CASEBOOK APPLICATIONS PRIVACY POLICY

Last Updated: March 11, 2021

Casebook PBC, a public benefit corporation, and its affiliates (“Casebook”, “we” or “us”) is a public benefit corporation providing technology products and services, including the Casebook Platform, Casebook and other applications and services for human services. This Privacy Policy applies to information that either you submit or we collect from or about you when you use our mobile applications and other online products and services that link to this Privacy Policy, including the Casebook Platform, Casebook solutions, and our other applications for human services (collectively, our “Services”); contact our Customer Success or Help Desk team about the Services; or use our Knowledge Base or other resources that help you use the Services. Except as explained in the prior sentence, this Privacy Policy does not apply to any information submitted to or otherwise collected via the public-facing parts of our websites (including https://pbc.casebook.net/), which is instead covered by a separate privacy policy. 

This Privacy Policy applies to Customer End Users and Portal Users.  “Customer End Users” are employees, contractors, and agents that use and/or access the Services on behalf of our business, non-profit, and government entity customers (each a “Customer”). “Portal Users” are users who are invited to access the Portal portion of the Services, including social and human services providers (“Providers”), Customer’s clients (“Clients”), and others who use the Services to add, modify or view information about themselves, their businesses or their experiences with the Customer (including their subcontractors). Customer End Users and Portal Users are referred to collectively and individually as “users” or “you” in this Privacy Policy.

This Privacy Policy does not apply to aggregated or de-identified information that cannot reasonably be used to identify you.

We may change this Privacy Policy from time to time. If we make changes, we will notify you by revising the “Last Updated” legend at the top of this policy and, in some cases, we may provide you with additional notice (such as adding a statement to our website homepage or sending you a notification). We encourage you to review this Privacy Policy regularly to stay informed about our information practices and the choices available to you.

COLLECTION OF INFORMATION

Information You Provide to Us

When you submit information through the Services, we interact with that information that you submit to provide you with the Services. 

Information that you submit through the Services and that we may use/ collect include:

• User Information: Before you can use the Services, you may be required to provide certain information. We may collect information about you directly from you or a Customer that is necessary to create your user account and provide you access to the Services. This information may include your name, email address, state of residence, agency, company, or organization affiliation, phone number, substance of your inquiry, and any other information you choose to provide. 
• Casebook Platform Application Information: We store the information that you enter into the Casebook Applications as you utilize the Services, which may include information about yourself or others. 
• Information about Clients: If you use the Services in connection with serving Clients in a human services profession, we collect the information about Clients that you submit to the Services, including their names, dates of birth, demographic information, residences, social services eligibility and enrollment, and any other information that you choose to provide in the course of doing your work with those Clients. 
• Activity Information: We collect information about your activity on our Services, such as search terms that you enter, your ability to use the Services provided by Casebook PBC (such as being able to successfully execute an action like saving a newly created provider record), and your navigation within the Services.
• Device and Usage Information: We collect information about how you access our Services, including data about the device and network you use, such as your hardware brand and model, operating system, operating system version, mobile network, IP address, browser type, and app version. We also collect information about your activity on our Services, such as access times, pages viewed, links clicked, and the page you visited before navigating to our Services.
• Location Information: Depending on the specific Services utilized, and in accordance with your device permissions, we may also collect information about the precise location of your device. You may stop the collection of precise location information at any time by changing the preferences on your mobile device (see “Your Choices” below for details).
• Information Collected by Cookies and Similar Tracking Technologies: We (and our service providers) use tracking technologies, such as cookies and web beacons, to collect information about you. Cookies are small data files stored on your hard drive or in device memory that help us improve our Services and your experience, see which areas and features of our Services are popular, and count visits. For more information about cookies and how to disable them, see the “Your Choices” section below.

Information We Collect from Other Sources

We may also obtain information about you from other sources. For example, we may access information about you or obtain your publicly available information from third-party social media sites, and, with your permission, identity verification services, background check services, and other third-party sources. 

Information We Derive

We may derive information or draw inferences about you based on the information that we or our partners collect. For example, we may make inferences about your location based on your IP address or infer that you are searching for a particular feature of the Services based on your search terms. 

USE OF INFORMATION

We only use the information that we collect to provide the Services to you, and continuously improve those Services. We do not sell your information to third parties for their commercial gain. If you are a Portal User, we use your information to enable permitted Customers to utilize that information and provide services to you. We also use the information we collect to:

• Provide, maintain, and improve the Services and other products; 
• Process transactions and send you related information, including confirmations, receipts, invoices, and customers experience surveys;
• Send technical notices, security alerts, and support and administrative messages to you, and respond to your comments and questions, and provide you customer service;
• Communicate with you about products, services, and events offered by Casebook and others, and provide news and information we think will be of interest you (see Your Choices below for information about how to opt out of these communications at any time);
• Monitor and analyze trends, usage, and activities on our Services; 
• Tailor your experience on our Services;
• Detect, investigate, and prevent security incidents and other malicious, deceptive, fraudulent, or illegal activity, and protect the rights and property of Casebook and others;
• Debug to identify and repair errors in our Services; 
• Comply with our legal and financial obligations;
• Verify your identity; and
• Carry out any other purpose described to you at the time the information was collected.

