Privacy Policy

1. Introduction

Casewise is a practice management platform designed for Australian migration agencies and migration professionals. Our platform provides software services including client management, visa case management, document management, communication tools, billing, reporting, AI-assisted features, and client portal functionality across web and mobile applications.

We are committed to protecting your privacy and handling personal information in accordance with the Australian Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs).

This Privacy Policy explains how we collect, use, disclose, store, and protect personal information when you use the Casewise website, the Casewise SaaS platform, the Casewise mobile applications, client portals, and related services and communications.

2. Information We Collect

We collect personal information that is reasonably necessary to provide our services.

Account & Business Information: name, business name, email address, phone number, billing information, user account credentials, and tenant/workspace information.

Client & Migration Information: full names, date of birth, gender, nationality, address and contact history, passport and identity information, visa and immigration history, employment and education history, travel history, skill assessment and English test information, dependent and family information, financial information, and supporting migration documents.

Uploaded Files: passports, bank statements, employment letters, visa grant notices, certificates, contracts, images, PDFs, and other supporting documents.

Communications: messages sent through the platform, chat interactions, AI-assisted conversation content, support requests, and notification preferences.

Connected Google Account Data: where you choose to connect a Google Calendar, the basic Google account identifiers and calendar event information needed to provide calendar synchronisation (see Section 8).

3. Sensitive Information

Casewise may process sensitive and confidential information, including identity documents and immigration-related records.

We only collect and process sensitive information with your consent, where reasonably necessary to provide our services, or where required or authorised by law.

Users of Casewise are responsible for ensuring they have lawful authority and consent to upload and manage the personal information of their clients within the platform.

4. How We Collect Information

We collect information directly from users during registration or use of the platform, when documents are uploaded, through forms and communications, via client portals, through mobile applications, through cookies and analytics tools, and automatically through system logs and usage tracking.

5. How We Use Personal Information

We use personal information to provide and operate the Casewise platform, manage user accounts and tenants, process payments and subscriptions, enable migration practice workflows, store and organise client records, provide customer support, improve platform functionality, analyse platform usage, secure the platform and detect fraud or misuse, send service notifications and updates, and provide AI-assisted features and automation tools.

6. AI-Assisted Features

Casewise may use artificial intelligence (AI) services to support chat functionality, workflow assistance, surveys and questionnaires, document assistance, and productivity features.

Information submitted through AI-assisted features may be processed by trusted third-party AI service providers. We take reasonable steps to ensure these providers maintain appropriate security and privacy protections.

Document-processing features, such as extracting information from documents or images supplied directly to Casewise, currently use Google's Gemini API. Google user data obtained through Google integrations is not provided to Gemini (see Section 8).

Users should avoid submitting unnecessary sensitive information into AI chat or prompt fields where possible.

7. Third-Party Services

We use trusted third-party providers to operate the platform, including Stripe for payments and billing, Amazon Web Services (AWS) for hosting, storage, security, and SMS services, Google Analytics for analytics and website usage tracking, Google (the Google Calendar API for optional calendar synchronisation and the Gemini API for document processing), and other AI service providers supporting platform functionality.

These providers may process data on our behalf under contractual obligations relating to privacy and security.

8. Google API Services & Google User Data

Casewise offers optional integrations with Google services, such as connecting a Google Calendar to synchronise appointments and reminders. These integrations are only activated when you explicitly choose to connect your Google account and grant Casewise the requested permissions through Google's consent screen.

Casewise only accesses Google user data necessary to provide the Google integration features explicitly enabled by the user. Casewise's use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy (https://developers.google.com/terms/api-services-user-data-policy), including the Limited Use requirements.

How we use Google user data: Google Calendar data is used solely to provide and improve the user-facing calendar synchronisation features within Casewise, such as displaying your calendar events in Casewise and creating or updating appointment events in your connected calendar. We do not use Google user data for advertising, and we do not sell it.

Sharing & transfer: We do not transfer Google user data to third parties except as necessary to provide the integration features you have enabled (for example, our cloud hosting provider), to comply with applicable law, for security purposes, or as part of a merger, acquisition or sale of assets where you are notified in advance. Casewise does not transfer Google Calendar API data to third-party AI/ML services for model training or other secondary purposes.

AI & machine learning: Google Workspace API data accessed by Casewise is not used to develop, improve, or train generalized artificial intelligence or machine learning models. Casewise uses Google's Gemini API for certain document-processing functionality, such as extracting information from documents or images supplied directly to Casewise. Google Calendar API data is not provided to Gemini as part of this functionality.

Human access: Casewise staff do not read Google user data except where you have given your consent (for example, to resolve a support request), where necessary for security purposes such as investigating abuse, to comply with applicable law, or where the data has been aggregated and anonymised for internal operations.

Revoking access & deletion: You can disconnect a Google integration from within Casewise at any time, or revoke Casewise's access through your Google Account permissions page (https://myaccount.google.com/permissions). Once access is revoked, Casewise no longer accesses your Google account. Google user data already stored in Casewise is retained only as long as needed to provide the integration features and is deleted in accordance with Section 14 (Data Retention) or on request to support@casewise.com.au.

9. Cookies & Analytics

Casewise uses cookies and similar technologies to maintain user sessions, improve functionality, understand usage patterns, monitor performance, and enhance user experience.

Google Analytics may collect information such as IP address, browser type, device information, pages visited, and interaction data. Users can control cookies through their browser settings.

10. Data Hosting & Security

Casewise infrastructure and data are hosted in Australia using AWS cloud infrastructure.

We implement reasonable technical and organisational safeguards designed to protect personal information, including encryption, secure authentication, role-based access controls, audit logging, tenant isolation, secure cloud hosting, and access restrictions.

However, no system can guarantee absolute security. We encourage users to take appropriate steps to protect their account credentials.

11. Multi-Tenant Platform

Casewise operates as a multi-tenant SaaS platform. Each migration agency or organisation using Casewise operates within its own isolated tenant environment and is responsible for managing its users, controlling access permissions, ensuring the lawful collection and use of client data, and complying with applicable privacy obligations.

12. Disclosure of Information

We may disclose personal information to service providers assisting us in operating the platform, where required by law, to comply with legal obligations, to protect rights, security, or property, during business restructuring or acquisition, or with your consent.

We do not sell personal information.

13. International Data Processing

While primary hosting is located in Australia, some third-party providers or AI services may process limited information outside Australia. Where overseas disclosure occurs, we take reasonable steps to ensure appropriate safeguards are in place consistent with the requirements of the Australian Privacy Principles.

14. Data Retention

We retain personal information for as long as reasonably necessary to provide our services, comply with legal obligations, resolve disputes, maintain records, and enforce our agreements.

Users may request deletion of their information, subject to any legal, contractual, or operational requirements that may apply.

15. Access & Correction

Individuals may request access to personal information held about them and request corrections where appropriate. We may require verification of identity before responding to such requests.

Requests can be submitted to: support@casewise.com.au

16. Marketing Communications

We may send service announcements, product updates, and platform-related communications. Users may opt out of marketing communications using the unsubscribe options provided in those communications.

17. Children's Privacy

Casewise is not intended for direct use by children. However, migration agencies may upload information relating to minors as part of lawful immigration and visa processing activities, in accordance with applicable privacy laws.

18. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal obligations. Updated versions will be published at www.casewise.com.au.

Continued use of the platform after any updates constitutes acceptance of the revised Privacy Policy.

19. Contact Us

For privacy-related enquiries, requests, or complaints, please contact:

Casewise — Operated by Code Venture Pty Ltd · ABN: 98 664 769 797. Email: support@casewise.com.au · Website: www.casewise.com.au