Security and privacy
What Caseo does to protect your firm's information inside the product. Our formal commitments live on the compliance page, so they are only stated in one place.
Signing in
- Every person signs in with their own account. There are no shared firm logins.
- A person only gets into your firm if an Administrator has added them as a member. Someone who signs in without being a member sees a "not a member" page, not your data.
- When someone leaves, deactivate them on the Members page and they can no longer get into your firm. Their history stays, attributed to them.
- If one person belongs to more than one firm, they choose the firm after signing in, and each firm's data is kept separate.
Who can see what
Access is role-based: Administrator, Supervisor, Attorney and Staff. Trust and business money, reports, analytics and reconciliation are for Supervisors and Administrators; managing members is for Administrators. The full table is on Roles and permissions.
Protecting client details
- South African ID numbers are masked in lists and search results (for example
780221 ****084). On a client's panel, Attorneys, Supervisors and Administrators can reveal the full number with the eye button; Staff can't. - Document links are signed and expire after a few minutes, so a forwarded link stops working.
- Client portal links are personal to one client and expire after 90 days. You can see when the client last opened the portal, and revoke the link at any time.
- Administrators can see each member's sessions (times and device). No IP addresses are stored.
History you can rely on
Every matter keeps a timeline of what happened to it and who did it: its creation, edits, status changes, reassignments, notes, invoices and payments, trust transfers, payouts and statements issued. Trust entries are never edited or deleted: a mistaken one is reversed with a reason, so the original, the reversal and who did both remain on the record. See Reversals.
Changes to the firm's bank details are logged and emailed to every Administrator, and each reconciliation import, match, sign-off and reopening is logged too.
Guards on trust money
- Caseo blocks any trust payment or transfer that would take a matter's trust balance below zero.
- It won't let a transfer from trust to business exceed the fees and disbursements outstanding on the matter.
- Once a month's reconciliation is signed off, trust transactions dated in that month are locked.
Reporting a problem
If you think something is wrong with access to your firm's data, email privacy@caseo.co.za. For everything else, use Help & support inside Caseo or email hello@caseo.co.za.
Something unclear or out of date? Email hello@caseo.co.za.