This privacy notice describes your rights as a visitor, user and subscriber of eCasework. Please take a moment to read the Privacy Notice.
This Privacy Notice applies to information we collect hold and share about
- Visitors to our websites
- People who use our services, e.g. who are subscribers to our newsletters or attend our events, or request a publication from
Who we are and what we do
eCasework is a web site and software application available at https://ecasework.com. This includes all web pages, resources and content of the products eCasework. It has been developed by Porism Ltd. Porism is a private company, Company number 02192915, whose registered office is at 7 Castle Street, Tonbridge, Kent, England, TN9 1BH.
eCasework is a CRM style tool built to help councillors and councillor officers manage their casework.
"eCasework" means the suite of web sites and software applications available at https://ecasework.com. This includes all web pages, resources and content of the products eCasework and the underlying database of user details.
"Data Protection Legislation" means (i) the Data Protection Act 1998 the (ii) the General data Protection Regulations (Regulation (EU) 2016/679), (GDPR), which came into force on 25 May 2018, and (iii) the DPA 2018, which came into force on 25 May 2018.
"User" Anyone accessing the eCasework sites. Personally identifiable data can only be obtained for Users who register or log into the site.
"Subscriber" Anyone signing in to the eCasework sites.
This Privacy Notice
We are committed to protecting your privacy online. This Privacy Notice tells you what to expect and how we treat your personal information we collect, allowing you to make informed choices about the personal information that you provide to us either via our website at https://ecasework.com or otherwise in relation to eCasework and to exercise your rights under the Data Protection Legislation.
IMPORTANT: By accessing and using eCasework and submitting any personal information to us via or in relation to eCasework or your registration with eCasework, you will automatically be taken to have read, understood and accepted this Privacy Notice. Please therefore take time to read it carefully before proceeding.
If you do not want us to collect, use and/or transfer your personal information in this way then you should (depending on what it is you object to) cease to access and use eCasework and contact us (firstname.lastname@example.org) and ask for your registration and personal information to be deleted.
Cookies and how you use our websites
To make this website easier to use, we sometimes place small text files on your device (for example your iPad or laptop) called cookies. Most big websites do this too.
They improve things by:
- remembering the things you've chosen while on our website, so you don't have to keep re-entering them whenever you visit a new page
- remembering data you've given (for example, your email address) so you don't need to keep entering it
- measuring how you use the website so we can make sure it meets your needs
By using our websites, you agree that we can place these types of cookies on your device.
Our cookies aren't used to identify you personally. They're just here to make the site work better for you. You can manage and/or delete these files as you wish.
The cookies used on our websites have been categorised based on the categories found in the ICC UK Cookie guide. A list of all the categories of cookie used on our websites is set out below.
Category 1: strictly necessary cookies
These cookies are essential in order to enable you to move around the website and use its features, such as accessing secure areas of the website. Without these cookies services you have asked for cannot be provided.
We use session cookies to store encrypted information about your current eCasework session. These cookies do not collect personal information, and we do not combine information collected through cookies with other personal information to tell us who you are or what your screen name or e-mail address is. The session cookies are deleted when you leave our sites and close your browser.
Category 2: performance cookies
These cookies collect information about how visitors use a website, for instance which pages visitors go to most often, and if they get error messages from web pages. These cookies don't collect information that identifies a visitor. All information these cookies collect is aggregated and therefore anonymous. It is only used to improve how a website works.
Category 3: functionality cookies
These cookies allow the website to remember choices you make (such as your user name, language or the region you are in) and provide enhanced, more personal features. The information these cookies collect may be anonymised and they cannot track your browsing activity on other websites.
Category 4: targeting cookies or advertising cookies
eCasework does not feature advertising
Most web browsers automatically accept cookies, but you can alter your settings to allow you to be prompted every time a cookie is sent to you or you can choose not to receive cookies at all. However, please note that if you have 'disabled' cookies in your browser this way you may not be able to use certain features on eCasework.
What we mean by personal information (data)
Personal data is information which identifies you from the information provided or if combined with information that we may already have access to.
In summary, personal data is:
- Name and address
- Date of birth
- Email address (including your password)
- Bank account details
- An IP address
In addition, there are "special categories" of personal data which means that the data, in law, is considered more sensitive, such as:
- Personal data related to your health
- Genetic data
- Religious beliefs
Please note, we do not collect sensitive data and any such data you provide for specific purposes will be treated with the utmost confidentiality.
