CourtCaseLookup Privacy Policy

Effective Date: {effective_date}
Version: 1.0

This Privacy Policy explains what information CourtCaseLookup collects, why it is collected, how it is used and stored, who it may be shared with, how long it is retained, and how you can exercise rights over your information.

1. Information We Collect at Account Creation

When you create an account we collect your email address, password (stored as a hash), and any consent flags you check during signup. After login we additionally collect your professional profile: first name, last name, LSO number, license type, phone number, company name, optional company address, business email, and role/title. You provide this information directly through the onboarding form.

2. Information You Submit for Lookups

To perform lookups, you submit information such as ICON/location code, ticket number, the first three letters of a last name or business name, and optionally an internal file or reference number. CourtCaseLookup intentionally minimizes the personal information needed: we do not require full client names, dates of birth, addresses, phone numbers, or driver's licence numbers to run a search. You are responsible for confirming you are authorized to submit any information about a third party.

3. Lookup Results, Screenshots, and Search History

When a lookup runs, we store the result returned by the source system, the timestamp of the lookup, any screenshot captured for audit purposes, and the search history per ticket. This allows you to review prior lookups, demonstrate due diligence, and reconcile any changes the source system makes later.

4. Payment and Subscription Information

Payments are processed by a third-party payment provider. We do not store full credit card numbers. We store transaction identifiers, plan type, subscription status, credit balance, and topup history so that we can provision your account and respond to billing questions.

5. Technical and Security Information

We automatically collect technical information needed to operate and secure the platform, including IP address, user agent, device/browser information, session identifiers, server logs, error logs, audit logs of account events (login, profile completion, terms acceptance), and any anti-abuse signals.

6. How We Use Information

We use the information we collect to: provide and operate the platform; perform lookups you request; maintain audit records of lookups, screenshots, and acceptance events; bill and manage subscriptions; send transactional emails (court date digests, daily reminders, enforcement alerts, account notices); maintain security and prevent abuse; comply with legal obligations; respond to support and disputes; and improve the platform.

7. Service Providers and Third Parties

We share information only with service providers necessary to run the platform: cloud hosting and storage providers, the screenshot/object storage provider, email delivery providers, payment processors, captcha and anti-abuse providers, and analytics tools used to maintain reliability. Each is bound by their own terms and is expected to handle data with appropriate safeguards. We do not sell user information.

8. Lookups Use Public/Third-Party Systems

To return court date and case status information, the platform interacts with public or third-party court/municipal portals. Information you submit may transit those systems to perform a lookup. We do not control those systems and we are not responsible for their privacy or security practices.

9. Data Retention

Account, profile, and acceptance records are retained for the life of the account and for a reasonable period afterward for audit, dispute, and legal-defence purposes. Lookup results, screenshots, and history are retained for the period needed to support your ongoing use and audit needs. We may delete or anonymize data sooner where required by law or in response to a valid deletion request.

10. Security Safeguards

We use industry-standard safeguards including encryption in transit, password hashing, scoped access controls for administrative tools, server-side audit logging, and authentication safeguards including optional two-factor authentication. No internet platform can guarantee absolute security, and you acknowledge this risk when using the platform.

11. Your Responsibilities

You are responsible for: keeping your login credentials confidential; ensuring you are authorized to submit information about any third party; complying with your professional, ethical, and Law Society obligations; and using the platform consistent with the Terms of Use.

12. Your Rights

You may request access to, correction of, or deletion of personal information we hold about you, subject to legal and operational retention requirements (for example, audit records of accepted Terms cannot be deleted while your account is active). Contact us at the address below to exercise these rights.

13. Changes to This Policy

We may update this Privacy Policy from time to time. If we make material changes, we may require you to re-accept the updated Policy before continuing to use the platform.

14. Contact

Privacy questions may be directed to: CourtCaseLookup, Email: {contact_email}, Address: {contact_address}.