Privacy Policy

1. Who we are

Caseconnective is a software company. We build and operate a cloud platform ("Services") that field operations teams use to manage the people, sites and work they are responsible for, including the law firms and legal teams that use it to manage claimants and matters. We also use that same platform ourselves to run public eligibility checks, community outreach and claimant support for the matters we work on. This Privacy Policy describes how we handle information across both, on the websites and Services operated by Caseconnective ("we," "us," or "our").

Caseconnective is not a law firm, does not provide legal advice, and does not represent clients. Using this site, submitting an eligibility check, or contacting us does not create an attorney–client relationship. Information you submit may be shared with attorneys working on the matter you enquired about; whether they contact you is their decision.

Some information we decide the use of ourselves — for example, what our public intake forms ask. Other information we hold inside a law firm's workspace on that firm's instructions, and the firm decides what happens to it. Where those two differ we say so below.

2. Information we process

Depending on how you reach us, we may process:

• Identity and contact details — name (including any alias, middle name, suffix and salutation), date of birth, date of death, gender identity, preferred language, the last four digits of a Social Security number, email address, home and mobile phone numbers, and your preferred way of being contacted.
• Where you live — mailing address, and for matters involving environmental contamination the specific parcels associated with a household: street address, county, parcel number and map coordinates.
• Health and claim information — what happened and when, the conditions or injuries described, answers to intake and case questionnaires, notes written by staff, and documents that are uploaded on your behalf or by you, which commonly include medical records.
• Environmental test results — where a matter involves sampling, we hold the record of each soil, water or other sample taken in connection with a property: the address and coordinates it was taken at, the kit and barcode, collection and result dates, photographs of the sampling site, and the laboratory's measured concentrations of individual PFAS compounds (including PFOA, PFOS, PFHxS, PFNA, PFBS and GenX) together with their combined total.
• Communications — text messages you exchange with the team and any pictures or files sent with them, emails, portal messages and their attachments, and a record of each phone call: the numbers, direction, time and length, and whether a voicemail was left, and, where voicemail recording is on, the message itself and a written transcript of it. See section 11 for what is and is not recorded.
• Information taken automatically from files you upload. When you attach a photograph to an intake form, your browser reads its embedded metadata before the file is sent: the GPS coordinates and the date and time the photo was taken, any barcode or QR code visible in the image, and any text found in it by optical character recognition. Coordinates found this way are sent to our mapping provider to be turned into a street address. All of it is stored with your submission.
• Signing records — if you sign an agreement electronically, we record your typed or drawn signature, your name and email address, the version of the document, the time, and the IP address the signature came from.
• Community outreach records — where our field team visited, when, the business or location name, the address and coordinates of the stop, and notes about follow-up.
• Free mobile beta waitlist. If you put your name down for the free iPhone app, we store what you typed: your name and your email address, which are the only two the form requires, and — where you choose to give them — where you work, your job title, what you work on, roughly how many people are in your team, and a phone number. We ask for the optional ones so that the first message you get is written by a person who knows why they are writing. Joining that list is not a customer account. It creates no workspace, no sign-in and no access to the Services, it is held separately from the case records described above, and nothing is sent to you automatically.
• Account, security and usage data — sign-in information for staff and portal accounts, an audit record of who viewed or changed which record, with the IP address and browser used, and a rate-limiting record that stores only a hashed IP address. That rate-limiting record is kept for sign-in attempts and for forms submitted on our public pages, including the waitlist above, so that a single connection cannot flood them. It holds a one-way hash of the address and a count — never the address itself, and nothing you typed. Public pages also collect anonymous usage statistics (section 9).
• Approximate location, worked out from your IP address. On a public page, the request carries the IP address your connection presents, and an analytics provider that receives it derives an approximate location from it — country, region and, roughly, city. Vercel Web Analytics does this for every counted visit to a public page, whether or not you accept analytics (section 9). PostHog and Google Analytics do it only where you have accepted analytics. It is calculated by those providers at their end rather than being a field we ask you for or read ourselves, it is an estimate rather than your actual whereabouts, and it applies to public pages only. If you have not accepted, nothing reaches PostHog or Google Analytics and neither of them derives a location. This is separate from the addresses in the bullets above, which are the ones you or a firm give us.

Much of the above is information a law firm decides to put into its own workspace. Where a firm uses the Services to hold health, identifying, or otherwise regulated material about the people it works with, that firm chooses what goes in and remains responsible for its own obligations in respect of it — health-privacy law, the professional-conduct rules that bind it, and any business associate or data-processing agreement it is required to put in place. Section 5 of our Terms of Service allocates that responsibility the same way. It is not a responsibility this policy moves onto you or off that firm.

