Privacy policy

This policy explains what personal data Legaltech processes when a law firm uses CaseFlow Desktop ("CaseFlow") and its integrations, and when you visit caseflow.co.il. The short version: the firm's case data lives on the firm's own computers, encrypted, and never reaches Legaltech's servers. Legaltech's servers see only what is needed to issue licences, to relay a few optional services, and to keep the software working.

The policy is written under Israel's Protection of Privacy Law, 5741-1981, as amended by Amendment 13, and the Protection of Privacy Regulations (Data Security), 5777-2017.

1. Who is responsible

The controller for the data described in sections 4 to 7 is Legaltech, Israel, contact privacy@caseflow.co.il. For the case data the firm keeps in CaseFlow (sections 2 and 3), the firm is the controller and Legaltech is not a processor: Legaltech has no access to it.

2. Data that stays on the firm's computers

Clients, contacts, cases, documents, hearings, time and billing records, e-mail and messages, and the details of meetings scheduled through Zoom (meeting id, topic, start time, duration, join link) are stored in a local database on each computer where CaseFlow is installed. The database is encrypted, and its key never leaves that computer. Credentials for connected services, including the Zoom authorisation tokens, are stored only on that computer. None of this is transmitted to Legaltech.

3. Google user data

When a firm connects a Google account, CaseFlow asks Google for the permissions below and uses each one only for the features named next to it:

• Google Calendar, events on calendars you own (https://www.googleapis.com/auth/calendar.events.owned): to show the events of your own primary Google Calendar in CaseFlow's calendar, to add the hearings and meetings you create in CaseFlow to it, to keep both sides up to date when an event is edited or deleted on either side, and to create a Google Meet link for a call you schedule. CaseFlow does not read your list of calendars, your calendar settings or who a calendar is shared with.
• Google Drive, only files CaseFlow creates (https://www.googleapis.com/auth/drive.file): to save copies of the documents the firm chooses to sync into a CaseFlow folder in its Drive. CaseFlow cannot see any other file in the Drive.
• Gmail, sending only (https://www.googleapis.com/auth/gmail.send): to send, from your own Gmail address, an e-mail you wrote inside a case and pressed Send on. CaseFlow never reads, lists, changes or deletes any message in your mailbox; this permission does not allow it to.
• Basic profile (openid, email, profile): to show which Google account is connected.

What CaseFlow receives from Google is stored only in the encrypted database on the firm's computer, and the Google authorisation tokens are kept only on that computer. None of it is sent to Legaltech's servers or to any third party, and none of it is sold or used for advertising.

Google user data and AI. Google user data is never sent to any AI model, neither to the managed AI described in section 4 nor to a model provider whose key the firm adds itself. It is never used to develop, improve or train generalised AI or ML models.

Limited Use. CaseFlow's use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.

Disconnecting. To stop CaseFlow's access to your Google account, disconnect it in CaseFlow (Settings → API Keys & Integrations → Google → Disconnect) and remove CaseFlow at myaccount.google.com/permissions.

4. Data Legaltech's servers process

Licensing. To issue and renew a licence Legaltech keeps the licensee's name and e-mail address, the licence key, tier, seats and expiry, and for each activated computer a one-way fingerprint (not a serial number), the app version, the answer to the monitoring question (yes, no or not answered) and the activation and last-seen times. Licence events (activation, refresh, deactivation, seat refusals) are logged with the requesting IP address. Purpose: performing the licence contract and enforcing seat limits. Kept for the life of the licence relationship.

Zoom and other OAuth sign-ins. When you connect Zoom, Zoom redirects your browser to an endpoint operated by Legaltech. That endpoint forwards the authorisation code straight back to CaseFlow on your computer and stores nothing: no code, no token, no account identifier. Legaltech never receives your Zoom tokens, your Zoom profile, or any meeting content.

