Oak – Terms of Use

Customer’s use of the Services stated below is subject to these Terms and the Agreement between the Customer and Oak Engage Limited (“Oak”). Terms not expressly defined herein have the meaning given in the Agreement and the Data Protection Law sections of the Agreement.

1. OAK DIGITAL WORKPLACE (OAK SAAS PLATFORM AND APPS)

Usage Limits. The Oak SaaS Platform is licensed based on the number of User Subscriptions purchased by the Customer, which entitle a specific number of Authorised Users to access and use the Services 4. The Customer must not allow any User Subscription to be used by more than one individual Authorised User 5. Additionally, the platform is subject to a Storage Limit of 1TB (unless agreed otherwise in writing), which is conditional upon reasonable business use and must not be used as an archiving repository or back-up for non-intranet content 4, 5. Oak reserves the right to audit the platform to ensure the number of User Subscriptions and Storage Limits are not exceeded 5.

App Specific License. The Oak SaaS Platform includes installable apps and applications, including a mobile app 4, 6. Oak grants the Customer a non-exclusive, non-transferable right to permit Authorised Users to use the Services during the Subscription Term solely for the Customer’s internal business operations 5. If the Customer’s mobile app is distributed via Apple’s App Store, the Google Play Store, or another eligible app store, the Customer is responsible for complying with the relevant terms, conditions, and requirements of those App Stores 7, 8.

Sandbox Site. If the Customer is provided access to an Oak Sandbox Site, it is provided exclusively to undertake internal training and try out Oak functionality before the live deployment 4. Access is granted for 3 months from the Subscription Start Date at no fee, after which a Sandbox Site Fee will apply for continued access 9. The Customer must not upload any live data to the Sandbox Site, as data cannot be transferred to the live site, and the Sandbox Site is not backed up by Oak 9.

Customer Content and Security. The Customer retains all Intellectual Property Rights to their Customer Content and grants Oak a non-exclusive right to use it solely to provide the Services 10. The Customer must ensure that Authorised Users keep secure passwords 5. The Customer shall not use the Services to store or distribute material that is unlawful, defamatory, sexually explicit, discriminatory, or that contains Viruses or Vulnerabilities 11.

2. DATA PROTECTION & PRIVACY

Data Processing Roles. For the purposes of UK Data Protection Law, the Customer acts as the controller and Oak acts as the processor in relation to any personal data processed in connection with the platform 3, 12.

Platform Data Types and Privacy Labels. The Oak SaaS Platform (including the mobile app) processes various types of personal data, including Oak User IDs (unique name and email address), user content (such as in-app messages, photos, videos, audio files, and documents), and user activity (including app interactions and in-app search history) 6. If an App Store requires the Customer to specify what user data is collected via the creation of privacy labels or a privacy policy, the Customer is responsible for ensuring these are accurate and in place, and that all necessary consents are obtained to lawfully transfer personal data to Oak 13-15.

3. THIRD-PARTY SOFTWARE AND INTEGRATIONS

Third-Party Providers. The Oak SaaS Platform may enable or assist the Customer to access the website content of, correspond with, or use products from third parties 10. Any contract entered into or transaction completed via a third-party website is strictly between the Customer and the relevant third party 10.

Third-Party Licences. Where Oak provides Third-Party Software or Intellectual Property to the Customer for use in relation to the Services, it is provided under the standard licence terms of those third parties 10. The Customer must comply with these Third-Party Licences and agrees to indemnify Oak against any loss or damage resulting from the Customer’s breach of such terms 10.