Privacy Policy

01Information We Collect

We collect information you provide directly through our website, such as your name, email address, institution, and role when you request a demo, contact us, or sign up for updates. We also collect limited usage data — device information, browser type, and interaction patterns — to improve site performance. Some of this is collected automatically through cookies and analytics tools that help us understand how the site is used.

02Information We Process for Institutions

The Casearoo platform stores case records, reports, and people-directory information on behalf of the school districts and universities that use it. That data belongs to the institution — not to us. We process it only under the institution's direction, under a written agreement that includes a data processing agreement. Where student education records are involved, Casearoo operates as a "school official" with a legitimate educational interest under FERPA, at the institution's direction. We never sell this data, never use it for advertising, and never use it for any purpose other than providing the service.

03How We Use Your Information

We use website contact information to respond to inquiries, schedule demonstrations, provide onboarding and customer support, and send product updates, service notifications, and important account-related messages. We use aggregated usage data to improve our website and platform.

04Data Sharing and Third Parties

We do not sell personal information to third parties. We share limited data with trusted service providers that help us operate the platform — such as hosting, email delivery, and customer support tools — and each is required to protect that information and use it only to deliver services on our behalf. We may disclose information where required by law, and where legally permitted we will notify the affected institution before doing so.

05Data Security

We protect data with encryption in transit and at rest, role-based access controls, and US-based hosting infrastructure. Access to institutional data is limited to personnel who need it to provide the service. While no system can guarantee absolute protection, we continuously review and improve our safeguards.

06Data Ownership, Retention, and Deletion

Each institution owns its data unconditionally. Institutions may request a full export of their data in open formats at any time. When a contract ends, data is retained for a defined transition period and then permanently deleted, with written confirmation provided.