CaseBuddy

Privacy Policy

Policy version: 16 May 2026

Introduction

This Privacy Policy is provided by Renasco Ltd (trading as CaseBuddy), a company registered in England and Wales with Company Number 16756560 and our registered office at 27 San Luis Drive, Chafford Hundred, Grays, RM16 6LP (‘we’, ‘our’ or ‘us’) for use of our website www.casebuddy.org (Website) including our online services available on the Website (Services).

We take your privacy very seriously. Please read this privacy policy carefully as it contains important information on how and why we collect, store, use and share any information relating to you (your personal data).

It also explains your rights in relation to your personal data and how to contact us or the relevant regulator in the event you have a complaint. Our collection, storage, use and sharing of your personal data is regulated by law, including under the UK General Data Protection Regulation (UK GDPR).

We are the controller of personal data obtained via the Website, meaning we are the organisation legally responsible for deciding how and for what purposes it is used.

What this policy applies to

This privacy policy relates to your use of the Website and Services only.

The Website may link to or rely on other apps, websites, APIs or services owned and operated by us or by certain trusted third parties to enable us to provide you with Website. These other apps, websites, APIs or services may also gather information about you in accordance with their own separate privacy policies. For privacy information relating to these other apps, websites or services, please consult their privacy policies as appropriate. For more information see the section ‘Who we share your personal data with’ below.

Personal data we collect about you

The personal data we collect about you depends on the particular activities carried out through the Website. We will collect and use the following personal data about you:

Category of data	In more detail
Identity and account data when you create an account on our Website	Your name and email address Your account details, such as username and password
Identity data collected when you order Services on our Website	Your name, email address and postal address If you engage us for coaching services, your contact phone number
Data collected when you use specific functions in the Website or Services	Data you store online with us using the Website including your usage history or preferences (while such data may not always be personal data as defined at law in all cases we will assume it is and treat it in accordance with this policy as if it were)
Other data the Website collects automatically when you use it	Your activities on, and use of, the Website which reveal your preferences, interests or manner of use of the Website and the times of use IP address, browser type and version, device type, operating system, screen size, time zone, language, and referrer URL.
Data collected when you make an enquiry with us	Your name, phone number and email address
Activity and progress data generated by your use of the Services	The cases, tests, toolkits, videos and other content you view, your scores and answers, your saved progress, your in-platform preferences and the times at which you use the Services. This information is stored against your account.
Behavioural data on our marketing pages (before you create an account)	Which steps you reach on our public sign-up flows (for example, the waitlist, CV download or CV roast pages), tied to a first-party visitor identifier stored in your browser. We do not link this information to a named individual until you submit your details to us.
Communications data	The content and metadata of communications between you and us, including emails, support tickets, in-platform notifications, and, where we have a sales relationship with you, the recordings and transcripts of telephone calls and the contents of SMS messages exchanged with you. We will tell you at the start of any telephone call if it is being recorded.
Sales-enquiry data	The information you provide on our waitlist or sales forms, including your university, what you are struggling with, your primary need, your timeline, and your indicated willingness to invest in a paid service.
Bug-report data	If you submit a bug report through the Website: the description you provide, the page URL you were on, your username, and any screenshot you choose to attach. Screenshots may contain personal data that was visible on your screen at the time; please remove anything you do not want us to see before submitting.
Coach integration data (coaches only)	If you are a CaseBuddy coach and you choose to connect your Google account or your Fathom meeting-recording account, the OAuth tokens we need to access those services on your behalf, and the calendar events and meeting recordings we pull in to populate your coach dashboard. You can disconnect either integration at any time from your coach settings.

If you do not provide personal data we ask for where it is required it may prevent us from providing the Website to you.

We collect and use this personal data for the purposes described in the section ‘How and why we use your personal data’ below.

Sensitive Data

Sensitive personal data (also known as special category data) means information related to personal data revealing racial or ethnic origin; political opinions; religious or philosophical beliefs; trade union membership; genetic data; biometric data (where used for identification purposes); data concerning health; data concerning a person’s sex life; and data concerning a person’s sexual orientation.

