Privacy Policy
Last Updated On 29-Jan-202

This Privacy Policy describes the policies of Casepal, capetown, Western Cape 7400, South Africa, email: info@casepal.co.za, phone: +27 646610667  on the collection, use and disclosure of your information that we collect when you use our website ( https://za.casepal.co.za/ ). (the “Service”). By accessing or using the Service, you are consenting to the collection, use and disclosure of your information in accordance with this Privacy Policy. If you do not consent to the same, please do not access or use the Service.
We may modify this Privacy Policy at any time without any prior notice to you and will post the revised Privacy Policy on the Service. The revised Policy will be effective 180 days from when the revised Policy is posted in the Service and your continued access or use of the Service after such time will constitute your acceptance of the revised Privacy Policy. We therefore recommend that you periodically review this page.

User : Client using casepal to run their practice

Information We Collect:
We will collect and process the following personal information about you:

Name
Email
Mobile
Work Address
Lawfirm /Practise Name

How We Collect Your Information:
We collect/receive information about you in the following manner:

When a user fills up the registration form or otherwise submits personal information
Interacts with the website
From public sources

How We Use Your Information:
We will use the information that we collect about you for the following purposes:

Creating user account
Processing payment
If we want to use your information for any other purpose, we will ask you for consent and will use your information only on receiving your consent and then, only for the purpose(s) for which grant consent unless we are required to do otherwise by law.

How We Share Your Information:
We will not transfer your personal information to any third party without seeking your consent, except in limited circumstances as described below:

Analytics
We require such third party’s to use the personal information we transfer to them only for the purpose for which it was transferred and not to retain it for longer than is required for fulfilling the said purpose.
We may also disclose your personal information for the following: (1) to comply with applicable law, regulation, court order or other legal process; (2) to enforce your agreements with us, including this Privacy Policy; or (3) to respond to claims that your use of the Service violates any third-party rights. If the Service or our company is merged or acquired with another company, your information will be one of the assets that is transferred to the new owner.

Retention Of Your Information:
We will retain your personal information with us for 90 days to 2 years after users terminate their accounts or for as long as we need it to fulfill the purposes for which it was collected as detailed in this Privacy Policy. We may need to retain certain information for longer periods such as record-keeping / reporting in accordance with applicable law or for other legitimate reasons like enforcement of legal rights, fraud prevention, etc. Residual anonymous information and aggregate information, neither of which identifies you (directly or indirectly), may be stored indefinitely.

Your Rights:
Depending on the law that applies, you may have a right to access and rectify or erase your personal data or receive a copy of your personal data, restrict or object to the active processing of your data, ask us to share (port) your personal information to another entity, withdraw any consent you provided to us to process your data, a right to lodge a complaint with a statutory authority and such other rights as may be relevant under applicable laws. To exercise these rights, you can write to us at info@casepal.co.za. We will respond to your request in accordance with applicable law.
Do note that if you do not allow us to collect or process the required personal information or withdraw the consent to process the same for the required purposes, you may not be able to access or use the services for which your information was sought.

Cookies Etc.
To learn more about how we use these and your choices in relation to these tracking technologies, please refer to our Cookie Policy.

Security:
The security of your information is important to us and we will use reasonable security measures to prevent the loss, misuse or unauthorized alteration of your information under our control. However, given the inherent risks, we cannot guarantee absolute security and consequently, we cannot ensure or warrant the security of any information you transmit to us and you do so at your own risk.

Grievance / Data Protection Officer:
If you have any queries or concerns about the processing of your information that is available with us, you may email our Grievance Officer at Casepal, capetown, email: info@casepal.co.za. We will address your concerns in accordance with applicable law.

Data Ownership and Handling

Casepal acknowledges that all legal case data, client records, and associated information entered into our system belong solely to the respective law firm and its authorized users. We do not claim ownership of any data submitted by lawyers or law firms using our platform.

