Privacy notice

Last updated: 21 October 2026

Who we are

CaseMinder is a product of Mertens Software Ltd, registered in England and Wales, company number 17532707, registered office 304 Low Road, Hellesdon, Norwich, NR6 5AW. We are the controller of the personal information described here. To ask anything about it, email privacy@caseminder.co.uk.

This website

This website sets no cookies and uses no analytics or tracking. Our hosting provider (Cloudflare) processes basic technical information, such as IP addresses, to deliver the site and protect it from attack.

If you contact us

If you email us, we use your name, email address, organisation and whatever you tell us, to reply and to talk with you about CaseMinder and the pilot. Our lawful basis is our legitimate interest in responding to enquiries and developing our business.

If we contact you first

We may contact supported housing providers about CaseMinder by email. We only email organisations that are companies, charitable incorporated organisations, community interest companies or registered societies, using the contact details they publish on their own website or in a public register (such as the Charity Commission register or Companies House).

If you are named as a contact, we hold your name, role, work email address, your organisation's name and public details about it (such as its location and the services it describes on its website), where we found them and when, and a record of our emails. Our lawful basis is legitimate interests: introducing a product we believe is relevant to your organisation's work. We have weighed this against your interests and keep what we hold to a minimum.

Every email tells you how to say no. If you do, we will not email you or your organisation again, and we keep just enough to make sure of that (the email address, the organisation and the date).

Who else handles it

These providers act on our instructions under contracts that protect your information. Some may process data outside the UK; where they do, they use safeguards recognised under UK data protection law.

We don't sell personal information or share it for anyone else's marketing.

How long we keep it

If we contacted you and you didn't reply, we delete your details 12 months after our last email. If you're talking with us or taking part in the pilot, we keep what we need while that continues, then for up to 12 months after. The do-not-contact record is kept for as long as it's needed to honour your request.

Your rights

You can ask for a copy of your information, ask us to correct or delete it, ask us to restrict how we use it, and object to our using it, including at any time to direct marketing. Email privacy@caseminder.co.uk. We'll reply within one month.

If you're unhappy with how we've handled your information, you can complain to the Information Commissioner's Office: ico.org.uk/make-a-complaint.

The CaseMinder software

When providers use CaseMinder, the records they keep about residents and staff belong to them: the provider is the controller and we process that data on their behalf, under a separate agreement. This notice covers only our own website, enquiries and contact.