Responsible AI Usage

Our core commitments

Four core principles guide every decision we make about AI.

Privacy by design
We apply data minimization and privacy-by-design principles to all AI use. We do not submit personal or sensitive information to AI systems without appropriate safeguards.

Transparency
We are open about where and how we use AI. We do not use AI to misrepresent ourselves, and we clearly disclose AI involvement wherever it is material to your experience.

Data protection
We operate under applicable data protection law. Data shared with us is used only for the purposes for which it was collected, not to train third-party AI models.

Privacy by design
We review our AI practices regularly, keep pace with evolving guidance from regulators and standards bodies, and update this statement when our practices change.

How we use AI

We use AI tools to support our teams in delivering better, faster service to you. Our use of AI is focused on clearly defined business purposes, and is subject to human review and oversight at all times.

What we use AI for

• Drafting and improving written communications, reports, and documentation
• Summarizing and synthesizing information to support research and decision-making
• Assisting our teams with software development and technical problem-solving
• Analyzing anonymized or aggregated data to improve our products and services
• Supporting customer service teams with response drafting and knowledge retrieval

What we do not use AI for

• Making autonomous decisions that significantly affect your rights, finances, or access to our services
• Generating content intended to deceive or mislead
• Profiling individuals without a lawful basis and appropriate disclosure
• Processing special categories of personal data (such as health or biometric data) without explicit consent and appropriate safeguards
• Any purpose that has not been documented and reviewed against our responsible use standards

How we protect your data

Your trust depends on the security and integrity of your data. We apply the following safeguards to all AI-related data handling:

Minimal Necessary Data – We submit only the data strictly necessary to accomplish a specific, authorized purpose. Personally identifiable information is anonymized or excluded before being used with any AI system wherever possible.

Vendor Standards – We only use AI services from providers who meet our vendor assessment standards, including contractual prohibitions on using your data to train or improve their models without your knowledge.

Lawful International Transfers – Where data is processed by AI services outside your country of residence, we ensure appropriate legal transfer mechanisms are in place, such as Standard Contractual Clauses under GDPR or equivalent frameworks.

Limited Retention – We do not permit AI service providers to retain data beyond what is necessary for the defined task. We seek to disable session history and data logging features wherever available.

We operate in accordance with applicable data protection and AI regulation. The frameworks below inform our practices:

• GDPR, General Data Protection Regulation – EU data protection law governing lawful processing, data subject rights, and cross-border transfers.
• UK GDPR, UK Data Protection Act 2018 – UK-equivalent framework post-Brexit, overseen by the Information Commissioner’s Office.
• CCPA / CPRA, California Consumer Privacy Act – US state law governing consumer data rights, opt-out of sale, and automated decision-making disclosure.
• SOC 2, System and Organizational Controls – AICPA standard for managing information security risks using an organization-wise approach.

We monitor guidance from data protection authorities, the EU AI Act, and other emerging regulatory frameworks, and update our practices accordingly.

Your rights

Where we process your personal data in connection with AI tools, you retain the rights afforded to you under applicable law. Depending on your jurisdiction, these may include:

• The right to know what personal data we hold about you and how it is used
• The right to request correction of inaccurate data
• The right to request deletion of your data, subject to legal obligations
• The right to object to automated processing that produces decisions affecting you
• The right to request human review of any automated decision that significantly affects you
• The right to data portability, where applicable

To exercise any of these rights, please contact our Data Protection Officer at privacy@openprisetech.com. We will respond within the timeframe required by applicable law.

Governance & oversight

Responsible AI use requires clear accountability. Within Openprise:

• A designated AI Governance lead is responsible for maintaining and enforcing our AI usage standards
• Our Data Protection Officer oversees privacy compliance related to all AI data processing
• All AI tools are reviewed by our Information Security team before deployment
• Employees receive regular training on the ethical and responsible use of AI
• We conduct periodic reviews of our AI tools and practices, and retire any that no longer meet our standards

We maintain an internal register of approved AI tools and the purposes for which they are used. This register is reviewed at minimum annually and whenever new tools are introduced.

Contact us & statement updates

We are committed to being open about how we use AI. If you have questions, concerns, or feedback about our AI practices, we encourage you to reach out:

• General inquiries: infosec@openprisetech.com
• Data protection and privacy: privacy@openprisetech.com

This statement is reviewed and updated annually, or sooner in response to material changes in our AI practices or applicable regulation. The current version and publication date are noted at the top of this document. We will communicate significant changes through our website and, where appropriate, directly to affected customers and partners.

Our commitment to you

AI is a tool. Trust is a relationship. We are committed to earning and maintaining yours through consistent, transparent, and ethical AI practices.

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