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, download a guide, 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.

04Cookies and Advertising

Our website uses cookies. Some are necessary for the site to work. Others are set by Google as part of Google Ads conversion tracking, which tells us whether someone who clicked one of our advertisements went on to request a demonstration.

That measurement records the fact that a form was submitted and the advertisement that led to it. It does not send Google the contents of your enquiry — what you wrote about your institution, your role, or what you need.

None of this operates inside the Casearoo platform. Advertising and conversion tracking run only on this marketing website. The platform where institutions store case records, reports and directory information carries no advertising technology of any kind, and institutional data is never used for advertising, as described in section 02.

You can opt out at any time. Most browsers allow you to block or delete cookies in their settings, and Google provides its own controls at adssettings.google.com. Blocking these cookies does not affect your ability to use this website or request a demonstration.

05Data 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 our website and 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. For our website, these include Cloudflare, which hosts the site, stores our downloadable guides, and runs Turnstile, a check that confirms form submissions come from a person; Formspree, which receives website form submissions; Sprintful, which runs the scheduling calendar when you book a demonstration; and Twilio SendGrid, which delivers emails such as guide download links. We may disclose information where required by law, and where legally permitted we will notify the affected institution before doing so.

06Data 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.

07Data 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.