Please note that we do not knowingly or intentionally collect sensitive personal data or information about criminal convictions from individuals and that you should not submit sensitive data to us.

If, however, you do submit sensitive data to us we will assume that you have purposefully made that information available to us. The Services do not currently include any public forum, community, or other user-to-user posting feature; if we introduce one in future, we will update this Privacy Policy before doing so.

How your personal data is collected

We collect personal data from you directly when you place an order on our Website, contact us directly or reach out to us via social media, or submit information through any forms we make available on the Website. We also collect data indirectly, such as your activity while using our Website.

We also use cookies on our Website which may collect personal information about you. Detailed information regarding our use of cookies and similar technologies is available in our cookies policy.

How and why we use your personal data

Under data protection law, we can only use your personal data if we have a proper reason, e.g.:

where you have given consent
to comply with our legal and regulatory obligations
for the performance of a contract with you or to take steps at your request before entering into a contract, or
for our legitimate interests or those of a third party

A legitimate interest is when we have a business or commercial reason to use your information, so long as this is not overridden by your own rights and interests. We will carry out an assessment when relying on legitimate interests, to balance our interests against your own. You can obtain details of this assessment by contacting us (see ‘How to contact us’ below).

The table below explains what we use your personal data for and why.

What we use your personal data for	Our reasons
Create and manage your account with us	To perform our contract with you or to take steps at your request before entering into a contract
Providing the Website to you	To perform our contract with you or to take steps at your request before entering into a contract (in this case, the contract means the Terms and Conditions which apply to the Website)
Providing you with our Services	To perform our contract with you or to take steps at your request before entering into a contract (in this case, the contract means the Terms and Conditions which apply to the Website)
To enforce legal rights or defend or undertake legal proceedings	Depending on the circumstances: to comply with our legal and regulatory obligations in other cases, for our legitimate interests or those of a third party, i.e. to protect our business, interests and rights or those of others
Communications with you not related to marketing, including about changes to our terms or policies or changes to the Website or service or other important notices	Depending on the circumstances: to comply with our legal and regulatory obligations in other cases, for our legitimate interests or those of a third party, i.e., to provide the best service to you
Protect the security of systems and data	To comply with our legal and regulatory obligations we may also use your personal data to ensure the security of systems and data to a standard that goes beyond our legal obligations, and in those cases our reasons are for our legitimate interests or those of a third party, i.e., to protect systems and data and to prevent and detect criminal activity that could be damaging for you and/or us
Operational reasons, such as improving efficiency, training, and quality control or to provide support to you	For our legitimate interests or those of a third party, i.e., to be as efficient as we can so we can deliver the best service to you
Statistical analysis to help us manage our business, e.g., in relation to our performance, customer base, app and functionalities and offerings or other efficiency measures	For our legitimate interests or those of a third party, i.e. to be as efficient as we can so we can deliver the best service to you and improve and develop our products, Website and other services
Updating and enhancing user records	Depending on the circumstances: to perform our contract with you or to take steps at your request before entering into a contract (in this case, the contract means the Terms and Conditions which apply to the Website) to comply with our legal and regulatory obligations where neither of the above apply, for our legitimate interests or those of a third party, e.g. making sure that we can keep in touch with our customers about their accounts and new products
To comply with our legal and regulatory obligations	Depending on the circumstances: to perform our contract with you or to take steps at your request before entering into a contract (in this case, the contract means the Terms and Conditions which apply to the Website) to comply with our legal and regulatory obligations where neither of the above apply, for our legitimate interests or those of a third party, e.g. making sure that we can keep in touch with our customers about their accounts and new products
To share your personal data with members of our group and third parties in connection with a significant corporate transaction or restructuring, including a merger, acquisition, asset sale, initial public offering or in the event of our insolvency. In such cases information will be anonymised where possible and only shared where necessary	Depending on the circumstances: to comply with our legal and regulatory obligations in other cases, for our legitimate interests or those of a third party, i.e., to protect, realise or grow the value in our business and assets
Recording your activity within the platform so you can resume where you left off, and so CaseBuddy staff with administrative permissions can provide support and quality control. If you are enrolled in our coaching programme, your assigned coach can also see your activity and progress so they can support you; users who are not enrolled in the coaching programme do not have an assigned coach.	To perform our contract with you, and for our legitimate interests in delivering and supporting the Services
Measuring how visitors interact with our public marketing pages, so we can understand and improve conversion	For our legitimate interests in operating and improving our business. We use a first-party visitor identifier only, do not share this information with third-party analytics providers, and do not link it to a named individual until you submit your details
Recording telephone calls and storing the content of SMS messages exchanged with our sales team for training, quality assurance, and to maintain a record of what was discussed	For our legitimate interests in training our team and maintaining an accurate record of pre-contractual discussions, and to take steps at your request before entering into a contract. Calls are recorded only after we have informed you at the start of the call

