Privacy Policy

We collect four categories of information:

(a) Account information.

What you provide when you sign up: your name, email address, password (hashed — we never see your plaintext password), funeral home name, funeral home address, license number, and phone number. If you sign up using single sign-on (such as Google), we receive your name and email from that provider.

(b) Case information.

The minimal case details you enter so the agent can run the chase, including:

• Decedent identifiers: name, date of death, and the place of death the agent needs to identify and reach the right parties.
• Informant / family contact: name, relationship, phone, and mailing address used to chase missing demographic information or a needed signature.
• Disposition basics: high-level case details you choose to record on the case.

We do not collect the medical content of the death certificate (cause of death, manner of death, autopsy findings, and the like). That information stays with the physician and their out-of-band fax of the certificate; CaseChase never receives or stores it.

(c) Contacts and behavior directory.

The parties we contact on your behalf — the certifying physician's office, the coroner or medical examiner, the county registrar, and the family — together with operational metadata we accumulate about them: preferred channel, typical response time, office hours, phone-tree notes, and response statistics. This directory helps the agent chase more effectively over time.

(d) Call recordings, transcripts, and usage.

For each outbound attempt the agent makes, we store the call recording (raw audio), its transcript, the channel used, and the extracted chase outcome (for example, a promise to fax by a certain time, a status relay, or a redirect). We also keep server logs (IP address, browser type, pages visited, timestamps), in-app actions, and the audit trail of every event tied to a case.

Sources of this information.

Directly from you when you open a case and authorize a chase. From the parties we contact on your behalf, by way of the recorded calls and the responses the agent receives. From third parties you authorize (for example, if you choose to integrate CaseChase with a funeral home management system in the future).

Some information we collect may be "Sensitive Personal Information" under the California Consumer Privacy Act (CCPA), including:

• The contents of audio recordings and transcripts of calls we place on your behalf.
• Precise location details (such as a place-of-death or residence address) where they are needed to reach the right party.

We do not collect the medical content of the certificate (cause of death, medical history, autopsy findings), and we do not collect Social Security numbers as part of the chase. We use the information above only to fulfill the service you have requested — running the chase you authorized. We do not use it to infer characteristics about any consumer. You may request that we further limit our use of your Sensitive Personal Information; see "Your California Rights" below.

We use information only for purposes related to providing CaseChase:

• Creating and managing your account.
• Running the cases and agents you authorize.
• Placing automated calls, faxes, and emails to the parties you direct us to chase, and extracting the chase outcome from each attempt.
• Recording and transcribing those calls, and surfacing the outcome to you as a status flag for your confirmation.
• Maintaining the per-party behavior directory so future chases are more effective.
• Sending you notifications about case progress and outcomes that need your confirmation.
• Billing the one-time activation fee when you first spin up an agent on a case.
• Responding to support requests.
• Maintaining platform security, preventing fraud, and meeting legal obligations.

We do not sell personal information. We do not share personal information for cross-context behavioral advertising.

We share information only with service providers we have contracted to help us run CaseChase, and only as needed for the purposes above. These fall into the following categories:

• Cloud hosting, infrastructure, and database providers — to store and serve application data, recordings, and files
• Authentication providers — to create and secure your login, including third-party single sign-on when you choose it
• Payment processors — to charge the one-time activation fee per case
• Communications providers — to deliver transactional email, place the authorized voice calls (including recording and transcription), and send the authorized outbound faxes

Each acts as our service provider/processor, under contracts that restrict their use of the information to providing services to CaseChase.

We also share information when required by law (e.g., subpoena, court order, or to comply with vital records reporting statutes). We may share information with a successor entity in connection with a merger, acquisition, or sale of assets, in which case the successor will be bound by this policy.

We do not share information with advertisers or data brokers.

CaseChase uses only strictly necessary cookies — primarily the session cookie that keeps you logged in. We do not use analytics, advertising, or cross-site tracking cookies. If this changes, we will update this policy and provide controls before collecting any non-essential tracking data.

