Privacy Policy

CaseWeaver is operated by Coach OS. For privacy questions, contact privacy@coachingos.org.

CaseWeaver processes:

• Case documentation you enter or dictate — audio dictation, transcripts, report sections, toxicology reports, and examiner edits. This may include decedent information and protected health information (PHI).
• Account information — examiner name, credential, office/jurisdiction, and authentication identifiers.
• Evidence photographs you capture, together with the technical metadata attached at capture (timestamp; device model; and, where the examiner enables it, location).
• Audit records — a hash-chained log of actions taken on each case (who did what, and when).

CaseWeaver does not collect advertising identifiers and does not sell personal data.

Case data is stored in access-controlled databases with row-level security, so an examiner can access only their own office's cases. Data is encrypted in transit (TLS) and at rest.

This build processes synthetic records only. It is not certified or represented as HIPAA-compliant, and it is not operating under a Business Associate Agreement. Cloud dictation, transcription, and automated drafting for production deployments are configured but not yet enabled. CaseWeaver will not be used to process protected health information until those services are enabled and the corresponding agreements are executed.

The examiner reviews, edits, and certifies every report. CaseWeaver drafts documentation only and does not determine cause or manner of death.

Case records are retained for as long as the office's account is active and as required by the office's records-retention obligations. Offices may configure a retention period; audit records are retained for the life of the case to preserve the chain of record.

An office may request deletion of its data by contacting privacy@coachingos.org. On a verified request, case content is deleted from active systems within 30 days, subject to any legal hold or retention obligation the office is under. Because the audit trail is append-only, deletion removes case content while recording that a deletion occurred.

CaseWeaver shares data only with the infrastructure providers needed to run the service (AWS and the database host), each under contractual data-protection terms, and where required by law. CaseWeaver does not share case data with advertisers.

Material changes to this policy will be posted here with an updated date and, where appropriate, communicated to account administrators.

Coach OS · privacy@coachingos.org