Privacy Policy

CaseManagement.ai provides an AI-powered case management platform for human services organizations. This Privacy Policy describes the personal information we process, how we use and protect it, and the choices available to organizations and individuals whose information is processed through the platform.

This policy applies to information collected through our website, the CaseManagement.ai platform, and related services. It does not replace the Business Associate Agreement (BAA) or Data Processing Agreement executed with each provider organization.

We collect information necessary to deliver, support, and improve the platform:

• Account and contact information: Name, work email, phone number, job title, organization name, and billing details provided by authorized representatives of provider organizations.
• Platform usage data: Logins, feature usage, device/browser type, IP address, and error logs used for security, support, and product improvement.
• Case management data: Information entered or generated by authorized users in the course of providing services — including session notes, goals, plans, referrals, messages, and uploaded documents. This data is owned and controlled by the provider organization.
• Audio processing: When ambient listening is enabled with documented consent, audio is processed in real time to generate structured notes. Audio is not retained after processing.

We use collected information to:

• Provide, maintain, and secure the CaseManagement.ai platform
• Generate structured documentation, summaries, and plans from authorized sessions and uploads
• Authenticate users, enforce role-based access controls, and maintain audit trails
• Respond to support requests and provide implementation and training services
• Improve platform performance, reliability, and user experience
• Meet legal, regulatory, and contractual obligations, including HIPAA and 42 CFR Part 2 requirements

CaseManagement.ai uses encrypted AI models to transcribe ambient sessions, draft progress notes, extract information from uploaded documents, and synthesize Person-Centered Plans. AI processing is performed on encrypted data and only authorized users within the provider organization can access outputs.

Audio captured during ambient listening sessions is processed and immediately deleted. Only the structured documentation output — including the progress note, action items, and observations — is retained in the individual's record. Consent is documented before any session begins.

We do not sell personal information. We share information only in limited circumstances:

• With the provider organization: Authorized users within the organization access data according to their assigned roles.
• Service providers: We use trusted subprocessors for cloud hosting, authentication, support, analytics, and AI processing. Subprocessors are bound by confidentiality and security obligations.
• Legal requirements: We may disclose information when required by law, regulation, legal process, or to protect rights and safety.

CaseManagement.ai maintains administrative, technical, and physical safeguards designed to protect data. These include encryption in transit and at rest, multi-factor authentication, role-based access controls, comprehensive audit logging, and regular security assessments.

The platform is HIPAA-compliant. A Business Associate Agreement (BAA) is executed with every provider organization before go-live. Platform hosting uses secure U.S.-based cloud infrastructure.

CaseManagement.ai retains platform data according to the provider organization's instructions and applicable legal or program requirements. Organizations may request data export or deletion by contacting their account representative or hello@casemanagement.ai. We retain basic billing and account records as required for legal and business purposes.

Provider organizations control the case management data they enter into the platform. Authorized organization contacts may request access, correction, export, or deletion of data by contacting us.

Individuals whose information is held by a provider organization should contact that organization directly for privacy requests. CaseManagement.ai processes such requests only when directed by the authorized organization.

Our website uses cookies and similar technologies for functionality, analytics, and marketing. We honor browser do-not-track signals where applicable and provide a cookie consent banner so visitors can manage preferences. Analytics data is used at an aggregate level and is not used to identify individuals.

CaseManagement.ai is intended for use by authorized provider organizations and their staff. We do not knowingly collect personal information directly from children under 13 through our marketing website.

We may update this Privacy Policy from time to time. Changes will be posted on this page with an updated effective date. Continued use of the platform after changes constitutes acceptance of the revised policy.

Questions about this Privacy Policy or data practices can be directed to:

• Email: hello@casemanagement.ai
• Phone: (888) 426-4020
• Demo request: Schedule a demo