Privacy Policy

Last updated: January 2025

1. Introduction

CaseAssistant ("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 use our document preparation and administrative support services.

2. Information We Collect

2.1 Information You Provide

• Contact details (name, email, phone number, firm name)
• Case information and legal documents you submit for processing
• Payment and billing information
• Communications with our team

2.2 Information We Collect Automatically

• Website usage data and analytics
• IP addresses and browser information
• Cookies and similar tracking technologies

3. How We Use Your Information

• To provide document preparation and administrative services
• To communicate with you about your cases and our services
• To process payments and maintain billing records
• To improve our services and website functionality
• To comply with legal obligations and regulatory requirements

4. Legal Basis for Processing

We process your personal data based on:

• Contract performance: To deliver the services you've requested
• Legitimate interests: To operate our business and improve our services
• Legal compliance: To meet regulatory and legal requirements
• Consent: Where you've given specific consent for certain activities

5. Data Security and Confidentiality

We understand the sensitive nature of legal documents and maintain strict security measures:

• Encrypted file transfer and storage systems
• Access controls and staff confidentiality agreements
• Regular security audits and updates
• Secure disposal of documents after completion
• Professional indemnity insurance coverage

6. Data Sharing and Disclosure

We may share your information with:

• Trusted service providers who assist in delivering our services
• Legal and regulatory authorities when required by law
• Professional advisors (accountants, lawyers, insurers)

We never sell your personal data to third parties or use it for marketing purposes without your explicit consent.

7. Data Retention

We retain your personal data only as long as necessary for the purposes outlined in this policy:

• Case documents: Retained for 7 years after completion (standard legal practice)
• Contact information: Retained while you remain a client plus 2 years
• Financial records: Retained for 7 years as required by law
• Website analytics: Anonymized after 26 months

8. Your Rights Under GDPR

You have the right to:

• Access: Request copies of your personal data
• Rectification: Correct inaccurate or incomplete data
• Erasure: Request deletion of your data (subject to legal obligations)
• Portability: Receive your data in a structured format
• Restriction: Limit how we process your data
• Objection: Object to processing based on legitimate interests
• Withdraw consent: Where processing is based on consent

9. Cookies and Website Analytics

Our website uses cookies to improve functionality and analyze usage. We use:

• Essential cookies for website functionality
• Analytics cookies to understand website usage
• Marketing cookies (with your consent) for advertising

You can control cookie preferences through your browser settings.

10. International Data Transfers

Your data is primarily processed within the UK. Any international transfers are protected by appropriate safeguards including adequacy decisions or standard contractual clauses.

11. Changes to This Policy

We may update this Privacy Policy periodically. Significant changes will be communicated via email or website notice. Continued use of our services constitutes acceptance of updates.

12. Contact Information

For privacy-related questions or to exercise your rights, contact us:

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.