3. How we use information

We use information to:

• Provide, operate, maintain, and secure the Services;
• Authenticate users, enforce permissions, and prevent fraud or abuse;
• Check a submission against the published criteria for the matter it was sent about. That check is a fixed set of rules configured for the matter, run automatically on what you submitted. It is not legal advice, it is not a decision about your situation, and it is not made by a lawyer;
• Contact you about a submission, arrange and record environmental sampling, and pass information to attorneys working on the matter;
• Plot sample results and outreach activity on maps so a matter can be worked geographically;
• Provide support and communicate about the Services;
• Improve features, reliability, and performance, including the AI features described in section 4;
• Comply with law, respond to lawful requests, and enforce our agreements.

4. AI processing

Two features send case information to Anthropic's Claude models to produce text. Each one is started by a signed-in member of staff, one request at a time — no background job, automation rule or scheduled task sends anything to a model, and the client portal has no AI feature at all, so nothing a claimant does starts one. The features are: a suggested document type for an uploaded file, and an internal assistant staff can ask questions about a matter.

What goes with a request depends on the feature and on the firm's settings. It can include a person's name and contact details; the status and history of their claim or lead; staff notes that are not marked privileged; task titles and descriptions; the name and type of a document, and some of the text inside it where a document is being classified or has been attached to a chat; and a log of recent calls, emails and text messages, including message bodies and — for the accounts allowed to read them at all — call transcripts. Notes marked privileged are never sent. Where a document is referenced in the assistant, one marked privileged is given by name and type only, without its contents; that protection is specific to the assistant, and a file put through the document-classification feature, or attached to a chat by a member of staff, has its text read whatever its privilege marking says. A firm can narrow which of these sources the assistant may use, or switch the AI features off for its workspace, in its settings. The assistant is restricted to reading and drafting: it cannot send a message to anyone, delete a record, or change personal or billing data.

Two limits worth stating plainly. First, the eligibility check run on an intake submission is not done by AI — it is a fixed rules evaluation (section 3). Neither that check nor anything either AI feature produces is legal advice or a decision about anyone's situation. Second, whether a given AI feature is available depends on how the installation you are using is configured; where the AI provider is not configured, the request is refused and nothing is sent.

5. Sharing

We do not sell personal information. We share it with the service providers that make the Services work, and with attorneys working on the matter you enquired about.

The providers that receive information are:

• Supabase — the database, file storage and sign-in system. Everything described in section 2 is stored here.
• Vercel — hosting for the website and application, and anonymous page counts on public pages (section 9).
• Twilio — text messages and phone calls, including any voicemail recording and its transcript (section 11). When someone calls a firm number and the firm holds no record of them yet, that number is also sent to Twilio to look up the name the phone company bills the line to and whether the line is a mobile, a landline or an internet number, so the record we open starts with a name rather than “Inbound Caller”. That name comes from the carrier and not from the caller — it is often a business, a family member, or years out of date — so it is stored together with a note saying where it came from. This lookup runs only for a number the firm does not already hold, and not at all where a firm has not connected a Twilio account.
• Resend, or SendGrid where a firm configures that instead — email we send you, such as intake receipts, portal invitations and signing links.
• Anthropic — the AI features described in section 4.
• Esri (ArcGIS) — address search, converting coordinates to addresses, and maps. Map components and background imagery load directly in your browser from Esri.
• Sentry — error monitoring. It is configured not to record sessions or screens and to strip personal and health information from reports before they are sent.
• PostHog — anonymous usage statistics on public pages only (section 9).
• Stripe — subscription payments. When a firm administrator subscribes, we send Stripe that administrator's email address, the firm's name, an identifier for the workspace, and the plan and number of seats being bought. Stripe collects the card on its own page; the card is never sent to us and we never store it. If the administrator Stripe holds as a workspace's billing contact deletes their account while the workspace stays open, we send Stripe another administrator's email address to become the billing contact. Nothing about a claimant, a matter or a document is ever sent to Stripe.
• Google Analytics — anonymous usage statistics on public pages only (section 9), and never on the pages where a matter's intake questions are answered: it is not loaded on them, and if you reach one of those pages from a page it was loaded on, it is switched off before the page is displayed. Unlike PostHog, the other analytics provider that waits for your answer and is routed through our servers, Google Analytics is loaded into your browser directly from Google, which is what lets the approximate location in section 2 be worked out from your connection rather than from ours.
• Cloudflare (Turnstile) — a bot check on forms that include one, such as a public intake form. It loads in your browser directly from Cloudflare, so Cloudflare receives your IP address and information from your browser.
• The laboratory that analyses a test kit — where a matter involves sampling, kits are processed by the issuing laboratory and their results are imported into your record.

A law firm using the Services can additionally connect its own accounts with Google (Calendar, Sheets and Drive), Microsoft (OneDrive), Slack and DocuSign, and can configure API keys that send data to systems of its choosing. Those connections are made by the firm, and what leaves through them is the firm's decision. We no longer offer a connection to Outlook Calendar; one made earlier can still be disconnected in Settings, under Integrations.

We may also disclose information if required by law or to protect rights, safety, and security.

6. Security

We maintain administrative, technical and organisational safeguards designed to protect personal information against loss and against unauthorised access, disclosure, alteration and destruction, and we revisit them as the product changes. The rest of this section says what those safeguards actually are, so that the sentence you just read can be checked rather than taken on trust.

Records are separated by firm in the database itself, so a signed-in user can only reach their own firm's rows. Within a firm, access is restricted by role, and some values more tightly still: dates of birth and death, gender identity, the last four digits of a Social Security number, home addresses and parcel locations, privileged notes, and any call recording or transcript supplied by the mobile app. The application shows these values only to attorney and administrator accounts — not to case managers or other staff — and a person who cannot see a value is shown that it exists and is withheld rather than that it is absent. A voicemail that a workspace chooses to keep is the one exception: it can be played, and its transcript read, only by team members allowed to contact that person, and every play is logged (section 11). Staff can be required to use a second factor to sign in to the web application, and a further check can be required before certain health information is opened. Reads and changes to that information are written to an audit record that cannot be edited or deleted.

Intake answers marked as containing health information are encrypted with AES-256-GCM before they are stored, and the system refuses to save them at all if encryption is unavailable rather than storing them in plain text. Credentials a firm gives us for its own third-party accounts are encrypted the same way. Everything else relies on the encryption in transit and at rest provided by Supabase and Vercel.

Links that work without a password. Three things we send you open without signing in, because the link itself is the key: a link to sign an agreement, a link to check the status of a submission, and a shared report link. Each link is signed so it cannot be altered, and each expires. Until it expires, anyone holding the link can open it — including someone you forward it to. The status page is deliberately built to be harmless if forwarded: it shows only a first name, the matter, and a coarse progress step. Shared report links refuse to open at all if they would show claimant-level rows without being scoped to a single claim.

No method of transmission or storage is completely secure, and nothing here is a claim of certification under any particular security or health-privacy standard.

7. Retention

We do not delete case records automatically. No scheduled job removes a lead, a client record or a claim, and a document attached to a record has no expiry clock. When a document is deleted in the application it is hidden from view; the file itself is kept. Deleting a lead or a client record hides it too, and an administrator can then delete it permanently from the list of deleted items. A voicemail recording and its transcript are kept with the person's record and are removed when that record is permanently deleted. Audit records are never deleted at all.

Personal details are cleared from client records on closed matters. Each matter has a retention period, which is seven calendar years unless it has been set to something else. Once a week, a scheduled job looks at every matter marked closed. For each claim on it that closed longer ago than the matter's retention period, it clears the claim's primary client record: the first and last name are replaced with “[redacted]”, and the middle name, alias, suffix, salutation, email address, home and mobile phone numbers, date of birth, date of death, the last four digits of a Social Security number, mailing address and notes are removed. Other people added to the claim as co-plaintiffs are not changed. A person who is also on another claim, whether as its primary client or as a co-plaintiff, is cleared only once every claim they are on is on a closed matter and closed longer ago than that matter's retention period. So a person who is also on a claim in a matter that is still open is not cleared until that matter has closed and that claim has also been closed for longer than the matter's retention period. A matter whose retention period is set to “permanent” is left alone. The client record and the claim, with its claim number, are kept. Nothing else about the person is removed: the rest of the client record, any phone numbers stored for recognising incoming calls, their portal sign-in if they have one, any lead record about them, and their messages, documents and test results are kept. So is the audit record, including earlier entries that show some of the details that were cleared, such as the name and email address.

Where a firm saves conversations with the staff assistant described in section 4, the same weekly job deletes the messages in a saved conversation once it has had no activity for the number of days the firm sets, which is 365 unless the firm changes it. The conversation is then marked archived and its title is replaced. The job skips a conversation that a member of staff has already archived, and it skips every conversation of a firm that has turned saving off. The messages in those are kept.

The only files that are ever permanently removed are ones that were never attached to anything — a file picked on an intake form that was then abandoned, or a portal message attachment that was never sent — and even those are skipped if a member of staff has hidden them or placed a legal hold on them. A legal hold blocks destruction outright.

We keep records for as long as the matter, our agreements, and applicable record-keeping rules require. Because matters of this kind can stay open for many years, that period is long.

A free mobile beta waitlist entry is different and shorter to explain: it is kept until you ask us to remove it. There is no expiry clock on it either, and no automatic deletion, so asking is the way it goes — write to the address in section 12 and a person will take you off the list. It is not connected to a matter, so none of the hold obligations above apply to it.