  • Data Export: Upon request, Casepal will provide the full database collection of a law firm’s data in SQL format, allowing the firm to migrate or retain its records.
  • Finality of Data Transfer: Once the requested data export is handed over, Casepal is not responsible for any further handling, storage, loss, or security breaches that may occur outside our platform.
  • Data Retention After Account Termination: Data will be retained for a period of 90 days to 2 years post-termination, after which it may be permanently deleted from our servers, in compliance with GDPR, POPIA, and South African Data Protection Laws.

Data Breach Liability and Security Responsibility

Casepal employs industry-standard security measures to protect stored data. However, we are not liable for security breaches caused by the negligence of users, including but not limited to:

  • Failure to log out from a session.
  • Using Casepal on an unsecured or public device (e.g., public computers, shared office spaces).
  • Sharing login credentials with unauthorized persons.
  • Phishing, malware, or any cyberattack resulting from a lawyer’s actions outside our control.

In the event of a data breach:

  • Casepal will notify affected users within 72 hours as required under GDPR, POPIA, and applicable South African laws.
  • If a breach is caused by user negligence, Casepal shall not be held responsible for any legal, financial, or reputational damages incurred.

Children’s Privacy

Casepal does not knowingly collect or process data from individuals under the age of 18. If we become aware that a minor has provided personal data, we will take immediate steps to delete the information unless otherwise required by law.

International Data Transfers

Casepal operates within South Africa, but our infrastructure may involve cloud storage, backup, and processing in international locations. We ensure that any cross-border data transfers comply with GDPR, POPIA, and other applicable data protection laws.

If you are accessing our services from outside South Africa, you acknowledge that your data may be processed in a jurisdiction with different data protection standards.

AI and Automated Decision-Making

Casepal may utilize artificial intelligence (AI) and automated decision-making in features such as:

  • Document categorization and management.
  • Automated reminders and scheduling.
  • Data analytics for case tracking.

However, Casepal does not rely solely on automated processing for critical legal decisions. Users always retain the ability to review, modify, or override AI-generated insights.

Application Use Policy

By using Casepal, users agree to the following conditions:

  • Fair Usage: Misuse of our system, including fraudulent case entries, unauthorized data scraping, or excessive API requests, may result in account suspension.
  • Confidentiality: Users are responsible for maintaining the confidentiality of their client data.
  • Compliance with Laws: Lawyers and law firms using Casepal must adhere to applicable laws and professional conduct standards.

Complaints and Dispute Resolution

Users who have complaints regarding data privacy, service performance, or billing may contact Casepal’s Data Protection Officer at info@casepal.co.za.

  • Initial Resolution: Complaints will be acknowledged within 48 hours and addressed within 14 business days.
  • Escalation Process: If the complaint is not resolved, users may escalate the matter to the South African Information Regulator (POPIA Authority) or relevant legal body.

Value-Added Services

In addition to case management, Casepal offers the following optional value-added services:

  1. Website Creation
    • Websites are developed using WordPress.
    • Hosting and domain costs are the client’s responsibility unless a separate written agreement is made.
  2. IT Support (Online and Offline)
    • Assistance with server setups, cloud management, and troubleshooting.
    • Casepal is not liable for third-party software or external IT failures.
  3. Cybersecurity Training
    • Training for law firms on data protection, phishing prevention, and digital security.
    • Casepal is not responsible for any data breaches post-training.
  4. Digital Marketing
    • Services include SEO, Google keyword optimization, and social media marketing.
    • Performance outcomes are not guaranteed as search engine algorithms change dynamically.

Liability Disclaimer for Value-Added Services

  • Any third-party tool or platform used (e.g., Google Ads, Facebook, LinkedIn) is governed by its own policies and pricing, which Casepal does not control.
  • Casepal shall not be liable for any business losses, financial damages, or reputational risks resulting from external service limitations or changes.
  • Any modifications to services or billing must be agreed to in writing before implementation.

Support and Third-Party Assistance

Casepal provides technical support through:

  1. In-house staff for direct platform-related issues.
  2. Third-party service providers when necessary, depending on the nature and complexity of the issue.

Important Notes:

  • Casepal does not guarantee immediate resolution for issues requiring third-party intervention, as external service providers operate under their own policies and timelines.
  • Any third-party service fees incurred (if applicable) will be communicated in advance, with the law firm’s consent before proceeding.
  • Casepal bears no liability for delays or issues caused by third-party providers.

