Privacy Policy

1. Introduction

CaseHub is a case-management service used by authorized personnel to manage immigration casework and related operational communications. This Privacy Policy explains what information CaseHub processes, why it is processed, and the safeguards applied to it.

2. Information we process

Depending on how CaseHub is used, we may process:

• account and profile information for authorized users;
• client, application, casework, document, check, note, and communication information entered by authorized users;
• technical and security information such as IP addresses, browser details, timestamps, session activity, and audit events; and
• when an authorized Gmail mailbox is connected, the mailbox identity and limited email metadata described below.

3. Google and Gmail data

CaseHub requests Gmail read-only access only after an authorized user starts and completes Google OAuth consent. CaseHub may process message identifiers, thread identifiers, sender and recipient details, subject, date received, a short Gmail-provided snippet, and an indication that attachments are present.

CaseHub does not intentionally retrieve or store full email bodies, raw MIME content, or attachment contents. It does not use Gmail access to send, reply, draft, delete, archive, label, star, or mark messages as read or unread.

CaseHub’s use and transfer of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.

Google OAuth access and refresh tokens are encrypted at rest, excluded from normal serialization, and must not be displayed in the user interface or written to application audit records.

4. How information is used

Information is used to provide and secure CaseHub, support immigration casework, identify relevant operational communications, maintain audit history, investigate errors or misuse, comply with legal obligations, and improve service reliability.

5. Authority and lawful use

Organizations and authorized users using CaseHub are responsible for ensuring that they have an appropriate lawful basis, authority, and any required consent to enter client information or connect a mailbox. CaseHub must not be used to monitor a mailbox without proper authorization.

6. Sharing and disclosure

We do not sell personal information. Information may be shared with service providers that support hosting, security, authentication, and application operations; with authorized personnel who require access for casework; or where disclosure is required by law. Service providers are expected to process information only for the services they provide.

7. Retention and deletion

Information is retained for as long as reasonably necessary for casework, operational, legal, security, and audit purposes. Mailbox connections can be revoked, handed over, or closed under CaseHub lifecycle controls. Requests concerning access, correction, or deletion can be sent to the contact below and will be assessed against applicable legal and record-keeping obligations.

8. Security

CaseHub uses role-based access controls, encrypted credential storage, audit logging, session protections, and other technical and organizational safeguards. No system can guarantee absolute security, and authorized users must protect their account credentials and report suspected misuse promptly.

9. Your choices and rights

Depending on applicable law, individuals may have rights relating to access, correction, deletion, restriction, objection, or portability of their personal information. Requests may be subject to identity verification and lawful exceptions.

10. Changes to this policy

We may update this Privacy Policy when CaseHub, legal requirements, or our information-handling practices change. The date at the top of this page identifies the latest version.

11. Contact

Questions or privacy requests may be sent to: