Casewyze Privacy Policy

1. Scope of This Policy

This Privacy Policy applies to:

• The CaseWyze marketing website;
• The CaseWyze application platform;
• Mobile applications;
• APIs and integrations;
• Customer support interactions;
• Communications with CaseWyze.

Certain provisions apply specifically to authenticated subscription areas of the platform where customer case data and operational information are stored.

2. Information We Collect

Personal Information

CaseWyze may collect personal information including:

• Names;
• Email addresses;
• Telephone numbers;
• Mailing addresses;
• Billing information;
• Company information;
• User account credentials;
• Support communications;
• Authentication-related information.

We may also collect information you voluntarily submit through:

• Contact forms;
• Support requests;
• Demo requests;
• Surveys;
• Feedback submissions;
• Account registration.

Usage and Technical Information

When users access the Services, CaseWyze may automatically collect:

• IP addresses;
• Browser types;
• Device identifiers;
• Operating system information;
• Access timestamps;
• Referral URLs;
• Session activity;
• Platform usage metrics;
• Error and diagnostic logs.

This information is used for:

• Security;
• Troubleshooting;
• Performance optimization;
• Platform administration;
• Fraud prevention;
• Service improvement.

Geolocation Information

CaseWyze mobile applications or mobile-enabled features may collect approximate or precise location data from supported devices if authorized by the user.

Location data may be obtained through:

• GPS;
• Wi-Fi signals;
• Device-level location services;
• IP-based location estimates.

Location information may be used to:

• Improve functionality;
• Support investigative workflows;
• Assist with operational tracking features;
• Enhance the user experience.

Users may disable device-level location permissions at any time, though certain features may become unavailable.

3. Client Data

Customer-Controlled Information

CaseWyze customers may upload, create, store, or process records, investigative materials, reports, media, communications, evidence, notes, and related information (“Client Data”).

Client Data may include:

• Personally identifiable information;
• Surveillance materials;
• Legal records;
• Case files;
• Medical or insurance-related documents;
• Uploaded evidence;
• Images, audio, or video files.

Customers retain ownership of their Client Data.

CaseWyze acts primarily as a service provider and processor of Client Data on behalf of customers.

4. How We Use Information

CaseWyze may use collected information to:

• Provide and maintain the Services;
• Authenticate users;
• Process payments;
• Respond to support requests;
• Improve platform functionality;
• Monitor system performance;
• Detect fraud or unauthorized activity;
• Communicate with customers;
• Comply with legal obligations;
• Enforce our Terms of Service.

We may also use contact information to send:

• Service notices;
• Security alerts;
• Account-related communications;
• Billing notices;
• Product updates.

Users may opt out of non-essential marketing communications where permitted by law.

5. Communication Consent

By providing an email address or phone number to CaseWyze, you consent to receiving communications relating to:

• Your account;
• Service updates;
• Billing matters;
• Security notifications;
• Customer support;
• Operational notices.

This may include emails, telephone calls, SMS notifications, or automated communications where legally permitted.

6. Data Security

CaseWyze employs commercially reasonable administrative, technical, and physical safeguards designed to protect information against unauthorized access, disclosure, alteration, or destruction.

Security measures may include:

• HTTPS encryption;
• Access controls;
• Role-based permissions;
• Audit logging;
• Infrastructure monitoring;
• Secure cloud hosting;
• Authentication protections.

However:

• No internet-based system can be guaranteed completely secure;
• No transmission method is entirely immune from interception;
• Users remain responsible for safeguarding credentials and exported data.

Customers are strongly encouraged to:

• Use strong passwords;
• Enable multi-factor authentication;
• Restrict user permissions appropriately;
• Rotate API credentials regularly.

7. User Access Controls

CaseWyze provides permission and user-role functionality intended to help organizations manage access to Client Data.

Customers are solely responsible for:

• Assigning permissions;
• Configuring access restrictions;
• Managing user accounts;
• Removing inactive users;
• Ensuring internal compliance practices.

CaseWyze is not responsible for unauthorized disclosures resulting from customer-configured permissions or credential sharing.

8. Data Retention

CaseWyze retains information for as long as reasonably necessary to:

• Provide the Services;
• Maintain security and audit logs;
• Comply with legal obligations;
• Resolve disputes;
• Enforce agreements.

