Effective date: October 20, 2026
Scope and responsible parties
This Privacy Policy describes information handled through the Case Files Professional website, sales inquiries and software support. “We,” “us” and “our” refer to the Case Files Professional software provider operating this website. Contact us at info@casefilespro.com. This notice does not replace an agency’s own privacy notice for investigative records or the separate terms governing a customer deployment.
Information you provide
When you contact us, we receive the name, email address, organization, telephone number, product selection and message you submit. We may also receive correspondence, demonstration requirements, support materials and commercial records needed to manage the relationship. Please do not send passwords, payment-card details or confidential investigative evidence through the public contact form. If support requires sensitive material, arrange an appropriate transfer method first.
Technical information and cookies
Requests to the website expose technical information to the web server and its infrastructure providers, such as IP address, request time, browser or user-agent information, requested pages and security events. WordPress and configured services may use cookies or similar storage for sign-in, security, preferences and administration. The contact form uses Cloudflare Turnstile when configured; it processes browser and device signals to distinguish legitimate requests from automated abuse. Hosting and security configurations determine the technical logs retained. Third-party integrations may have their own notices.
How we use information
We use information to answer inquiries, arrange demonstrations, provide requested services and support, maintain business records, prevent abuse, investigate technical problems and comply with legal obligations. We do not treat a request for a demonstration as permission for unrelated marketing. Where applicable law requires consent for optional communications or nonessential tracking, that consent is required separately; reading this policy is not consent.
Recipients and service providers
Information may be handled by hosting, email, security and other service providers as needed to deliver the relevant service, and by personnel authorized to respond to your request. We may disclose information where legally required, to protect rights and security, or in a business transfer subject to applicable safeguards. The public contact form is not a public posting service. We do not sell contact-form submissions or use them for cross-context behavioral advertising.
Customer software and agency records
Customer agencies determine the purposes, authorized users and retention of their case records. With self hosting, the agency and its chosen infrastructure providers operate the server; buying our software does not itself give us routine access to that server. With hosting through us, records are processed to deliver the agreed service under the customer arrangement. Authorized support access or transfers may occur when needed and approved. Agencies remain responsible for lawful collection, notices, permissions and disclosure decisions. Access, correction or deletion requests concerning agency records should ordinarily begin with that agency.
AI, research and optional integrations
Features such as AI assistance, public-source research, maps, storage and payment integrations can involve separate providers when configured and used. The connected deployment determines which providers receive which inputs. An agency must review those providers and its authority to submit personal or confidential data before enabling a feature. Publicly accessible information can still be personal data. AI output and possible record matches require independent review; they are not verified findings.
Retention and security
We keep inquiry and service information for as long as reasonably needed for the request, customer relationship, security, legal duties and dispute handling. The appropriate period depends on the record and applicable obligations; this policy does not establish a universal retention period. Email archives and backups may retain copies until their normal expiry, subject to lawful preservation. We use measures appropriate to the service and risks, but no website, device or transmission is completely secure.
Your choices and requests
You may request access, correction or deletion of information we control by emailing info@casefilespro.com with the subject “Privacy request.” Identify the relevant relationship and information, without sending unnecessary sensitive documents. We may verify your identity and authority. Depending on your location and the law applicable to the processing, you may also have rights to a copy, portability, restriction, objection, withdrawal of consent, an appeal or a complaint to a regulator. Requests are handled within applicable legal time limits and exceptions. We will explain a refusal or retention requirement when required. Agency-controlled records may require coordination with that agency.
International access and children
Data may be processed in the countries where the relevant agency, hosting or service providers operate. Where legally required, the responsible organization must establish an appropriate transfer mechanism. The website and professional software are not directed to children under 13, and the public inquiry form should not be used to submit their information. Contact us if you believe a child has submitted information to us improperly.
Changes and contact
The effective date appears above. We will update this page when our practices change and provide additional notice where legally required. Privacy questions and requests may be sent to info@casefilespro.com. This notice explains data practices; it does not waive statutory rights or replace a signed service or data-processing agreement.