1. Service Description
Casework (“CW”, “the Service”) is a casework management platform designed for local councillors in the United Kingdom. The Service enables councillors to receive, track, and resolve constituent enquiries and cases, manage ward information, publish news and events, and communicate with residents. CW is operated by Rolosoft Limited (“we”, “us”, “our”).
By creating an account or using the Service, you (“Councillor”, “you”, “your”) agree to be bound by these Terms of Service. If you do not agree, you must not use the Service.
2. Data Controller and Processor Relationship
For the purposes of the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018, you acknowledge and agree that:
- You are the data controller for all personal data relating to your constituents and residents that is submitted to or processed through the Service.
- CW acts as a data processor on your behalf, processing constituent data solely in accordance with your instructions and for the purpose of providing the Service.
- You are responsible for ensuring that you have a lawful basis for processing constituent personal data and that appropriate privacy notices are provided to data subjects.
- We will process personal data in accordance with our Data Processing Agreement, which forms part of these Terms.
3. Acceptable Use
You agree not to use the Service to:
- Upload, publish, or transmit any content that is unlawful, defamatory, threatening, abusive, or otherwise objectionable.
- Use resident or constituent data for any purpose other than legitimate casework and council duties, including but not limited to political campaigning unrelated to your elected role or commercial marketing.
- Employ automated scraping, crawling, or data extraction tools against the Service, or attempt to access data belonging to other councillors or tenants.
- Interfere with or disrupt the integrity or performance of the Service, or attempt to gain unauthorised access to any systems or networks connected to the Service.
- Impersonate any person or entity, or misrepresent your affiliation with any person or entity.
We reserve the right to suspend or terminate accounts that violate these acceptable use provisions, with or without prior notice depending on the severity of the breach.
4. Service Availability
We strive to maintain high availability of the Service but cannot guarantee uninterrupted access. Availability commitments vary by subscription tier:
- Free and Pro tiers: The Service is provided on a best-effort basis. We do not offer a service level agreement (SLA) and accept no liability for downtime or service interruptions.
- Council tier: Subscribers on the Council tier are entitled to the uptime commitments and support response times specified in the applicable SLA provided as part of your Council subscription agreement.
We may perform scheduled maintenance from time to time, and will use reasonable efforts to provide advance notice of any planned downtime.
5. Data Ownership
You retain full ownership of all case data, constituent records, correspondence, notes, and any other content you create or upload to the Service (“Your Data”). CW claims no ownership, intellectual property rights, or licence over Your Data beyond what is strictly necessary to operate and provide the Service to you.
You may export Your Data at any time using the tools provided within the Service. Upon termination of your account, we will make Your Data available for export for a reasonable period as described in Section 6.
6. Account Termination and Data Retention
You may terminate your account at any time by contacting us or using the account settings within the Service. Upon receiving a termination request:
- Your Data will remain available for export for 30 days following the termination request.
- After the 30-day export window, Your Data will be permanently purged from our systems in accordance with our data retention policy, including all backups, within 90 days.
- We may retain anonymised, aggregated data that cannot be linked back to you or your constituents for the purposes of service improvement and analytics.
We may also terminate or suspend your account if you breach these Terms, subject to providing reasonable notice where practicable.
7. Limitation of Liability
To the fullest extent permitted by law:
- The Service is provided “as is” and “as available” without warranties of any kind, whether express or implied, including but not limited to implied warranties of merchantability, fitness for a particular purpose, and non-infringement.
- In no event shall CW be liable for any indirect, incidental, special, consequential, or punitive damages, including but not limited to loss of profits, data, or goodwill, arising out of or in connection with your use of the Service.
- Our total aggregate liability to you for any claims arising from or relating to the Service shall not exceed the total fees paid by you to CW in the twelve (12) months preceding the event giving rise to the claim.
Nothing in these Terms excludes or limits liability for death or personal injury caused by negligence, fraud or fraudulent misrepresentation, or any other liability that cannot be excluded or limited under English law.
8. Indemnification
You agree to indemnify, defend, and hold harmless CW, its officers, directors, employees, and agents from and against any claims, damages, losses, liabilities, costs, and expenses (including reasonable legal fees) arising out of or relating to:
- Your use of the Service in breach of these Terms.
- Your violation of any applicable law or regulation, including data protection legislation.
- Any claim by a third party (including constituents) arising from your processing of personal data through the Service.
- Any content you upload, publish, or transmit through the Service.
9. Modifications to Terms
We may update these Terms from time to time to reflect changes in our Service, legal requirements, or business practices. When we make material changes:
- We will provide at least 30 days’ prior written notice via email or a prominent notice within the Service.
- Your continued use of the Service after the effective date of the revised Terms constitutes your acceptance of the changes.
- If you do not agree with the revised Terms, you must stop using the Service before the changes take effect and may request account termination under Section 6.
10. Governing Law and Jurisdiction
These Terms shall be governed by and construed in accordance with the laws of England and Wales. Any disputes arising out of or in connection with these Terms shall be subject to the exclusive jurisdiction of the courts of England and Wales.
11. Contact
If you have any questions about these Terms, please contact us.