Crash reports and usage events. Off by default: nothing is sent unless the lawyer answers yes to the monitoring question in the software (at installation, or later in Settings), and the answer can be changed at any time. With a yes, a crash report contains the error message, file paths made relative to the app and version numbers, scrubbed of identifying data and not linked to a licence or a firm. Usage events say which feature from a fixed list was used, how long it took and an error code if it failed, and whether the installation reached its first case, first document, first court sync and first invoice (yes and a date); they are linked to the licence so that Legaltech can support the firm. Neither ever contains a case, client or document detail, a title or a name. Both are deleted automatically after 180 days, except the four first-step dates, which are kept for the life of the licence relationship.

Managed AI (optional). If the firm uses CaseFlow's managed AI instead of its own provider keys, the text the lawyer chooses to send (for example a document to summarise) passes through a proxy operated by Legaltech to the model provider, in a processing region in the European Union. The proxy adds the provider key and records only usage meters, the model and the cost against the licence, for metering. The content itself is not stored or logged by Legaltech. The providers process it under their API terms, which exclude training on API data.

Remote signing (optional). When a lawyer sends a document for a client to sign from a browser, the PDF, the signer's name, e-mail and phone, and the signature placements are stored on Legaltech's server behind an unguessable single-use link, and the signer's IP address and the time of viewing and signing are recorded as evidence under the Israeli Electronic Signature Law. The signed PDF is returned to the firm's CaseFlow. Purpose: performing the signing service the firm requested. Retention: for the life of the licence relationship, unless the firm asks Legaltech to delete a request earlier.

Billing. A licence is paid for on the payment page of Legaltech's payment and invoicing provider. Card details are given to that provider only and never reach Legaltech's servers. Legaltech keeps the licensee's name, e-mail address and plan, and the amount, date and status of each charge with the numbers of the documents issued for it. Purpose: collecting payment, extending the licence and bookkeeping. Kept for the life of the licence relationship and for as long as tax law requires.

Support. An e-mail sent to one of the caseflow.co.il mailboxes (such as support@ or privacy@) is kept word for word on Legaltech's licence server, with its sender, recipients, subject, time and the names of any attachments (the attachments themselves stay in the mailbox only), beside Legaltech's answers, so that every request is handled and answered in one place. E-mail correspondence is deleted automatically 12 months after it is received. WhatsApp correspondence is kept for as long as needed to resolve the matter. If you use the in-app support assistant, your question is answered by an AI model and is not stored; only usage meters and a session id are recorded. If you ask the assistant to escalate to a person, your name, e-mail, phone and the conversation transcript are sent to Legaltech and held in a delivery queue until the send is confirmed.

Booking a demo. Booking a demo creates a calendar event with the visitor's name and e-mail on CaseFlow's Google Workspace calendar.

The website. Visiting caseflow.co.il loads one measurement tool, Google Analytics, which you can turn off at any time (see "Cookies" below). The server keeps an operational access log with the IP address, deleted after 30 days. Beside it, the server counts page loads in a second log that holds no IP address, no cookie and no query string (only the time, the page, the name of the referring site and the kind of browser), and once a day reduces the previous day to totals: the number of page loads, the most-read pages, the referring sites and the share of automated visitors. Only those totals are kept, on Legaltech's licence server, to know how many people visit the site, including those who turned off the measurement below. The contact form passes what you filled in (name, e-mail, phone and firm if given, topic and message) to Legaltech's support mailbox through an e-mail delivery provider, and sends you an acknowledgement. The server log records a hashed identifier of the address, not the address itself, to prevent abuse. The message is kept for as long as needed to answer it. A demo request is also kept as a lead record on Legaltech's licence server (name, e-mail, phone, firm name and message, and your answers to the short questionnaire if you filled it in) to schedule and follow up the demo. With it, the form sends three facts about how the visit began, which your browser keeps in the tab's session storage (gone when the tab closes) and passes nowhere else: the campaign tags of the link you arrived by, if it had any (such as utm_source), the name of the site that sent you (its address only, never the page), and the first page you opened on Legaltech's site, with the time. They are kept with the lead to learn which channels bring demo requests. It is deleted on request to support@caseflow.co.il.