See ‘Who we share your personal data with’ for further information on the steps we will take to protect your personal data where we need to share it with others.

Marketing

We intend to send you email marketing to inform you of our services such as promotions.

We will only send you marketing emails where you have given us your consent to do so when you signed up, or where you have separately subscribed to our newsletter. Withdrawing your consent does not affect the lawfulness of any marketing we sent you before you withdrew it.

You will have the right to opt out of receiving marketing communications at any time by:

contacting us at support@casebuddy.org
using the ‘unsubscribe’ link included in all marketing emails you may receive from us

We will always treat your personal data with the utmost respect and never sell or share it with other organisations for marketing purposes.

For more information on your right to object at any time to your personal data being used for marketing purposes, see ‘Your rights’ below.

Who we share your personal data with

We routinely share personal data with service providers we use to help us run our business or provide the services or functionalities in the Website, including developers and cloud storage providers.

The main sub-processors we rely on at the date of this policy are set out below. We update this list from time to time as our suppliers change; the most current list is available on request from support@casebuddy.org.

Supabase - database and authentication (data hosted in the European Union).
Netlify - web hosting and serverless functions (United States; EU edge for static content).
Stripe - payment processing for subscriptions (United States and Ireland).
Twilio - telephony, call recording and SMS for our sales team (United States and Ireland).
Close - sales CRM used by our team to manage enquiries (United States).
Resend - transactional email delivery (European Union).
Google - if you are a coach who chooses to connect their Google account, calendar access via Google OAuth (United States).
Fathom Video Inc. - if you are a coach who chooses to connect their Fathom account, meeting-recording integration (United States).

We only allow service providers to handle your personal data if we are satisfied they take appropriate measures to protect your personal data. We also impose contractual obligations on service providers to ensure they can only use your personal data to provide services to us and to you.

We or the third parties mentioned above may occasionally also need to share your personal data with:

external auditors, e.g. in relation to the audit of our accounts and our company — the recipient of the information will be bound by confidentiality obligations
professional advisors (such as lawyers and other advisors) — the recipient of the information will be bound by confidentiality obligations
law enforcement agencies, courts or tribunals and regulatory bodies to comply with legal and regulatory obligations
other parties in connection with a significant corporate transaction or restructuring, including a merger, acquisition, asset sale, initial public offering or in the event of our insolvency — usually, information will be anonymised but this may not always be possible, however, the recipient of the information will be bound by confidentiality obligations

If you would like more information about who we share our data with and why, please contact us (see ‘How to contact us’ below).

We will not share your personal data with any other third party.

How long your personal data will be kept

We will keep your personal data for as long as you have an active account with us and for a period of up to 6 years thereafter to comply with any accounting or legal obligations including in the event of the pursuit or defence of legal claims. Once you have closed your account with us, access will be restricted to staff with a genuine need to know (for example, finance staff retaining billing records, or staff handling a legal claim).

Some categories of personal data are kept for shorter periods:

Behavioural events on our marketing pages: up to 24 months from collection, after which they are aggregated or deleted.
Telephone-call recordings and SMS messages with our sales team: 12 months from the date of the call or message, unless we need to retain them for longer for a specific legal or contractual reason.
Bug-report screenshots: 90 days from submission, after which they are deleted. The associated text description may be retained longer if it remains relevant to an open issue.
OAuth tokens for coach integrations (Google Calendar and Fathom): for as long as you have the integration connected, and deleted within 30 days of disconnection.