When you delete your own account. Your sign-in is erased, and your email address, photo, preferences and notifications are removed from your account, along with any personal Google Calendar connection you made. What stays is the firm's record of its work: the firm keeps your name on the records you created or worked on, shown as a former member, and the audit record keeps your email address, your name, and the IP address and browser you used for each action it logged, including the deletion itself. Both are kept for the same reasons as the case records above.

8. Your rights

Depending on where you live, you may be able to ask for a copy of the personal information we hold about you, ask us to correct it, ask us to delete it, or object to how it is used. To make a request, write to us at the address in section 12. We may need to verify who you are, and where the information sits inside a law firm's workspace we will coordinate with that firm.

Two honest limits. First, deletion is not always available: records connected to an open matter are subject to hold obligations, and audit records cannot be removed. Where we cannot delete something we will tell you why. Second, if you sign in to a firm's workspace as a member of its staff, you can delete your own account yourself at any time, from Settings, on its own Delete my account page. Your access ends at once, and only what section 7 describes is kept. If you are the last person who can manage users while others still work in the workspace, you will be asked to hand that over first, and if you are the last staff member of a workspace held under a separate agreement with us, we close or hand over the workspace with you. Every other request is handled by a person, so please allow time for a reply.

If you have a client portal account, you can see and use much of this yourself: your case progress, your property and its test results, documents shared with you, questionnaires assigned to you, and your messages with the team. You can upload documents, answer forms, and message us from there. A portal account can only ever reach your own records.

9. Cookies & similar technologies

Signing in sets session cookies; without them you cannot stay signed in. Inside the signed-in application we also set a small cookie that remembers an interface preference. Neither is optional and neither follows you to another website.

PostHog and Google Analytics run only if you agree. The first time you open a public page a banner asks. Until you answer, neither PostHog nor Google Analytics is started — Google's script is not fetched, PostHog's code, which arrives as part of this site's own scripts, is not switched on, neither sets a cookie, and nothing is sent to either. Declining keeps it that way. Accepting is remembered in a cookie of ours for six months, after which we ask again. If your browser sends a Global Privacy Control signal we treat it as a decision to decline, and do not show you the banner at all. You can change your answer whenever you like from cookie settings.

One cookieless count runs whatever you choose. Public pages are also counted by Vercel Web Analytics, a service of Vercel, which hosts this site. It runs whether you accept, decline, or send a Global Privacy Control signal, and it sets no cookie. For each public page opened it records the page address without its query string, the referring site when that is another site, your browser, operating system and device type, and an approximate location — country, region and city — derived from your IP address. Visitors are told apart only by a hash of the request, which Vercel discards after 24 hours. Nothing inside the signed-in application is counted this way.

If you do accept, what PostHog and Google Analytics collect is anonymous usage statistics on public pages only — never inside the signed-in application. Visitors are not identified, no profile is built for them, screens are not recorded, and clicks and form fields are not captured; what is collected is which pages were opened and left, a few named steps, such as opening a matter or starting or submitting a form, the approximate location described in section 2, and the choices made in the price builder. Blocking cookies in your browser works as well, and may stop parts of the site working.

10. International transfers

Information is stored and processed in the United States, and our providers are located there. We do not currently offer storage in any other region. If you access the Services from outside the United States, your information will be transferred to and processed in the United States.

11. SMS & telephone communications

We process phone numbers, message content and attachments, and call metadata — who called whom, the direction, the time and the length — to deliver and log those communications. Pictures and files sent by text are saved to the record.

Calls placed and answered through the platform are not recorded and not transcribed. No recording is made, no announcement is played because there is nothing to consent to, and no audio of a call is ever sent to a transcription service. If nobody answers, callers can leave a voicemail. Where a workspace has turned on voicemail recording for that line, the message is transcribed by our telephone provider, and the message and a written transcript are kept in our private storage, not at our telephone provider, until the person's record is permanently deleted. The provider's copies, of the audio and of the text, are deleted once we have them. Only team members allowed to contact that person can play the message or read the transcript, and every play is logged. Otherwise we keep only the fact that a voicemail was left and how long it was. Where a call is instead placed or received through the Twilio mobile app, that app can supply a recording link and a transcript, and those are stored; both are restricted to attorney and administrator accounts, while everyone else can see that the call was recorded without being able to open it.

SMS consent and opt-out status, including STOP, START and HELP messages, is recorded so we honour your preferences and to support TCPA and A2P 10DLC compliance. A STOP applies to every record holding that number. Message frequency varies. Message & data rates may apply. Message and call data is shared only with the telecommunications provider needed to deliver it; we do not sell this information, and mobile information is not shared with third parties for their own marketing purposes.