SHARING OF INFORMATION

We share information that you submit to the Services in the following circumstances or as otherwise described in this policy: 

• If you are a Portal User, we share the information you submit with the Customers you select, who may also share the information with Providers or other contracted parties providing services to the Customer, with your consent and at your direction, to enable them to provide services to you and/or a Client;
• With vendors, service providers, and consultants that need access to personal information in order to perform services for us, such as companies that assist us with web hosting, payment processing, fraud prevention, customer service, and marketing and advertising;
• Publicly on our website, with your consent and permission, if you submit a product review or post content in another public area of our Services;
• If we believe disclosure is in accordance with, or required by, any applicable law or legal process, including lawful requests by public authorities to meet national security or law enforcement requirements;
• If we believe your actions are inconsistent with our user agreements or policies, if we believe you have violated the law, or to protect the rights, property, and safety of Casebook, our users, the public, or others;
• With our lawyers and other professional advisors where necessary to obtain advice or otherwise protect and manage our business interests;
• In connection with, or during negotiations of, any merger, sale of company assets, financing, or acquisition of all or a portion of our business by another company; 
• Between and among Casebook and our current and future parents, affiliates, subsidiaries, and other companies under common control and ownership; and
• With your consent or at your direction.

TRANSFER OF INFORMATION TO THE U.S. AND OTHER COUNTRIES

Casebook is headquartered in the United States and we have operations and service providers in the United States. We and our service providers may transfer your personal information to, or store or access it in, jurisdictions that may not provide equivalent levels of regulatory data protection as your home jurisdiction. We will take steps to ensure that your personal information receives an adequate level of protection in the jurisdictions in which we process it.

YOUR CHOICES

Account Information

If you are a Customer End User, you may be able to update certain information through your account, and if you are unable to do so, you should reach out to your organization’s internal point of contact for Casebook regarding your permissions. In some cases, you may need to contact the Casebook Help Desk at support@casebook.net.

If you are a Portal User, you may update and correct certain account information provided via the Services by logging into your account, or by reaching out to your Customer contact. If you wish to deactivate your account, you should contact your Customer contact, but note that we and/or the Customer may retain certain information as required by law or for legitimate business purposes. We may also retain cached or archived copies of information about you.

Additional Terms for Customers Opting in to using Services including Third Party Integrated Services

• Applicability: 
  • These Additional Terms apply to Customers who opt to use Services and authorize a Third Party Integrated Service to provide Customer Data to Casebook PBC.
• Compliance with Third Party Integrated Services:
  • Casebook may make available integrations with Third Party Integrated Services, wherein a Customer and/or, an End User may integrate or exchange Customer Data made available to Casebook PBC. By using the Services and these integrations, you must have acknowledged and reviewed each Third Party Integrated Service’s terms of use and privacy policies carefully and should check your privacy settings on each Third Party Integrated Service to understand what information that Third Party Integrated Service makes available to Casebook PBC. Casebook is not responsible for Third Party Integrated Service, or for any acts or omissions of Third Party Integrated Service.
• Access to and Editing Rights Regarding Third-Party Data and Content
  • If a Customer, and/or an End User authorize a Third Party Integrated Services, they will be permitting Casebook PBC (via the Services) to access their Customer Data that the Third Party Integrated Service makes available to Casebook PBC. As actions performed by a Customer and/or, an End User within the Services may impact their Personal Data or other information, including the possibly irreversible revision or total deletion. Customers and End Users are responsible for ensuring the appropriate treatment of this data and assume all potential liability for alteration of this data. 
• Third Party Integrated Services Access to Customer Data 
  • If a Customer and/or an End User authorize integration of these Third Party Integrated Services, they understand they are electing to permit third party applications, programs and/or databases to have access to or interact with Customer Data, and that they are solely responsible for ensuring the appropriate permissions and restrictions regarding third party applications, programs and/or database accesses to Customer Data are created, maintained and enforced. Casebook PBC has no responsibility for managing or restricting, nor does Casebook have any liability regarding, non-Casebook-managed Third Party access to Customer Data through such an Integration.

Location Information

When you first launch any of our mobile apps that collect precise location information, you will be asked to consent to the app’s collection of this information. If you initially consent to our collection of this location information, you can subsequently stop the collection of this information at any time by changing the preferences on your mobile device. If you do so, some of our Services may no longer function properly. You may also stop our collection of this location information by following the standard uninstall process to remove all of our mobile apps from your device.

Cookies

Most web browsers are set to accept cookies by default. If you prefer, you can usually choose to set your browser to remove or reject browser cookies. Please note that removing or rejecting cookies could affect the availability and functionality of some of our Services. 

Promotional Communications

You may opt-out of receiving promotional emails or text messages from Casebook by following the instructions in those communications or by managing your communication preferences in your account settings menu. If you opt out, we may still send you non-promotional emails, such as those about your account or our ongoing business relations.

Mobile Push Notifications

With your consent, we may send push notifications to your mobile device. You can deactivate these messages at any time by changing the notification settings on your mobile device.

CONTACT US

If you have any questions about this Privacy Policy, please contact us at: legal@casebook.net.