Active customer data generally remains available while accounts remain active.

Unless otherwise required by law or agreed in writing:

• Certain account and technical logs may be retained indefinitely;
• Client Data may be deleted following termination of services after an administrative retention period;
• Customers may request earlier deletion where legally permissible.

Customers are responsible for exporting their own records before terminating Services.

9. Data Ownership

Except for platform software and proprietary technology, CaseWyze does not claim ownership of Client Data.

CaseWyze retains ownership of:

• Software;
• Code;
• Interfaces;
• Branding;
• Platform architecture;
• Documentation;
• APIs;
• Proprietary workflows;
• Intellectual property associated with the Services.

Authorized personnel may access Client Data only as reasonably necessary to:

• Provide support;
• Maintain infrastructure;
• Investigate technical issues;
• Address security concerns;
• Comply with legal obligations.

10. Third-Party Services and Subprocessors

CaseWyze may utilize third-party service providers to support operations, including:

• Cloud hosting providers;
• Payment processors;
• Communication services;
• Analytics providers;
• AI providers;
• Infrastructure vendors.

These providers may process information on behalf of CaseWyze subject to contractual confidentiality and security obligations.

CaseWyze does not sell Personal Information or Client Data to advertisers, brokers, or data-mining organizations.

11. Legal Disclosures

CaseWyze may disclose information:

• In response to subpoenas, court orders, or lawful legal requests;
• To comply with legal obligations;
• To enforce agreements;
• To protect rights, safety, or property;
• To investigate fraud, abuse, or security incidents.

Where legally permitted, CaseWyze will attempt to notify affected customers regarding legal requests for Client Data.

CaseWyze may also disclose information upon written authorization from the customer.

12. Business Transfers

If CaseWyze is involved in a merger, acquisition, restructuring, financing transaction, or asset sale, information may be transferred as part of that transaction, subject to applicable confidentiality and legal obligations.

13. Cookies and Tracking Technologies

CaseWyze may use:

• Cookies;
• Session tokens;
• Analytics technologies;
• Similar tracking tools.

These technologies may be used to:

• Maintain login sessions;
• Improve performance;
• Analyze usage trends;
• Enhance security;
• Remember user preferences.

Users may control certain cookie settings through browser configurations.

14. Search Engines and Public Content

Public-facing portions of the CaseWyze website may be indexed or archived by search engines and third-party services beyond CaseWyze’s control.

Authenticated customer areas of the platform are not intended for public indexing.

Customers using APIs or third-party integrations are responsible for managing external access permissions.

15. International Data Transfers

CaseWyze may process and store information in the United States and other jurisdictions where service providers operate.

By using the Services, you acknowledge that information may be transferred internationally, including to jurisdictions with different privacy laws than your home jurisdiction.

Where required, CaseWyze may utilize contractual safeguards or other lawful transfer mechanisms.

16. GDPR and Data Subject Rights

Depending on your jurisdiction, you may have rights regarding your personal information, including:

• Right of access;
• Right to correction;
• Right to deletion;
• Right to restrict processing;
• Right to data portability;
• Right to object to certain processing activities.

Requests relating to personal information may be submitted to: info@casewyze.com

CaseWyze will respond in accordance with applicable law.

Certain requests may be limited where:

• Legal obligations apply;
• Investigative records must be preserved;
• Security concerns exist;
• Other lawful exemptions apply.

17. Children’s Privacy

The Services are not intended for use by individuals under the age of 18.

CaseWyze does not knowingly collect personal information from children.

18. Third-Party Websites

The Services may contain links to third-party websites or integrations not operated by CaseWyze.

CaseWyze is not responsible for:

• Third-party privacy practices;
• Third-party security measures;
• External website content;
• Third-party data handling.

Users should review the privacy policies of external services independently.

19. California Privacy Rights

Residents of certain jurisdictions, including California, may possess additional privacy rights under applicable law.

Where required, CaseWyze will honor lawful privacy requests consistent with applicable regulations.

CaseWyze does not sell personal information.

20. Contact Information

Questions regarding this Privacy Policy or privacy-related requests may be directed to: