Casework Manager holds personal information about your clients and the people they are researching. These are the tools it gives you to look after it. How you use them, and your privacy notice, remain your responsibility.

Consent #

The intake form asks your client's permission to hold their information, in the wording you set in Settings. When they send the form, the date is recorded on their client record.

A copy of everything held #

On a client's record, under Their data, Download everything held about this client gives you one file with their details, their engagements, their intake answers, the files and links, and the progress of the work.

Anonymising a client #

Under Anonymise this client, tick the box and confirm. This clears their contact details and notes, the identifying answers on their intake forms, the files they uploaded and the notes on their links, and revokes every link. Your business record of the work is kept without their name. It cannot be undone.

A client with work still open is not anonymised: you are asked to close their open work first.

Requests by email address #

WordPress's own Tools → Export Personal Data and Tools → Erase Personal Data include Casework. A person is found by the email address on their client record, or - where the record has none - the email address given on their intake form. Erasing anonymises the client in the same way, and also refuses while their work is open. If someone filled in a form for a relative using their own email address, only their details on that form are affected.

How long records are kept #

A closed engagement is kept for the period set under Keep closed engagements for in Settings - six years unless you change it - counted from the day it closed. When that period has passed, the dashboard lists it under Needs your attention, and its Overview tab offers Delete permanently: tick that you understand and confirm. That removes everything about the engagement, its files and its folder, and the client record too if it was their last engagement. Nothing is ever deleted automatically.

Your privacy policy #

Suggested wording for your privacy policy is added to WordPress's Settings → Privacy policy guide, ready to adapt to your own practice.

Nothing leaves your site #

The free edition sends nothing about your clients anywhere. The Help button sends only counts of your casework - never a name, contact detail, answer, note or file. AI first drafts (Pro) send only what you have checked, and never contact details, the link to a tree, who manages a DNA kit, or uploads.