CaseClear Privacy Policy

1. Introduction

Welcome to CaseClear. CaseClear ("we," "our," or "us") provides documentation and workflow support tools for therapists, special educators, and related professionals.

This Privacy Policy explains how we collect, use, and protect information when you use our website, applications, and related services (collectively, the "Platform").

CaseClear is designed to help professionals generate documentation drafts such as daily notes, progress summaries, and reports — but it is not a system of record and does not collect or store personally identifiable information (PII) or protected health information (PHI).

2. What We Do (and Don't) Collect

a. Information You Provide

We collect only limited information necessary to operate the Platform, such as:

• Account details (name, email, organization)
• Payment or subscription information (processed through our payment provider)
• Voluntary feedback or support inquiries

b. Information We Do Not Collect

CaseClear does not collect or store:

• Student or client names
• Dates of birth
• Addresses or contact information
• School, district, or clinic identifiers
• Student ID numbers or other unique identifiers
• Any information that would make a student or patient personally identifiable

Users are instructed to de-identify all data before entry. For example, use "Student A" or a random code instead of a real name.

3. Purpose of Processing

We process de-identified inputs only for the purpose of generating:

• Draft daily notes, progress summaries, or lesson plans
• Productivity analytics or usage metrics (aggregated and anonymized)
• Customer service or support responses

We never use input data for marketing, resale, or model training.

4. Educational and Health Information

CaseClear is not intended to serve as a System of Record under FERPA or HIPAA.

• The Platform does not maintain education records or health records.
• All identifiable records remain under the custody and control of the user's school, district, or healthcare organization.
• Because CaseClear operates exclusively with de-identified data, FERPA and HIPAA generally do not apply to our operations.

Users are solely responsible for complying with their institutional policies and applicable laws when transferring outputs into official systems.

5. Data Storage and Security

Although we do not store PHI or PII, we maintain high security standards to protect all user content:

• Encryption in transit: All communications are protected by HTTPS/TLS.
• Encryption at rest: All stored data (e.g., anonymized session text, account settings) is encrypted using AES-256 or equivalent.
• Access controls: Only authorized personnel can access operational systems.
• Regular monitoring and auditing for potential vulnerabilities.

We may store anonymized usage data (e.g., number of notes generated, average session length) to improve system performance.

6. Cookies and Analytics

• We use limited analytics tools (e.g., Google Analytics or similar) to understand aggregate usage trends.
• These analytics do not track individual student or client information.
• You may disable cookies in your browser settings without affecting the main functionality of the Platform.

7. Data Retention and Deletion

• We retain user account information only as long as your account remains active.
• You may delete your account at any time, and we will remove associated information promptly.
• All anonymized or aggregated data is retained only for legitimate business or statistical purposes.
• We do not keep any data that can identify an individual student or patient.

8. Third-Party Services

We may use third-party vendors for hosting, AI processing (OpenAI), and payment processing (Stripe).

Each vendor operates under a Data Processing Agreement (DPA) ensuring:

• No sale or reuse of user data
• Security measures consistent with this Privacy Policy
• Compliance with applicable privacy laws

A list of subprocessors is available upon request.

9. Children's Privacy

• CaseClear is intended for use by licensed professionals and educational staff, not by minors or students.
• We do not knowingly collect information directly from children under 18 years of age.
• If we become aware that identifiable information about a minor has been entered, we will delete it immediately upon discovery.

10. User Responsibilities

By using CaseClear, you agree to:

• Enter only anonymized or de-identified data;
• Avoid including names, birthdates, addresses, or student IDs;
• Use CaseClear outputs as drafts, not as permanent records;
• Retain all official records in your authorized system of record.

Failure to comply with these requirements may violate FERPA or HIPAA and is the sole responsibility of the user.

11. Your Rights

Depending on your jurisdiction, you may have rights to:

• Access or correct your account information
• Request deletion of your account
• Opt-out of marketing or analytics cookies

To exercise these rights, contact us at [email protected].

12. Data Breach and Security Incidents

In the unlikely event of a data incident involving user account data, we will:

• Notify affected users as soon as reasonably possible,
• Provide details of the nature and scope of the incident, and
• Take immediate remedial steps to prevent recurrence.

Because CaseClear does not store identifiable student or patient data, the risk of exposure of PII/PHI is minimized.

13. Updates to This Policy

We may update this Privacy Policy from time to time to reflect product changes or new legal requirements. The revised version will be posted on this page with an updated effective date.

14. Contact Us

If you have questions about this Privacy Policy or data practices, contact:

CaseClear Privacy Team

Email: [email protected]

Website: https://caseclear.net