Privacy Policy

1. Information we collect

• Account information: name, email address, phone number, business name, role, and sign-in details (including from Google if you sign in with Google).
• Business information: website, logo and brand colors, address, tax identifiers you choose to enter, settings and preferences.
• Client information provided by Users: names, company names, email addresses, phone numbers, billing addresses, invoices, amounts, payment history, notes and preferences, entered in Casey or imported from tools like QuickBooks.
• Communications: emails, text messages, WhatsApp messages and voice notes sent through Casey; replies from Clients; messages between Users and Casey (in the app, by text, email or Slack); and, for phone calls, the audio processed during the call, the transcript and a summary.
• Payment information: processed by Stripe. Casey receives limited details (such as the card brand, last four digits and payment status) but never full card or bank account numbers.
• Bank and card account data (Books): balances, transactions, account names and masked numbers retrieved through Plaid when a User connects an account.
• Usage and device information: pages viewed, actions taken, IP address, browser and device type, and when a pay link or invoice was opened (used to time follow-ups).
• Cookies: we use cookies needed to keep you signed in and to secure the Service, and a cookie preference tool where required. We don't use advertising cookies.

2. How we use information

• To provide the Service: send invoices and follow-ups, read and answer replies within the User's limits, place and summarize calls, process payments, keep books and prepare reports.
• To personalize follow-ups for each Client: learning, for example, their time zone (including from their phone's area code or billing state), the hours they usually act, which channels they respond to and how they usually pay, so Casey contacts them at sensible times and fewer times.
• To bill Users, provide support, and send service and account messages.
• To keep the Service secure, prevent fraud and abuse, and fix problems.
• To improve the Service, including with de-identified and aggregated data.
• To comply with law, enforce our terms and protect rights and safety.

We don't sell personal information, and we don't share it for cross-context behavioral advertising.

3. AI and automated processing

Casey uses AI models from Anthropic (to draft messages, read replies, categorize transactions and answer questions) and ElevenLabs (for phone calls, voice notes and transcription). These providers process the information needed for each task under agreements that limit their use of it, and under their API terms they don't use it to train their models. Casey acts on its own only within limits each User sets; disputes, discount requests and anything unclear go to a person at the business.

Every phone call starts by saying that Casey is an automated assistant and that the call is transcribed.

4. Learning across Casey

When a business keeps "Learn from Casey's network" on, the response patterns Casey learns about a Client (time zone, the hours they usually act, whether they act on weekends, and how often they respond on each channel) are stored under one-way hashed versions of the Client's email address, phone number or company email domain, and used to help other businesses on Casey that bill the same Client reach them at the right time and on the right channel. Names, contact details, amounts, invoices, notes and the identity of the businesses involved are never shared. The shared data is accessible only to Casey's systems, not to any User. Businesses can turn this off at any time, and their data is then removed from the network.

4A. Casey's payment network

Businesses that choose to join Casey's payment network share, for their business clients only (identified by a one-way hash of the client company's own email domain), the number of days late each invoice was paid, unpaid invoices more than 60 days late, and disputes. From other members' reports Casey shows a payment score (0–100) for a client company, only when at least two other businesses have reported and only to members. Amounts, invoices, contact details and the reporting businesses' identities are never shown. Individuals, and email addresses at personal email providers, are never included.

A company can dispute its record at app.hirecaseyai.com/legal/dispute; while a dispute is open, its records are left out of every score.

5. How we share information

We share personal information only as needed to run Casey:

• With the business a Client deals with: Clients' replies, call summaries and payments are shown to that business.
• With service providers that work on our behalf: Supabase (database and storage), Vercel and Render (hosting and background jobs), Anthropic and ElevenLabs (AI), Twilio (text messages, WhatsApp and calls), Resend (email), Stripe (payments and billing), Plaid (bank connections), Google (sign-in and, if a User connects it, sending from their Gmail), Slack and Intuit QuickBooks (if a User connects them).
• With our collections team, for invoices a User sends to collections.
• When required by law or to protect rights, safety and the Service.
• In a merger, acquisition or sale of assets, under this policy's protections.

6. Text messages

Casey sends text messages on behalf of businesses to their Clients about invoices and payments. Message frequency varies; message and data rates may apply. Reply STOP to stop texts from that business through Casey, or HELP for help. Mobile phone numbers and text-message consent are never shared with third parties or affiliates for their marketing.

7. How long we keep information

We keep personal information while a User's account is active and as needed to provide the Service. After an account is closed, we delete or de-identify its data within 90 days, except where we must keep it longer by law (for example, billing and tax records) or to resolve disputes. For phone calls, Casey keeps the transcript and summary, not the audio; our voice provider may keep call audio for a limited period under its own retention settings.

8. Security

We protect information with measures such as encryption in transit, encryption of stored access tokens, row-level access controls that limit each business to its own data, role-based permissions, and audit logs. No system is perfectly secure; if we learn of a breach that affects you, we'll notify you as the law requires.

9. Your choices and rights

Users can view and update account and business information in the app, export data, and close their account. Depending on where you live (for example, California and other U.S. states), you may have rights to know, access, correct, delete or obtain a copy of your personal information, and to not be discriminated against for using these rights. Clients can make requests through the business that invoiced them or by contacting us; where we process the information for that business, we'll pass the request on and help them respond.

To make a request, email [legal@yourdomain.com]. We'll verify your request before acting on it. An authorized agent may make a request for you with your written permission.

10. Location of processing

Casey is operated in the United States, and information is processed and stored in the United States.

11. Children

Casey is for businesses and isn't directed to children under 16. We don't knowingly collect their personal information.

12. Changes

We may update this policy. If a change is material, we'll tell Users in the app or by email before it takes effect, and ask them to accept the new version where required.

13. Contact

[Casey, Inc.], [street address, city, state, ZIP], [legal@yourdomain.com].