Privacy Policy

1. Who Is Responsible for the Data

When a Customer submits insurance documents to the Service for processing, the Customer is responsible for that data (the "data controller"). NovaClaim processes that data solely on the Customer's behalf and under the Customer's instructions as a service provider or processor.

Customers are responsible for ensuring they have all necessary legal rights, permissions, and authorizations to submit documents and any personal information they contain.

2. Information We Collect

• Account and contact information. Information such as your name, business name, email address, and similar information you provide when requesting a demonstration, free audit, or creating an account.
• Documents and their contents. Files submitted for processing, including insurance documents and the structured data extracted from those documents.
• Processing metadata. Information generated during processing, including timestamps, confidence scores, token usage, processing costs, and operational logs.
• Website and usage data. Information such as IP address, browser type, device information, pages viewed, and analytics relating to your use of our website.
• Business marketing information. Publicly available business contact information collected from public sources for legitimate business marketing purposes, as described in Section 8.

3. Documents Submitted for Free Audits or Demonstrations

We may offer a free audit or demonstration in which you submit sample insurance documents and receive a sample extraction result.

Documents submitted for free audits or demonstrations should be properly redacted and must not contain real personal or nonpublic personal information unless you have the legal authority to provide it.

We use these documents solely to generate sample extraction results, evaluate the Service, and demonstrate its capabilities. Unless you become a Customer and request retention, these documents and their associated output are deleted promptly after the audit or demonstration is completed.

4. How We Use Information

We use the information we collect to:

• Provide, operate, maintain, and improve the Service.
• Process insurance documents and extract structured information from submitted files.
• Respond to inquiries, provide customer support, and communicate with Customers.
• Monitor, troubleshoot, secure, and improve the reliability and performance of the Service.
• Send administrative communications and, where permitted by law, information about NovaClaim's products and services.
• Comply with legal obligations and enforce our agreements.

We do not sell personal information. We do not use the contents of Customer documents for advertising or marketing to third parties. Any use of information to improve the Service is limited to aggregated or de-identified information that does not identify any individual.

5. Service Providers and Subprocessors

We use a limited number of trusted third-party providers to operate the Service. These providers process information only as necessary to provide services to NovaClaim and are subject to appropriate contractual and security obligations.

• AI Processing. Used for document classification and data extraction. Our AI provider does not use Customer data submitted through its API to train its models.
• Hosting and Storage. Used to host our website, application, and stored records.
• Document Intake. Used to securely receive and process uploaded documents.

We may change service providers as our infrastructure evolves. We do not sell Customer information to these providers. A current list of providers is available upon request.

6. Data Retention and Deletion

We retain Customer documents and extracted information while your account remains active and while we provide the Service.

Upon account closure or a valid deletion request, we will delete or de-identify Customer documents and extracted information within thirty (30) days and remove them from backups within an additional thirty (30) days, unless a longer retention period is required by applicable law.

Documents submitted as part of a free audit or demonstration are retained only as described in Section 3.

Customers may request deletion of their documents by contacting us using the information provided in Section 12.

7. Security

We maintain commercially reasonable administrative, technical, and organizational safeguards designed to protect information against unauthorized access, disclosure, alteration, or destruction.

However, no method of transmitting or storing information over the Internet is completely secure. Accordingly, we cannot guarantee absolute security.

Customers are responsible for maintaining the security of their own accounts, credentials, devices, and systems.

8. Marketing Contact Information

We may collect publicly available business contact information to communicate with prospective Customers regarding NovaClaim's business services.

You may opt out of marketing communications at any time by replying to a marketing email with an unsubscribe request or by contacting us using the information provided in Section 12.

9. Your Choices and Rights

Depending on your location and applicable law, you may have rights to access, correct, delete, or restrict the processing of your personal information, or object to certain processing activities.

Because NovaClaim generally processes Customer documents on behalf of business Customers, individuals whose information appears in submitted documents should direct privacy requests to the relevant Customer responsible for that information.

Where NovaClaim is the appropriate party to respond, we will handle requests in accordance with applicable privacy laws.

10. Children

The Service is intended solely for business and professional use and is not directed to children under the age of 13. We do not knowingly collect personal information directly from children.

11. Changes to this Privacy Policy

We may update this Privacy Policy from time to time. When changes are made, we will update the "Last updated" date at the top of this page. Material changes will be communicated where required by applicable law.

12. Contact Us

Questions about this Privacy Policy or requests regarding your personal information may be directed to Okim Glory.