Hillcover Privacy Policy

Hillcover is a claims collaboration platform operated by Macveen Group (“Macveen Group,” “Hillcover,” “we,” “us,” or “our”).

This Privacy Policy explains how we collect, use, store, share, and otherwise process personal information when individuals visit Hillcover, create or use an account, create or join an organization, manage subscriptions and billing, communicate with us, or participate in claims, assessment, reporting, and related workflows.

1. Scope

This Privacy Policy explains how Hillcover collects, uses, stores, shares, and otherwise processes personal information when individuals visit Hillcover, create or use an account, create or join an organization, manage subscriptions and billing, communicate with us, or participate in claims, assessment, reporting, and related workflows.

This Policy describes our privacy practices. Acknowledging this Policy does not constitute consent to every form of processing. Where applicable law requires consent for a particular activity, Hillcover or the relevant organization will request that consent separately.

2. Information we process

Depending on how Hillcover is used, we may process:

• Account and contact information, such as name, email address, profile information, authentication identifiers, and contact details.
• Organization information, including organization name, type, country, membership, roles, permissions, invitations, and relationships with other organizations.
• Claims and assessment information submitted by organizations and authorized users, including information relating to claims, policyholders, claimants, insured assets, vehicles, incidents or losses, estimates, assessments, evidence, photographs, documents, reports, decisions, and communications.
• Billing and subscription information, including plan, subscription status, invoices, payment history, and payment-related identifiers. Payment card processing may be performed by our payment provider rather than stored directly by Hillcover.
• Usage, device, and security information, such as login activity, IP address, browser/device information, audit records, service activity, and security events.
• Communications, including support requests and other communications with Hillcover.

Organizations using Hillcover determine what customer and claim information they submit to the platform and are responsible for ensuring that they have an appropriate basis for doing so.

3. Why we process information

We process information as necessary to:

• provide and operate Hillcover;
• authenticate users and secure accounts;
• create and administer organizations and permissions;
• facilitate claims, assessments, reports, assignments, reviews, and authorized organization-to-organization workflows;
• provide subscriptions and billing;
• communicate service and security information;
• provide customer support;
• detect, investigate, and prevent fraud, abuse, and security incidents;
• maintain auditability and service reliability;
• comply with applicable legal obligations; and
• establish, exercise, or defend legal claims.

Depending on the circumstances and applicable law, processing may be necessary to perform a contract, comply with legal obligations, pursue legitimate interests, or be based on consent where consent is required.

4. Our role and organizations' responsibilities

Hillcover is a platform used by independent organizations, including insurers, assessment companies, agencies, brokers, and other authorized participants.

For personal information contained in an organization's claims, assessments, documents, reports, and other workspace content, the organization determining the purposes and means of processing is generally the controller or responsible business. Hillcover generally processes such information as a processor or service provider on that organization's behalf, subject to applicable agreements and law.

Hillcover separately determines the purposes and means of processing certain information necessary to administer the platform, including account, security, billing, subscription, fraud-prevention, and service-administration information.

The exact legal roles may vary depending on the particular processing activity and applicable jurisdiction.

5. Sharing and service providers

We may disclose information:

• to service providers that help us provide authentication, cloud hosting, storage, communications, payments, monitoring, customer support, and security;
• to authorized users and organizations participating in a Hillcover workflow, according to applicable permissions and authorizations;
• when required by applicable law, court order, subpoena, or lawful governmental request;
• when reasonably necessary to protect Hillcover, our users, or others from fraud, security threats, or unlawful activity; or
• as part of a merger, acquisition, financing, restructuring, sale of assets, or similar business transaction.

Service providers are permitted to process information for the purposes for which we engage them and subject to applicable contractual and legal requirements.

Hillcover does not sell personal information for monetary consideration. If our practices change or applicable law defines “sale” or “sharing” more broadly in a way applicable to Hillcover, we will provide the notices and choices required by law.

6. Payments

Hillcover uses third-party payment providers to process subscription payments. Payment providers may collect and process payment-card and billing information under their own privacy practices.

Hillcover may retain payment-related identifiers and records necessary to manage subscriptions, invoices, payment status, and billing history without storing complete payment-card details.

7. International processing

Hillcover and its service providers may process information in countries other than the country where the information was originally collected.

Where required by applicable law, we use appropriate contractual, organizational, or other safeguards for international transfers of personal information.

8. Retention and deletion

We retain personal information for as long as reasonably necessary to provide Hillcover, maintain legitimate business and security records, comply with contractual and legal obligations, resolve disputes, and enforce agreements.

Retention periods may vary according to the type of information and the purposes for which it is processed.

Deletion of an account or removal of a user from an organization does not necessarily result in immediate deletion of organization-controlled claim records, audit history, billing records, or information that must be retained for legitimate contractual, security, legal, or compliance purposes.

Where Hillcover processes workspace information on behalf of an organization, retention and deletion may also be governed by that organization's instructions and applicable agreements.

9. Security

Hillcover uses reasonable administrative, technical, and organizational safeguards designed to protect information, including access controls, authentication mechanisms, permission controls, and security monitoring.

However, no internet transmission, information system, or method of electronic storage can be guaranteed to be completely secure.

Users are responsible for protecting their credentials and should promptly report suspected unauthorized account access.

10. Your choices and privacy rights

Depending on where you live and applicable law, you may have rights regarding your personal information, including rights to request access, correction, deletion, restriction, objection, or portability, and to withdraw consent where processing relies on consent.

Hillcover may need to verify your identity before fulfilling a request.

For information controlled by an organization using Hillcover—for example, information contained in an insurance claim—you should normally direct your request to that organization. Hillcover will assist organizations with appropriate requests where required by applicable law and contractual obligations.

You may also have the right to complain to the privacy or data-protection authority with jurisdiction over you.

11. Cookies and similar technologies

Hillcover uses cookies and similar technologies that are necessary for authentication, security, session management, and operation of the service.

If Hillcover introduces non-essential analytics, advertising, or similar technologies for which applicable law requires consent or an opt-out mechanism, we will provide the appropriate notice and choices before using them as required.

12. Children's privacy

Hillcover is intended for organizations and professionals using the platform for business purposes and is not directed to children for creation of Hillcover accounts.

Information about minors may nevertheless appear in legitimate insurance or claims records submitted by authorized organizations. In those circumstances, Hillcover processes that information as part of the applicable organization workflow and subject to applicable agreements and law.

13. Changes to this Privacy Policy

We may update this Privacy Policy to reflect changes to Hillcover, applicable law, or our privacy practices.

Each published version will have an effective date and version identifier.

If we make a material change that requires renewed acknowledgment or another form of notice or choice, Hillcover will provide the appropriate notice and request acknowledgment where required.

Previous policy versions and acknowledgment records may be retained for legal, compliance, and audit purposes.

14. Contact us

For questions, privacy requests, or concerns regarding this Privacy Policy, contact Hillcover through our Contact page.

Please provide sufficient information for us to understand, verify where necessary, and respond to your request.