Force Majeure (Limitation of Liability for Uncontrollable Events)

Casepal shall not be held liable for delays, service interruptions, or loss of data due to circumstances beyond our reasonable control, including but not limited to:

  • Cyberattacks, hacking, data breaches beyond our control.
  • Internet or cloud service disruptions caused by third-party infrastructure providers.
  • Natural disasters, power failures, or war.
  • Government actions, new regulations, or unforeseen legal restrictions.
  • Any third-party service failures affecting Casepal’s value-added services.

If a Force Majeure event affects Casepal’s services, we will:

  • Notify users as soon as possible.
  • Take reasonable steps to minimize impact and restore services.

However, users acknowledge that Casepal cannot be held liable for any direct, indirect, or consequential damages resulting from these events.

System Updates & Notifications

Casepal is committed to continuously improving its platform and services. This may include feature updates, security enhancements, bug fixes, and policy revisions.

Notification of Updates

  • Users will be notified of major updates that may impact service functionality or data handling.
  • Casepal reserves the right to deploy minor updates, patches, and security fixes without prior notification to maintain platform security and efficiency.
  • Any changes to this Privacy Policy, Terms of Service, or related agreements will be communicated via:
    • Email notification to registered users.
    • In-app notifications within the Casepal dashboard.
    • Website announcements or legal notice updates.

User Responsibility for Updates

  • It is the responsibility of users to stay informed about updates and modifications.
  • Casepal is not liable for any disruptions or loss of access due to failure to review or implement updates.
  • Users must ensure their devices and browsers are compatible with Casepal’s latest software versions.

Clarifications on Casepal’s Role & Responsibilities

To prevent any misunderstanding or legal loopholes, these clarifications explicitly define Casepal’s scope of service, responsibilities, and limitations.

1. Casepal is a Platform, Not a Legal Service Provider

  • Casepal provides law firm management software, but it does not offer legal representation, legal advice, or case mediation.
  • Users are responsible for ensuring that all legal documentation, case handling, and compliance follow the appropriate South African, GDPR, and POPIA regulations.
  • Casepal is not liable for any legal disputes, missed deadlines, or lawyer malpractice issues arising from the use (or non-use) of the system.
  • Casepal provides value added services like Website development, SEO & Digital Marketing, Cybersecurity & IT Support services. These services have their own binding contract that is prepared, after consultation and agreement of objectives

2. User Responsibility for Data Accuracy

  • Casepal does not verify or audit the accuracy of case data, client information, or legal documentation input by users.
  • Users are solely responsible for ensuring their data is accurate, complete, and up to date.
  • Any legal, financial, or reputational damages resulting from incorrect data entry or failure to update case records shall not be Casepal’s liability.

3. Third-Party Integrations & External Services

  • Casepal may integrate with third-party tools (e.g., email providers, cloud storage, payment processors, marketing tools).
  • Users acknowledge that any third-party services are governed by their own policies and terms.
  • Casepal is not liable for service disruptions, data loss, or billing issues caused by third-party providers.

4. Billing & Subscription Terms

  • Law firms are billed based on the agreed subscription plan.
  • Additional charges apply for value-added services (e.g., website creation, cybersecurity training, IT support, digital marketing) Or Addons .
  • Website creation & hosting:
    • Websites are built using WordPress.
    • Hosting & domain fees are billed to the client by default unless a special agreement is made in writing.
  • IT Support, Cybersecurity, and Digital Marketing services are provided per agreed contracts.

5. Service Availability & Platform Downtime

  • Casepal aims for 99.9% uptime, but does not guarantee uninterrupted service.
  • Planned maintenance or emergency updates may cause temporary service interruptions, for which Casepal shall not be held liable.
  • Users will be notified in advance where possible.

6. Termination of Service & Account Closure

  • Users may request account closure at any time.
  • Casepal reserves the right to terminate access for violations of its Terms of Service, illegal activities, or misuse of the platform.
  • Upon termination, law firms may request a full data export in SQL format, after which Casepal holds no further responsibility for data handling.