Cookies

The site uses three kinds of cookies. On your first visit a cookie notice offers three choices: "Accept all", "Manage preferences" and "Reject". You can change your choice at any time through the "Cookie settings" link at the bottom of every page.

Essential. One cookie set by Legaltech, cf_consent, keeps the preferences you chose, for one year. It holds only the choice (on or off for each kind) and does not identify you. It is always on, because without it the site cannot remember the choice.

Measurement and analysis (Google Analytics). The site loads Google Analytics 4 by Google Ireland Limited to measure, in aggregate, how many visits the site gets, which pages are read, from which country, from which site, search or campaign link you arrived, and on what kind of device and browser. On top of that, only the following actions are recorded: a click on the demo button (where on the page), a submitted demo form (only the topic you chose, never what you filled in), the contact channel chosen (only which one: WhatsApp, phone, e-mail or the form), a documentation page opened (which one), the pricing page viewed, a home-page section reached (which section, once per visit), a question read on the FAQ page (which question, once per visit), and, with Casey the support assistant: Casey opened, a question sent to her and a request for a person (only that it happened, never the question or the details you gave). Google Analytics also measures, by itself, the time spent on a page, scrolling to the end of a page, a click on a link that leaves the site, and starting and sending a form (never its contents). The IP address is truncated by Google and not stored, and Legaltech passes Google no name, e-mail, phone, form contents or any other personal identifier; advertising and advertising identifiers are off. Google keeps cookies of its own in the browser (_ga and _ga_ followed by the property id, up to two years) that tell one visit from the next. Google keeps the event data for 14 months. Measurement is on by default. "Reject", or turning "Measurement and analysis" off in the cookie settings, stops it from that moment: nothing more is sent, Google's cookies are removed from the browser, and the choice is kept for a year.

Marketing. The site uses no marketing or advertising cookies at present, and this kind is off. If such a tool is added, it will be listed here and appear in the cookie settings.

5. Sharing

Legaltech does not sell or rent personal data and does not share it with third parties for their own purposes. Data is shared only with the service providers named above, each acting on Legaltech's instructions: the model providers (for managed AI), Legaltech's e-mail delivery provider (for the contact form, support escalations and licence correspondence), the payment and invoicing provider (for charges and for issuing receipts and invoices), Google Ireland Limited (Google Analytics on the website, unless you turn it off), and Legaltech's hosting provider, whose servers in the European Union run the licence service and this website. Data may be disclosed where the law requires it.

6. Security

All traffic between CaseFlow and Legaltech's servers is encrypted. The local database is encrypted; the licence service runs in an isolated environment and its database is reachable only locally. Servers are patched and access is limited to the development team. The Zoom integration uses OAuth 2.0 with PKCE and requests only the scopes it needs: create, update and delete meetings, and read the connected user's own profile.

7. Your rights

Under the Israeli Protection of Privacy Law, and where it applies the EU GDPR, you may ask to access, correct or delete the personal data Legaltech holds about you, to receive a copy of it, or to object to a processing. For the data in section 4 write to privacy@caseflow.co.il; Legaltech answers within 30 days and may ask you to confirm your identity. For case data held by a law firm in CaseFlow, address your request to that firm. To stop CaseFlow's access to your Zoom account, disconnect it in CaseFlow (Settings → API Keys & Integrations → Zoom → Disconnect) and remove the app at marketplace.zoom.us under Manage → Added Apps; see the Zoom guide. You may also complain to the Israeli Privacy Protection Authority.

8. Children

CaseFlow is a professional tool for law firms and is not directed at children.

9. Changes

The current version of this policy is always at this address, with the date above. Material changes are announced to licensees by e-mail before they take effect.