We only collect the following:
- Name and address
- Organisation and job title
- Email address
- A password, stored encrypted
- Telephone number
- Data that you submit as part of your casework activities
All personal information that we obtain from you in relation to eCasework will be dealt with in accordance with the provisions of this Privacy Notice and the Data Protection Legislation.
Information will not originate in the European Union but may be stored in an encrypted form in a data facility within the European Union and transferred to and from that facility in an encrypted form.
Personal information that we collect about you
Your "Record" constitutes the information we collect:
- via the "Registration" page, comprising various details about you, including your name, email address, postal address, telephone number, job title, and any other comments you may have about your application to register to use eCasework
- via the "My Profile" changes to your registered information can be made.
We also collect personal information when you submit personal information contained in any Content you may upload onto eCasework (including uploaded documents), or when you email, write to, or telephone us. From time to time we may also request additional information, either by contacting you directly or through eCasework. There will be no obligation on you to provide this additional information.
How we use your personal information
Your personal information is used by us so that we can administer and support eCasework and your registration with eCasework, and to provide you with access to the appropriate areas and functions of eCasework (including to particular Content) depending on your status as a User. For example, access to specific casework details is only visible to councillors or caseworkers with appropriate permissions
In addition, where you have provided your consent to this in the "Registration" or "My Profile" page or by activating a link to opt in to mailings, we may use your personal information:
- to contact you from time to time, in order to ask for your views on eCasework and/or any of the Content and to notify you occasionally about important changes or developments to eCasework;
IMPORTANT: Your name and organisation may appear from time to time on eCasework associated with content you have created.
An exception to the above are any system-based email messages requested, such as password reminders and messages sent from some reports.
We may use information provided by you (such as what you think about eCasework and improvements that you would like to see made) or statistical information collected, so that we can improve our service to you or make your visits to eCasework more rewarding.
Who we share your personal information with
Personal information we provide to Local Authorities
Upon the request of a Local Authority or other organisation we may, from time to time, provide them with a list of their Users.
Except in very specific circumstances, we do not disclose any of your information to other parties, except where you have given your consent
Otherwise, we reserve the right to give your personal information to a third party without your consent where:
- the disclosure is required by law, such as where there is a court order, or statutory obligation requiring us to make such a disclosure; and/or
- we believe that such disclosure is necessary in order to assist in the prevention or detection of any criminal action (including fraud) or is otherwise in the overriding public interest, and is permitted by law.
How we protect your personal information
We are strongly committed to data security and we take reasonable and appropriate steps to protect your personal information from unauthorised access, loss, misuse, alteration or corruption. We have put in place physical, electronic, and managerial procedures to safeguard and secure the information you provide to us.
These steps include communicating this Privacy Notice to our employees and relevant contractors. Only authorised employees and contractors under strict controls will have access to your personal information.
However, while we strive to protect your personal information, due to the nature of the internet we cannot guarantee the security of any information you transmit to us. With this in mind, we urge you to take every precaution to protect your personal information while you are on the internet.
How long we keep your personal information We will keep and use the personal information contained in your Record for as long as you are registered as a Subscriber
If you end your subscription and cease to access eCasework for over 2 years then your Record will be expunged from our systems, unless there is a specific legal reason or requirement to keep the information for longer, for example if it is relevant to any current or potential legal proceedings.
Any references to you in any eCasework records, and any statistical or anonymised information (from which you cannot be identified) may be kept for longer periods if necessary.
Under the Data Protection Legislation you have rights as an individual which you can exercise in relation to the information we hold about you.
You have the right to:
- access information we hold about you
- object to processing of personal data that is likely to cause, or is causing, damage or distress
- prevent processing for the purpose of direct marketing
- object to decisions being taken by automated means
- in certain circumstances, have inaccurate personal data rectified, blocked, erased or destroyed; and
- claim compensation for damages caused by a breach of the Data Protection regulations
If you have a concern about the way we are collecting or using your personal data, we request that you contact us (email@example.com) to raise your concern with us in the first instance. Alternatively, you can contact the Information Commissioner's Office at https://ico.org.uk/concerns/
If you would like further information about this privacy notice or wish to access your personal information, please contact us at firstname.lastname@example.org
Privacy Notice updated
We keep our Privacy Notice under regular review and updated as necessary.
This Privacy Notice was last updated on 14 September 2022.
How to contact us
c/o Porism Limited
Bon Marché Centre
241 - 251 Ferndale Road
London, SW9 8BJ