Oak Cover - AI Risk Warranty | Protecting the Intelligent Future

Last Updated: January 2025

Oak Cover and our subsidiaries and affiliates ("Oak Cover", "we", "us", or "our") provide AI risk warranty and risk management services for businesses deploying artificial intelligence systems. We are committed to protecting your privacy and handling your information responsibly. This Privacy Policy describes how we collect, use, disclose, and protect personal and business information when you use our services, website, and platform (collectively, the "Services").

1. Information We Collect

Business and Contact Information

We collect business and contact information necessary to provide our Services, including:

Company name, business address, and contact details
Names, titles, and contact information of authorized representatives
Email addresses, phone numbers, and mailing addresses
Industry, company size, and revenue information
Business registration and tax identification numbers

AI System Information

To provide accurate risk assessment and warranty protection, we collect information about your AI systems:

Types of AI models and systems in use (e.g., LLMs, computer vision, recommendation engines)
AI use cases and applications
Deployment environments and infrastructure details
Training data sources and data sensitivity classifications
AI governance practices and risk management controls
Historical AI-related incidents or claims
Performance metrics and monitoring data (when using our platform)

Financial Information

We collect financial information necessary for underwriting, billing, and payment processing:

Payment card information and billing details
Bank account information for warranty fee payments
Financial statements and credit information (for underwriting purposes)
Revenue and financial performance data

Platform Usage Data

When you use our risk management platform and demo tools, we collect:

Account credentials and authentication data
Usage patterns, feature interactions, and platform activity
Risk assessment results and dashboard configurations
Model and deployment data you input into the platform
Technical logs and error reports

Automatically Collected Information

We automatically collect certain information when you visit our website:

IP address, browser type, and device information
Website usage data, pages visited, and time spent
Referral sources and search terms
Cookies and similar tracking technologies (see our Cookie Policy)

2. How We Use Your Information

We use your information to:

Provide AI risk warranty quotes, assessment, and policy administration
Assess and evaluate AI-related risks using our proprietary risk models
Process warranty applications, issue policies, and manage protection
Process claims and provide claims support services
Deliver risk management platform services, including monitoring and analytics
Improve our AI risk assessment models and underwriting algorithms
Provide customer support and respond to inquiries
Send important policy updates, billing information, and service communications
Comply with legal, regulatory, and contractual obligations
Prevent fraud, ensure security, and protect against unauthorized access
Conduct business analytics and improve our Services
Send marketing communications (with your consent, where required)

3. AI and Machine Learning

Oak Cover uses artificial intelligence and machine learning technology to:

Assess AI-related risks and calculate warranty fees
Analyze patterns in AI system deployments and incidents
Provide risk scoring and recommendations through our platform
Improve our underwriting models and risk assessment accuracy
Detect anomalies and potential security threats

Our AI models are designed with fairness, transparency, and accuracy in mind. We regularly audit our models to ensure they provide reliable risk assessments and do not introduce bias. We do not use discriminatory factors in our decision-making processes.

4. Information Sharing and Disclosure

We share your information with:

Warranty Providers: We share necessary information with our partner warranty providers to assess, issue, and administer your warranty policies
Service Providers: We work with third-party service providers who help us operate our platform, process payments, provide customer support, conduct analytics, and deliver other services. These providers are contractually obligated to protect your information
Legal and Regulatory Requirements: We may disclose information when required by law, regulation, court order, or legal process, or to respond to government requests
Business Transfers: In the event of a merger, acquisition, sale of assets, or other business transaction, your information may be transferred as part of that transaction
With Your Consent: We may share information with third parties when you explicitly consent to such sharing

We never sell your personal or business information to third parties for marketing purposes.

5. Data Security

We implement industry-standard security measures to protect your information, including:

Encryption of data in transit (TLS/SSL) and at rest
Regular security audits, vulnerability assessments, and penetration testing
Access controls, authentication, and authorization measures
Employee training on data protection, privacy, and security best practices
Incident response procedures and breach notification protocols
Secure data centers and cloud infrastructure with appropriate safeguards
Regular backups and disaster recovery procedures

While we strive to protect your information, no method of transmission over the Internet or electronic storage is 100% secure. We cannot guarantee absolute security but are committed to maintaining reasonable safeguards.

6. Data Retention

We retain your information for as long as necessary to fulfill the purposes outlined in this Privacy Policy, unless a longer retention period is required or permitted by law. This includes:

Active policy information for the duration of your policy and applicable retention periods thereafter
Claims information as required by law and industry standards
Business records for accounting, legal, and regulatory compliance purposes
Platform usage data for service delivery and improvement

7. Your Rights and Choices

Depending on your location and applicable laws, you may have certain rights regarding your personal information:

Access: Request access to the personal information we hold about you
Correction: Request correction of inaccurate or incomplete information
Deletion: Request deletion of your information (subject to legal and contractual requirements, such as warranty record retention obligations)
Portability: Request a copy of your information in a portable format
Opt-out: Opt out of certain uses of your information, such as marketing communications
Objection: Object to certain processing activities where permitted by law
Restriction: Request restriction of processing in certain circumstances

To exercise these rights, please contact us at privacy@oakcover.co.uk. We will respond to your request within a reasonable timeframe and in accordance with applicable law. Note that some rights may be limited by legal obligations, such as warranty record retention requirements.

8. International Data Transfers

Your information may be transferred to and processed in countries other than your own, including the United States and other jurisdictions where our service providers operate. We ensure appropriate safeguards are in place to protect your information in accordance with this Privacy Policy and applicable laws, including:

Standard contractual clauses approved by relevant data protection authorities
Other legally recognized transfer mechanisms
Contractual commitments from service providers to protect your information

9. Cookies and Tracking Technologies

We use cookies and similar tracking technologies to collect and store information about your preferences and usage of our website. You can control cookies through your browser settings, though disabling cookies may limit certain functionality. For more information, please see our Cookie Policy.

10. Children's Privacy

Our Services are designed for businesses and are not directed to individuals under 18 years of age. We do not knowingly collect personal information from children. If we learn that we have collected information from a child under 18, we will delete it promptly.

11. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or for other reasons. We will notify you of material changes by:

Posting the updated policy on our website with an updated "Last Updated" date
Sending an email notification to registered users (for material changes)
Displaying a notice on our platform or website

Your continued use of our Services after changes are posted constitutes your acceptance of the updated policy. We encourage you to review this Privacy Policy periodically.

12. Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us at:

Oak Cover
Email: privacy@oakcover.co.uk
Address: [Company Address]

If you are located in the European Economic Area (EEA) or United Kingdom, you may also contact our Data Protection Officer at dpo@oakcover.co.uk.