Privacy Policy

CaseMate ("we", "our", or "us") is committed to protecting and respecting your privacy. This privacy policy explains how we collect, use, and protect your personal information when you visit our website or use our services.

1. Data Controller

Technoliga Ltd (trading as CaseMate)
2 Sweetbriar Road
Melksham, Wiltshire SN12 6FR
United Kingdom
Email: [email protected]

2. What Personal Information We Collect

Information You Provide

• Name and contact details
• Council/organisation details
• Account credentials
• Payment information (processed securely by our payment providers)
• Support enquiries
• Constituent and casework data (for tenant users)

Automatically Collected

• IP address
• Browser type and version
• Operating system
• Pages visited and time spent
• Referral sources

3. How We Collect Your Information

• Website contact forms
• Email correspondence
• Phone calls
• Account registration and setup
• Payment processing
• Support ticket submissions

4. Legal Basis for Processing

Contract Performance

To provide our casework management services and fulfill contractual obligations to our customers.

Legitimate Interests

To improve our services, communicate with users, conduct business operations, and ensure platform security.

Legal Obligation

To comply with accounting, tax, and other legal requirements, including electoral law where applicable.

Consent

Where you have explicitly consented to specific processing activities, such as newsletter subscriptions.

5. How We Use Your Information

• Provide and manage your CaseMate account and services
• Process payments and maintain billing records
• Communicate with you about your account, updates, and support
• Improve our platform and develop new features
• Ensure security and prevent fraud
• Comply with legal and regulatory obligations

6. Data Sharing

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

• Service providers: Payment processors (Stripe), hosting providers, email services
• Legal authorities: When required by law or to protect our rights
• Professional advisers: Accountants, auditors, and legal advisers

7. Data Security

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

• Encryption at rest and in transit (TLS 1.3)
• Per-tenant database isolation
• Regular security audits and penetration testing
• Access controls and authentication
• Regular staff training on data protection

8. Data Retention

We retain personal information for as long as necessary:

• Account information: Duration of active account plus 7 years
• Financial records: 7 years (legal requirement)
• Support tickets: 3 years
• Website analytics: 26 months
• Deleted tenant data: 30 days (securely purged)

9. Your Rights

Under UK GDPR, you have the following rights:

• Access: Request copies of your personal data
• Correction: Correct inaccurate or incomplete data
• Deletion: Request deletion of your personal data (subject to legal retention)
• Restriction: Restrict how we use your data
• Objection: Object to certain types of processing
• Portability: Receive data in a machine-readable format
• Withdraw consent: At any time for consent-based processing

To exercise any of these rights, please contact us at [email protected]. We will respond within one month of receiving your request.

10. International Transfers

We primarily process data within the UK and European Economic Area (EEA). Where we use service providers outside these areas (e.g., cloud hosting), we ensure appropriate safeguards are in place, such as Standard Contractual Clauses.

11. Changes to This Policy

We may update this privacy policy from time to time. We will notify you of any significant changes by email or through your CaseMate account. The current version will always be available on our website.

12. Contact Us & Complaints

If you have any questions about this privacy policy or how we handle your data, please contact us at [email protected].

If you are not satisfied with our response, you have the right to file a complaint with the Information Commissioner's Office (ICO):

Website: ico.org.uk
Phone: 0303 123 1113