Following the end of the aforementioned retention period, we will delete or anonymise your personal data.

Transferring your personal data out of the UK

As part of the Website, we may be required to share your personal data with third parties based outside of the UK for the purpose of providing you with the Website and our Services.

Under UK data protection laws, we can only transfer your personal data to a country outside the UK where: the UK government has decided the particular country ensures an adequate level of protection of personal data (known as an ‘adequacy regulation’) further to Article 45 of the UK GDPR; there are appropriate safeguards in place, together with enforceable rights and effective legal remedies for you; or a specific exception applies under relevant data protection law. Accordingly, if we were to start transferring your personal data from the UK to:

The EEA: we would rely on the adequacy finding granted by the UK to the EU under the Withdrawal Agreement to do; for any transfers from the EU to the UK, we would rely on the adequacy regulation granted to the UK under the Adequacy Decision.
Any country located outside the UK/EEA: we would rely on appropriate safeguards under the UK GDPR, such as by relying on an Adequacy Decision being in place for that country, or entering into an International Data Transfer Agreement.

In the event we could not or choose not to continue to rely on either of those mechanisms at any time we would not transfer your personal data outside the UK unless we could do so on the basis of an alternative mechanism or exception provided by UK data protection law.

Your rights

You generally have the following rights, which you can usually exercise free of charge. For more information regarding these rights, please visit the ICO website here.

Access to a copy of your personal data	The right to be provided with a copy of your personal data.
Correction (also known as rectification)	The right to require us to correct any mistakes in your personal data.
Erasure (also known as the right to be forgotten)	The right to require us to delete your personal data — in certain situations.
Restriction of use	The right to require us to restrict use of your personal data in certain circumstances, e.g. if you contest the accuracy of the data.
Data portability	The right to receive the personal data you provided to us, in a structured, commonly used and machine-readable format and/or transmit that data to a third party — in certain situations.
To object to use	The right to object: at any time to your personal data being used for direct marketing (including profiling) in certain other situations to our continued use of your personal data, e.g. where we use your personal data for our legitimate interests.
Not to be subject to decisions without human involvement	The right not to be subject to a decision based solely on automated processing (including profiling) that produces legal effects concerning you or similarly significantly affects you We do not make any such decisions based on data collected by the Website.

For further information on each of those rights, including the circumstances in which they do and do not apply, please contact us (see ‘How to contact us’ below). You may also find it helpful to refer to the guidance from the UK’s Information Commissioner on your rights under the UK GDPR.

If you would like to exercise any of those rights, please contact us — see below: ‘How to contact us’. When contacting us please:

provide enough information to identify yourself (e.g., your full name and username) and any additional identity information we may reasonably request from you, and
let us know which right(s) you want to exercise and the information to which your request relates

Keeping your personal data secure

We have appropriate security measures to prevent personal data from being accidentally lost, or used or accessed unlawfully. We limit access to your personal data to those who have a genuine business need to access it.

We also have procedures in place to deal with any suspected data security breach. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so.

If you want detailed information from Get Safe Online on how to protect your information and your computers and devices against fraud, identity theft, viruses and many other online problems, please visit www.getsafeonline.org. Get Safe Online is supported by HM Government and leading businesses.

How to complain

Please contact us if you have any queries or concerns about our use of your information (see below ‘How to contact us’). We hope we will be able to resolve any issues you may have.

You also have the right to lodge a complaint with the Information Commissioner.

The Information Commissioner can be contacted at https://ico.org.uk/make-a-complaint or telephone: 0303 123 1113.

Changes to this privacy policy

We may change this privacy policy from time to time. When we make significant changes we will take steps to inform you, for example via the Website or by other means, such as email.

How to contact us

You can contact us if you have any questions about this privacy policy or the information we hold about you, to exercise a right under data protection law or to make a complaint.

Our contact details are shown below:

support@casebuddy.org

CaseBuddy is operated by Renasco Ltd, a company registered in England and Wales under company number 16756560, with its registered office at 27 San Luis Drive, Chafford Hundred, Grays, England, RM16 6LP.