Privacy Policy

1. Introduction

Caisely ("we," "our," or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our legal case management platform and related services (collectively, the "Service").

By accessing or using our Service, you agree to the collection and use of information in accordance with this policy. If you do not agree with any part of this policy, please do not use our Service.

2. Information We Collect

2.1 Account Information

When you create an account, we collect:

• Name (first and last)
• Email address
• Date of birth
• Authentication credentials (managed through secure third-party providers)

2.2 Case and Legal Information

When using our case management features, we may collect and process:

• Incident details (date, time, location, description)
• Party information (names, roles, contact details)
• Case documentation and files
• Legal intake form responses
• Document signing records

2.3 Communication Data

We collect information related to communications, including:

• Email correspondence sent through our platform
• SMS messages and delivery status
• Notification preferences

2.4 Usage and Analytics Data

We automatically collect:

• Log data (IP address, browser type, pages visited)
• Device information
• Usage patterns and interactions with our Service
• Audit trails for compliance and security purposes

2.5 Organization Data

For business accounts, we collect:

• Organization name and type
• Team member information and roles
• Configuration preferences
• Lead source and referral information

3. How We Use Your Information

We use the collected information to:

• Provide and maintain our Service
• Process and manage legal cases and intake forms
• Facilitate document creation, signing, and storage
• Send transactional communications (confirmations, reminders, notifications)
• Enable automated follow-up workflows
• Provide AI-powered document analysis and insights
• Train and improve our AI and machine learning models to enhance Service functionality
• Generate reports and analytics
• Improve and personalize user experience
• Develop new features, products, and services
• Ensure platform security and prevent fraud
• Comply with legal obligations
• Communicate with you about updates, features, and support

3.1 Aggregated and De-identified Data

We may create anonymized, de-identified, or aggregated data from information we collect ("Aggregated Data"). Aggregated Data does not personally identify you and is not considered personal information under applicable law. We may use Aggregated Data for any lawful purpose, including research, analytics, improving our Service, developing new features, and creating industry benchmarks and insights.

3.2 AI and Machine Learning

Our Service uses artificial intelligence and machine learning technologies to provide features such as document analysis, automated insights, and workflow optimization. To improve these capabilities, we may use your content to train our AI models. This training is conducted using appropriate technical safeguards, including data minimization and access controls consistent with SOC 2 requirements. You may opt out of having your content used for AI training by contacting us, though this may limit certain AI-powered features.

4. Information Sharing and Disclosure

We may share your information in the following circumstances:

4.1 Service Providers

We engage trusted third-party companies to perform services on our behalf, including:

• Cloud storage and hosting providers
• Document signing services
• Email and SMS delivery services
• Authentication providers
• AI and machine learning services for document processing
• Analytics providers

4.2 Business Transfers

In the event of a merger, acquisition, or sale of assets, your information may be transferred as part of that transaction.

4.3 Legal Requirements

We may disclose your information if required by law, court order, or governmental authority, or when we believe disclosure is necessary to protect our rights, your safety, or the safety of others.

4.4 With Your Consent

We may share information with third parties when you have given us explicit consent to do so.

4.5 Organization Members

Within your organization, information may be visible to authorized team members based on their roles and permissions.

5. Data Security

We implement appropriate technical and organizational measures to protect your personal information in accordance with industry standards, including SOC 2 Type II requirements. Our security measures include:

• Encryption of data in transit (TLS 1.2+) and at rest (AES-256)
• Secure authentication mechanisms including multi-factor authentication
• Regular security assessments, penetration testing, and vulnerability scanning
• Role-based access controls and principle of least privilege
• Comprehensive audit logging and monitoring
• File integrity verification and change detection
• Incident response procedures and breach notification processes
• Employee security training and background checks
• Vendor security assessments for third-party service providers

While we strive to protect your information using commercially reasonable safeguards, no method of electronic transmission or storage is 100% secure. We cannot guarantee absolute security but are committed to promptly addressing any security incidents in accordance with applicable laws and our incident response procedures.

6. Data Retention

We retain your personal information for as long as necessary to fulfill the purposes described in this policy, unless a longer retention period is required or permitted by law. When determining retention periods, we consider:

• The nature of the data and sensitivity
• Legal and regulatory requirements
• Business needs and contractual obligations
• Your preferences and account status

7. Your Rights and Choices

Depending on your location, you may have the right to:

• Access the personal information we hold about you
• Request correction of inaccurate information
• Request deletion of your personal information (subject to legal retention requirements)
• Object to or restrict certain processing activities
• Request data portability in a commonly used, machine-readable format (where technically feasible)
• Withdraw consent where processing is based on consent
• Opt out of marketing communications
• Opt out of AI model training (which may limit certain features)

To exercise these rights, please contact us using the information provided at the end of this policy. We will respond to your request within the timeframe required by applicable law (typically 30-45 days). We may need to verify your identity before processing your request. Certain requests may be subject to limitations based on legal obligations, legitimate business interests, or technical constraints.

8. Cookies and Tracking Technologies

We use cookies and similar technologies to enhance your experience, analyze usage patterns, and personalize content. You can manage cookie preferences through your browser settings.

9. Third-Party Links and Integrations

Our Service may contain links to third-party websites or integrate with third-party services. We are not responsible for the privacy practices of these third parties. We encourage you to review their privacy policies before providing any personal information.

10. Children's Privacy

Our Service is not intended for children under 18 years of age. We do not knowingly collect personal information from children. If you believe we have collected information from a child, please contact us immediately.

11. International Data Transfers

Your information may be transferred to and processed in countries other than your country of residence. We ensure appropriate safeguards are in place to protect your information in compliance with applicable data protection laws.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of any material changes by posting the new policy on this page and updating the "Last updated" date. Your continued use of the Service after any changes constitutes acceptance of the updated policy.

13. Contact Us

If you have any questions about this Privacy Policy or our data practices, please contact us at:

• Email: support@caisely.com
• Website: Contact Form