We retain account information for as long as your account is active. After account deletion we may retain identifying information for up to seven (7) years to comply with vital records audit requirements and California Health & Safety Code provisions governing funeral home recordkeeping. Case data, call recordings, and transcripts may be retained for longer periods if subject to legal hold.

Call recordings and transcripts are retained as part of the case record so you have an account of exactly what was said on your behalf. You can request earlier deletion of your data; see "Your California Rights" below.

If you are a California resident, you have the following rights:

• Right to know. Request a copy of the personal information we have about you, in a portable format. This includes the categories described in Section 1 — account information, case information, the contacts and behavior directory, and the call recordings and transcripts of attempts made on your behalf.
• Right to delete. Request deletion of your personal information, subject to the retention exceptions above.
• Right to correct. Request correction of inaccurate personal information.
• Right to limit use of Sensitive Personal Information. Request that we use sensitive information only as strictly necessary to provide the service. (We already limit our use to providing the service.)
• Right to opt out of sale or sharing. We do not sell or share personal information for cross-context behavioral advertising, so this right is satisfied automatically.
• Right to non-discrimination. We will not deny service, charge different prices, or provide different quality because you exercised any of these rights.

To exercise any of these rights, email privacy@casechase.co from the email address associated with your account. We will verify your identity before processing the request and respond within 45 days (or extend by an additional 45 days with notice if the request is complex).

You may designate an authorized agent to make a request on your behalf; the agent will need a signed authorization from you.

CaseChase does not receive, parse, or store the medical content of a death certificate. The certifying physician completes and faxes the certificate through their own out-of-band process; CaseChase only chases the parties around it and records whether a step was done. As a result, we do not handle Protected Health Information (PHI) from the certificate.

We act as the funeral home's authorized agent. A funeral home is generally not a HIPAA covered entity, and HIPAA does not bind a vendor to a non-covered funeral home. We therefore do not operate as a HIPAA business associate and do not offer a Business Associate Agreement.

If, despite our design, a party we contact volunteers medical information on a recorded call, that audio and transcript are stored as part of the call record. We protect those recordings with encryption, access controls, and audit logging, consistent with the California Confidentiality of Medical Information Act (CMIA) to the extent it applies, and we are working to add automated redaction of such content. See Section 9 below.

CaseChase places automated outbound calls on your behalf as part of the chase. To make our practices clear:

• Recording disclosure (all-party consent). We treat every call as an all-party-consent call regardless of the state called, consistent with California Penal Code § 632. The assistant's first words on every call disclose that the call is recorded, in substantially this form: “Hello, this is an automated assistant calling on behalf of [Funeral Home]. This call is recorded.”
• AI / automated-call disclosure.That same opening discloses that the caller is an automated assistant, consistent with the FCC’s 2024 declaratory ruling on AI-generated voice in calls. We do not impersonate a live person.
• Calls to families (TCPA). Where a call would reach a family member or other consumer, the funeral home is responsible for obtaining and recording the consent required under the Telephone Consumer Protection Act (TCPA) before the agent places that call.
• Recording & transcript retention. We store the raw audio recording and a transcript of each attempt, along with the extracted chase outcome, under encryption and access controls, and retain them as part of the case record (see Section 6). We do not yet redact recordings; we are working to add automated redaction of any incidental sensitive content before recordings are shared beyond the funeral home account.

We use reasonable administrative, technical, and physical safeguards designed to protect personal information, including encryption in transit and at rest, access controls, and audit logging.

No security measure is perfect. If we discover a breach of unencrypted personal information, we will notify affected California residents in accordance with California Civil Code § 1798.82.

CaseChase is a business-to-business product for licensed funeral homes and is not directed to anyone under 18. We do not knowingly collect personal information from children under 16. If we learn that we have collected such information, we will delete it.

Our service providers are located in the United States. If you access CaseChase from outside the United States, your information will be transferred to and processed in the U.S.

We may update this policy from time to time. When we do, we will update the "Last updated" date above. For material changes, we will notify you by email or in-app notification at least 30 days before the change takes effect.

Privacy questions or requests: privacy@casechase.co
General contact: hello@casechase.co