Client Onboarding Policy

Effective Date: July 22, 2025

Last Reviewed: July 22, 2025

Contact: [email protected]

1. Purpose

The Client Onboarding Policy ensures that all new clients of IntelliVersal Integrated Solution (IVIS) are engaged through a secure, consistent, and compliance-aligned process. It outlines how we verify client credentials, define project scopes, configure access, and comply with legal and technical standards.

2. Scope

This policy applies to all new clients onboarding with:

• Custom software development
• ERP implementation
• AI/ML infrastructure
• Data and automation services
• Long-term managed solutions

It applies globally to all jurisdictions where IVIS operates.

3. Onboarding Objectives

• Establish client identity and business verification
• Ensure contractual and legal alignment (NDA, MSA, DPA)
• Define roles, expectations, and communication frameworks
• Provide secure access to tools and environments
• Set service scope, SLAs, and compliance boundaries

4. Onboarding Process Overview

Step	Description	Owner
1	Client Verification – KYC / KYB checks	Legal & Risk
2	Contract Finalization – MSA, SOW, DPA, SLA	Legal & Sales
3	Kickoff Meeting – Roles, deliverables, goals	Project Mgmt.
4	Technical Intake – Environment review, stack	Engineering
5	Access Provisioning – Tools, APIs, portals	IT Security
6	Compliance Checkpoint – Data handling review	Governance
7	Go-Live Plan Review – Timelines, rollouts	Delivery Lead

5. Identity & Due Diligence

All new clients undergo verification procedures, including:

• KYC (Know Your Customer): ID, registration, contact validation
• KYB (Know Your Business): Corporate structure, ownership, sanctions check
• AML Screening (where applicable)
• Risk assessment for regulated industries (e.g., healthcare, finance)

6. Access Provisioning & Controls

• Role-based access (RBAC) to dashboards and collaboration tools
• Two-factor authentication for sensitive environments
• API key generation and logging setup
• Security briefing provided to client stakeholders

7. Legal & Compliance Onboarding

Clients are required to execute the following agreements:

• Master Service Agreement (MSA)
• Data Processing Addendum (DPA)
• Service Level Agreement (SLA)
• Non-Disclosure Agreement (NDA)

These documents govern responsibilities, data use, confidentiality, and resolution procedures.

8. Onboarding Timeline

Typical onboarding duration: 5–15 business days, depending on project scope.

Onboarding Tier	Description	Timeline
Basic	Single-service onboarding	5–7 days
Standard	Cross-team SaaS onboarding	8–12 days
Enterprise	Multi-platform & compliance-heavy	12–15 days

9. Client Responsibilities

Clients must:

• Provide accurate business and technical information
• Review and sign required documentation in a timely manner
• Assign a project contact and escalation path
• Participate in scheduled onboarding calls and knowledge transfers

10. Data Protection & Confidentiality

All data shared during onboarding is:

• Encrypted in transit and at rest
• Stored according to data residency and compliance rules
• Handled only by authorized IVIS personnel under confidentiality terms

11. Post-Onboarding Handoff

After onboarding:

• Clients receive full access credentials and system guides
• A dedicated account manager or technical lead is assigned
• Status transitions to “Active Client” under ongoing service terms
• The onboarding checklist is archived for audit purposes