Privacy Policy

Last Updated: January 22, 2025

VisitProof LLC ("Company," "we," "us," or "our") operates CaseTime, a custody documentation platform. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our website, mobile applications, and services (collectively, the "Service").

We understand that you are entrusting us with sensitive personal information related to family and legal matters. We take this responsibility seriously and are committed to protecting your privacy.

1. Information We Collect

1.1 Information You Provide

We collect information you voluntarily provide when using the Service, including:

• Account Information: Name, email address, password, and phone number when you create an account
• Profile Information: Additional details you choose to add to your profile
• Case Documentation: Incidents, events, journal entries, schedules, and other content you create within the Service
• Uploaded Files: Documents, photos, screenshots, and other files you upload as evidence
• Communications: Messages you send to us for support or feedback
• Payment Information: Billing details when you subscribe to paid features (processed by secure third-party payment processors)

1.2 Information Collected Automatically

When you access the Service, we automatically collect certain information, including:

• Device Information: Device type, operating system, unique device identifiers, and mobile network information
• Log Information: Access times, pages viewed, IP address, and the page you visited before navigating to our Service
• Location Information: General location based on IP address (we do not collect precise GPS location without your explicit consent)
• Usage Information: Features used, actions taken, and time spent on the Service

1.3 Information from Third Parties

We may receive information from third parties, including:

• Authentication providers if you sign in using Google, Apple, or other third-party services
• Payment processors regarding transaction status
• Analytics providers to help us understand Service usage

2. How We Use Your Information

We use the information we collect for the following purposes:

Purpose	Description
Provide the Service	To operate, maintain, and deliver the features and functionality of CaseTime
Account Management	To create and manage your account, process transactions, and send administrative communications
Improve the Service	To understand how users interact with the Service and make improvements
Security	To detect, prevent, and address technical issues, fraud, and security concerns
Communications	To respond to your inquiries and provide customer support
Legal Compliance	To comply with legal obligations and enforce our terms and policies

3. Data Security

We implement robust security measures to protect your information:

• Encryption: All data is encrypted in transit using TLS/SSL and at rest using AES-256 encryption
• Access Controls: Strict access controls limit who can access user data within our organization
• Infrastructure: We use secure, reputable cloud infrastructure providers with SOC 2 compliance
• Monitoring: Continuous monitoring for security threats and vulnerabilities
• Authentication: Secure authentication methods including support for two-factor authentication
• Regular Audits: Periodic security assessments and penetration testing

4. Data Sharing and Disclosure

We do not sell your personal information. We may share your information in the following limited circumstances:

4.1 With Your Consent

We may share information when you explicitly authorize us to do so, such as when you use sharing or export features.

4.2 Service Providers

We work with trusted third-party service providers who assist us in operating the Service, including:

• Cloud hosting and infrastructure providers
• Payment processors
• Email service providers
• Analytics providers
• Customer support tools

These providers are contractually obligated to protect your information and may only use it to provide services to us.

4.3 Legal Requirements

We may disclose your information if required by law, such as:

• In response to a subpoena, court order, or other legal process
• To comply with applicable laws or regulations
• To protect our rights, property, or safety, or that of our users or the public
• To investigate potential violations of our Terms of Service

4.4 Business Transfers

If VisitProof LLC is involved in a merger, acquisition, or sale of assets, your information may be transferred as part of that transaction. We will provide notice before your information is transferred and becomes subject to a different privacy policy.

5. Data Retention

We retain your information for as long as necessary to provide the Service and fulfill the purposes described in this Privacy Policy. Specifically:

• Active Accounts: We retain your data while your account is active
• Closed Accounts: After account deletion, we may retain certain information for up to 90 days for backup purposes and to comply with legal obligations
• Legal Requirements: We may retain information longer if required by law or to resolve disputes

6. Your Rights and Choices

6.1 Access and Export

You can access and export your data at any time through the Service's export features. This allows you to download your incidents, timelines, and other documentation.

6.2 Correction

You can update or correct your account information at any time through your account settings.

6.3 Deletion

You can request deletion of your account and associated data by contacting us at privacy@casetime.com. We will process deletion requests within 30 days, subject to legal retention requirements.

6.4 Communication Preferences

You can opt out of promotional communications by following the unsubscribe instructions in those messages. Note that you may still receive transactional communications related to your account.

6.5 California Residents

California residents have additional rights under the California Consumer Privacy Act (CCPA), including:

• The right to know what personal information we collect and how it is used
• The right to delete personal information
• The right to opt out of the sale of personal information (we do not sell personal information)
• The right to non-discrimination for exercising privacy rights

6.6 European Users

If you are located in the European Economic Area (EEA), you have additional rights under the General Data Protection Regulation (GDPR), including:

• The right to access your personal data
• The right to rectification of inaccurate data
• The right to erasure ("right to be forgotten")
• The right to restrict processing
• The right to data portability
• The right to object to processing

7. Children's Privacy

The Service is not intended for children under 18 years of age. We do not knowingly collect personal information from children under 18. If you are a parent or guardian and believe your child has provided us with personal information, please contact us at privacy@casetime.com.

8. Cookies and Tracking Technologies

We use cookies and similar tracking technologies to:

• Keep you logged in to the Service
• Remember your preferences
• Understand how you use the Service
• Improve the Service based on usage patterns

You can control cookies through your browser settings. Note that disabling cookies may affect the functionality of the Service.

9. Third-Party Links

The Service may contain links to third-party websites or services. We are not responsible for the privacy practices of these third parties. We encourage you to review the privacy policies of any third-party services you access.

10. International Data Transfers

Your information may be transferred to and processed in countries other than your country of residence. These countries may have different data protection laws. We take appropriate safeguards to ensure your information remains protected in accordance with this Privacy Policy.

11. 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 Privacy Policy on this page
• Updating the "Last Updated" date
• Sending you an email notification for significant changes

Your continued use of the Service after changes become effective constitutes your acceptance of the revised Privacy Policy.

12. Contact Us

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

VisitProof LLC
Email: privacy@casetime.com
Website: https://casetime.com

For data protection inquiries or to exercise your privacy rights, please email us at privacy@casetime.com with the subject line "Privacy Request."