ImmCase CRM and ImmCase Chat Apps – Privacy Policy

Effective date: September 17, 2026
Last updated: October 5, 2026

This Privacy Policy explains how ImmCase Digital Solutions Ltd (“we”, “us”, “our”) handles information in two companion apps for ImmCase CRM:

• ImmCase CRM (Android): work with your firm’s cases, clients, checklists and billing on a phone.
• ImmCase Chat (Android and Windows): your firm’s internal chat, with group conversations, direct messages and attachments.

“The apps” means both. Where something applies to only one of them, this policy says so.

Both apps are for staff of immigration firms that use ImmCase CRM. They are not for the general public or for the firms’ clients: you sign in with the account your firm issued you, and the apps show you your firm’s own CRM. Neither app has accounts of its own.

• Your sign-in details: your firm’s CRM address, your email address and your password. The password is sent to your firm’s CRM to sign in and is never stored by the apps; they keep only the access token your CRM issues, in your device’s secure storage.
• Your firm’s CRM data: cases, applicants, checklists, contacts, quotes, invoices, payments, agreements and notes. This information belongs to your firm and lives on its CRM servers; the apps display it and send back the changes you make.
• Changes you make, such as adding a note, recording a payment, sending an email or a chat message, are saved to your firm’s CRM against your user account there, just as they are in the browser.
• Technical data: your firm’s CRM records ordinary server information such as your IP address when the apps connect, to run and secure the service.

• Messages and conversations. The messages you send and receive in group conversations and direct messages, with replies, reactions, edits, deletions and @mentions. They are stored in your firm’s CRM, exactly as when you use chat in the browser, and the members of each conversation can see them.
• Presence and typing. While you are connected, your colleagues can see that you are online and when you are typing.
• Photos, files and voice notes, when you choose to attach them. The camera is used only when you take a photo to send, and the microphone only while you record a voice note. Attachments are uploaded to your firm’s CRM and shared with the members of that conversation.
• GIFs. When you open the GIF picker, the app asks KLIPY, the GIF service, for GIFs and sends it the words you type in the GIF search box. KLIPY also sees your device’s IP address. A GIF you send is shared as a KLIPY link, so your colleagues’ apps load it from KLIPY as well. Do not type anything confidential into the GIF search.
• Notifications on Android. So that you hear about new messages while the app is closed, your device obtains a notification token from Google Firebase Cloud Messaging and the app registers it with your firm’s CRM. Each notification passes through Google’s servers and contains the sender’s name, the conversation’s name and the first 140 characters of the message. You can turn notifications off in your device settings, and signing out asks your CRM to forget the token.
• On Windows. If you use the app on Windows, notifications are created on your computer from the app’s live connection to your CRM, not through Google. If you turn on “Start with Windows”, the app adds itself to your own Windows user’s startup list; turning it off removes it.

Neither app uses your location or your contacts, shows advertising, or contains analytics or tracking software. ImmCase CRM does not use your camera or microphone and does not upload files. ImmCase Chat uses them only as described in section 2, when you choose to.

• To show you your firm’s CRM records and let you work with them on your device
• To sign you in and keep your session on the device
• To deliver your messages and attachments to the people in a conversation, and to tell you about new ones
• To carry out the actions you choose, such as sending an email through your firm’s mailbox

We do not sell personal information, and we do not use your firm’s data for advertising.

Your firm is the controller of the information in its CRM, including personal information about its clients and applicants and its staff’s chat conversations. We provide the software; your firm decides what is stored, who may see it and how long it is kept. Requests from a firm’s clients about their own information should be directed to that firm.

The apps send information to your firm’s own CRM server. ImmCase Chat also uses KLIPY for GIF search and, on Android, Google Firebase Cloud Messaging to deliver notifications, as described in section 2. When you send an email from ImmCase CRM, it goes out through the mailbox your firm connected in the CRM, to the people you address it to. We share information with service providers that host our software, under confidentiality obligations, and when required by law. There is no other sharing.

Connections between the apps and your firm’s CRM are encrypted in transit (HTTPS/TLS). Your access token is held in the device’s secure storage and removed when you sign out. The apps keep no separate copy of your firm’s records beyond what they need to show you, plus a temporary cache of images and files you have opened, which is removed when you clear the app’s data or uninstall it. Messages, attachments and other records are kept in your firm’s CRM under its own retention rules.

• Sign out at any time from the account menu, which removes the token from the device.
• Turn ImmCase Chat notifications off in your device settings.
• Ask your firm’s CRM administrator to change or remove your access.
• Contact us at privacy@immcase.com with questions about the apps themselves.

The apps are workplace tools for adults and are not directed to children.

We may update this policy. Changes are posted on this page with a new “Last updated” date.

ImmCase Digital Solutions Ltd
Email: privacy@immcase.com
Website: www.immcase.com