for a second code – by email, from an authenticator app, or with both methods set up. You also receive one-time codes as a reserve in case your second method is ever out of reach.
Confirmations and sessions
When ProfileOS asks you to confirm something by email, you receive a link or a six-digit code that only works for a limited time. Changing your password signs you out of every other session that was still open.
If a second factor is lost
In an agency, the main owner can reset a staff member’s two-factor authentication in an emergency. Resets like this are logged, as are other security-related events.
PROFILEOS
When others can see your screen
What helps when other people are nearby – and what does not.
Lock Screen with PIN
Each person decides whether to use it and how long ProfileOS may stay idle before asking for the PIN. Where the device supports it, you can unlock with Face ID, a fingerprint or Windows Hello instead – the biometric data stays on your device and never reaches ProfileOS.
Privacy Mode
For the moment when someone might be looking: names, photos, amounts and contact details turn blurry – on the screen only, while everything stored stays as it was. Privacy Mode works in the browser tab in which you switched it on.
Dark mode
Dark mode changes the colours of ProfileOS and nothing else. It is not a privacy screen – when others are close by, Privacy Mode is the one to use.
PROFILEOS
The team chat
For agencies and teams – independent model accounts have no team chat.
The team chat encrypts new messages end to end. If you switch to a new device, you open the chat there with a recovery code.
The support view does not include the chat.
Contracts and documents you will need later belong in Media & Documents, not in the chat.
PROFILEOS
How ProfileOS handles your data
What is encrypted, how you take a copy with you, and when data is deleted.
Without analytics cookies, ProfileOS counts how it is used – and in your account you decide whether your use is counted.
What is encrypted
Apart from the team chat, two kinds of information are stored encrypted on the server: bank details and log-in secrets – passwords and two-factor codes for SEO, tools and ad portals. This encryption is not end-to-end. Names, bookings and notes are protected by the separate workspace and by permissions instead.
A copy for you
To keep your data outside ProfileOS, the main owner can download it – everything or selected areas, encrypted with a password set specially for that file. The file cannot be loaded back in.
Paused, not deleted
If the trial runs out or an invoice stays unpaid, the workspace rests and keeps its contents. Deleting the workspace is a separate, deliberately scheduled step at ProfileOS – for example when you ask for it.
PROFILEOS
The forms on this website
Where an enquiry sent through this website goes.
Whatever you send through the contact or support form here does not end up in a ProfileOS workspace – the website and the program run separately and exchange no data. Your enquiry reaches us by email.
Without the consent tick, the website accepts no form. The forms are protected against automated and repeated submissions, and whatever the website itself stores of an enquiry, it deletes on its own after fixed periods.
PROFILEOS
What you can do yourself
ProfileOS provides the tools. How well they protect you also depends on how they are used.
Secure your sign-in
Set up two-factor authentication, keep your one-time codes in a safe place and choose a password that you use nowhere else.
Look after your devices
Switch on the Lock Screen in ProfileOS and lock the phones you work with as well. On a computer that others use too, sign out when you have finished.
One account per person
Give every colleague an account of their own instead of sharing a log-in – otherwise permissions and two-factor authentication lose their point.