Privacy Policy

Last updated: 4 February 2026

1. Introduction

CaseMate ("we", "us", or "our") is committed to protecting your privacy and personal data. This Privacy Policy explains how we collect, use, store, and protect information when you use our casework management platform.

CaseMate is a service provided by a UK-based company. We are committed to complying with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

2. Information We Collect

We collect the following types of information:

Account Information

  • Name and contact details (email address, phone number)
  • Account credentials (securely hashed passwords)
  • Billing information and payment details
  • Organisation and role information

Case Data

  • Constituent contact information
  • Case details, notes, and correspondence
  • Documents and attachments uploaded to the system
  • Email communications sent and received through the platform

Technical Information

  • IP addresses and device information
  • Browser type and version
  • Usage data and system logs
  • Cookies and similar technologies

3. How We Use Your Information

We use your information to:

  • Provide and maintain the CaseMate service
  • Process transactions and send related information
  • Send service-related notifications and updates
  • Respond to your requests and support enquiries
  • Monitor and analyse usage patterns to improve the service
  • Detect, prevent, and address technical issues and security threats
  • Comply with legal obligations

4. Legal Basis for Processing

We process your personal data on the following legal bases:

  • Contract: Processing necessary for the performance of our contract with you
  • Legitimate Interests: Processing necessary for our legitimate business interests
  • Legal Obligation: Processing necessary to comply with our legal obligations
  • Consent: Where you have given consent for specific processing activities

5. Data Sharing

We do not sell your personal data. We may share your information with:

  • Service Providers: Third parties who assist in operating our service (hosting, email delivery, payment processing)
  • Legal Requirements: When required by law or to protect our rights
  • Business Transfers: In connection with a merger, acquisition, or sale of assets

All third-party service providers are required to maintain the confidentiality and security of your data.

6. Data Security

We implement appropriate technical and organisational measures to protect your data, including:

  • Encryption of data in transit (TLS/SSL) and at rest
  • Regular security assessments and updates
  • Access controls and authentication measures
  • Regular automated backups
  • UK-based data hosting

7. Data Retention

We retain your personal data for as long as necessary to fulfil the purposes outlined in this policy, unless a longer retention period is required by law. Account data is retained for the duration of your subscription plus a reasonable period for record-keeping purposes.

Case data is retained according to your account settings and applicable legal requirements for record retention.

8. Your Rights

Under UK GDPR, you have the following rights:

  • Access: Request a copy of your personal data
  • Rectification: Request correction of inaccurate data
  • Erasure: Request deletion of your data in certain circumstances
  • Restriction: Request restriction of processing
  • Portability: Request transfer of your data to another service
  • Objection: Object to certain types of processing
  • Withdraw Consent: Withdraw consent where processing is based on consent

To exercise these rights, please contact us at privacy@casemate.uk.

9. Cookies

We use essential cookies necessary for the operation of our service, including authentication and session management. We do not use third-party tracking or advertising cookies.

10. International Transfers

Your data is primarily stored and processed in the United Kingdom. Where we transfer data outside the UK, we ensure appropriate safeguards are in place in accordance with UK GDPR requirements.

11. Children's Privacy

CaseMate is not intended for use by children under 16 years of age. We do not knowingly collect personal data from children.

12. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of any material changes by posting the new policy on this page and updating the "Last updated" date.

13. Contact Us

If you have any questions about this Privacy Policy or our data practices, please contact us:

  • Email: privacy@casemate.uk
  • Website: www.casemate.uk

You also have the right to lodge a complaint with the Information Commissioner's Office (ICO) if you believe your data protection rights have been breached.