Privacy and Cookies

1. Who we are (and how to contact us)

Controller for Website data: AAPTERA LTD (Company No. 16869753)

If you have questions about this Notice or how we handle personal data, contact us at hello@casecloud.co.

You have the right to complain to the UK Information Commissioner's Office (ICO). We would appreciate the opportunity to address your concerns first, so please contact us before approaching the ICO.

2. The legal framework we follow

We process personal data in accordance with applicable UK data protection law, including:

• the UK GDPR; and

• the Data Protection Act 2018,

together with any other applicable privacy laws and guidance.

3. When we are controller vs processor

3.1 Website interactions (we are controller)

For personal data collected through casecloud.co (e.g., enquiry forms, marketing subscriptions, and analytics cookies), AAPTERA LTD is the data controller. This Notice applies.

3.2 CaseCloud service data (we are usually processor)

When your organisation uses the CaseCloud platform, personal data in that platform is typically controlled by your organisation (the "Customer") as data controller. In that context, we act as a data processor on the Customer's instructions under the applicable service contract and data processing terms. If you have questions about platform data, you should also refer to your organisation's privacy information.

4. Personal data we collect

The personal data we collect depends on how you interact with us. We may collect:

4.1 Data you provide to us

Identity and contact details: name, email address, job title, organisation, phone number, and the content of your messages to us.
Business communications: records of enquiries, meeting scheduling, and correspondence.

4.2 Data we collect automatically

Technical data: IP address, browser type and version, device information, operating system, referral source, and time zone/locale.
Usage data: pages viewed, navigation paths, time spent on pages, and interactions with Website features.
Cookie data: as described in Section 9.

4.3 Data from third parties

We may receive limited data from service providers that support Website operations (for example analytics reporting outputs or spam protection signals) and from public sources where relevant to business communications.

4.4 Special category data

We do not intend to collect special category data (e.g., health, biometrics, religion, political opinions) via the Website. Please do not provide it to us via forms or email. If you provide it, we will handle it in accordance with applicable law and may delete it where it is not necessary.

5. How we collect personal data

We collect personal data through:

Direct interactions: when you submit a form, request a demo, download materials, or contact us.
Automated technologies: cookies and similar tools (see Section 9).
Business interactions: meetings, calls, and email exchanges initiated via the Website.

6. Why we use personal data (purposes and legal bases)

We use personal data only when we have a lawful basis.

6.1 Responding to enquiries and providing information

Purpose: respond to messages, arrange demos, provide requested materials, and manage business relationships.
Legal basis: legitimate interests and/or taking steps at your request prior to entering into a contract.

6.2 Operating, securing, and improving the Website

Purpose: maintain the Website, monitor performance, troubleshoot issues, prevent abuse, and improve content and user experience.
Legal basis: legitimate interests.

6.3 Analytics (Google Analytics 4)

Purpose: measure and understand aggregate Website usage (e.g., which pages are visited, how the Website performs, how users navigate).
Legal basis: consent, where required for analytics cookies.
We do not use GA4 to run behavioural advertising on this Website.

6.4 Marketing communications

Purpose: send updates about CaseCloud, events, and relevant content where you have asked to receive them or where permitted under applicable law for business communications.
Legal basis: consent where required, or legitimate interests where permitted. You can opt out at any time (see Section 10).

6.5 Legal and compliance

Purpose: comply with law, respond to lawful requests, establish or defend legal claims, and prevent fraud.
Legal basis: legal obligation and/or legitimate interests.

If you provide personal data about another person, you must ensure you are authorised to do so and that they have been directed to this Notice where appropriate.

7. Sharing personal data

We do not sell personal data.

We may share personal data with:

Website and business service providers (processors) that help us operate and secure the Website and manage communications (for example hosting, email, analytics, and security tooling);
professional advisers (lawyers, accountants, insurers) where necessary;
regulators, law enforcement, or courts where we are required to disclose information; and
buyers/transaction counterparties if we sell or restructure the business (subject to appropriate safeguards).

Service providers may only process personal data on our instructions and under contractual confidentiality and security obligations.

8. International transfers

If personal data is transferred outside the UK, we will ensure appropriate safeguards are in place as required by law (such as UK-approved contractual protections and associated assessments).

9. Cookies and similar technologies (including GA4)

9.1 What cookies are

Cookies are small text files stored on your device when you visit a website. Cookies help websites function, remember preferences, and measure usage.

9.2 Categories of cookies we use

We use the following categories:

Strictly necessary cookies: essential for core Website functionality and security. These do not require consent.
Functional cookies (optional): remember preferences and improve user experience.
Analytics cookies (optional): help us understand Website usage in aggregate and improve performance. We use Google Analytics 4 for this purpose.
Marketing/targeting cookies: we do not use behavioural advertising cookies on casecloud.co.

9.3 Consent and "Cookie Settings"

Where required by UK law, we will ask for your consent before setting non-essential cookies. You can review or change your choices at any time using Cookie Settings on the Website.

9.4 Google Analytics 4

GA4 helps us understand aggregate usage of the Website. Depending on configuration, GA4 may collect information such as:

pages visited and navigation behaviour;
approximate location (derived from IP address);
device and browser information; and
interaction and performance metrics.

9.5 Cookie list

We maintain details of cookies in our cookie controls and/or within this Notice. The exact cookies and durations may change as we update the Website. You can view current cookies via Cookie Settings.

9.6 Managing cookies in your browser

You can also control cookies through browser settings to block or delete cookies. Blocking strictly necessary cookies may prevent parts of the Website from functioning properly.

10. Marketing preferences

You can opt out of marketing at any time by:

using the unsubscribe link in marketing emails (if provided); or
contacting hello@casecloud.co.

Opting out will not affect non-marketing communications, such as replies to enquiries.

11. Data retention

We keep personal data only for as long as necessary for the purposes described in this Notice, including legal and operational needs. Retention varies by category (for example enquiry correspondence, security logs, and marketing preferences). Where you opt out of marketing, we may retain minimal information in a suppression list to ensure we respect your preferences.

12. Security

We use appropriate technical and organisational measures to protect personal data, including access controls and security practices suited to the nature of the data and risk.

No transmission over the internet is completely secure. You should take care when sending information online.

13. Your rights

Subject to legal conditions and exceptions, you may have the right to:

access your personal data;
correct inaccurate data;
request deletion;
restrict processing;
object to processing;
request data portability (where applicable); and
withdraw consent where processing is based on consent.

To exercise rights, contact hello@casecloud.co.

14. Automated decision-making and profiling

We do not use the Website to make automated decisions that produce legal or similarly significant effects about you. If this changes, we will update this Notice and provide the information required by law.

15. Third-party links

The Website may link to third-party websites. We do not control those sites and this Notice does not apply to them. Review their privacy information before providing personal data.

16. Liability

Nothing in this Notice limits or excludes liability that cannot be limited or excluded by law (including liability for death or personal injury caused by negligence, fraud, or fraudulent misrepresentation).

To the maximum extent permitted by law, we are not liable for any indirect, consequential, or special loss arising from your use of the Website or our processing of your personal data, including loss of profits, business, revenue, goodwill, anticipated savings, or data.

17. Changes to this Notice

We may update this Notice from time to time. The "Last updated" date indicates when the current version took effect.

18. Contact

Questions about this Notice can be sent to hello@casecloud.co.

CaseCloud Privacy and Cookie Notice