Plain-language summary. The CaseLoop Chrome extension reads email content and attachments from Gmail or Outlook only when you choose to save them, and sends them to your CaseLoop desktop application running on your own computer. We do not operate a cloud service that receives email data from this extension, we do not sell or share your data with anyone, and we do not use your data to train AI models.

01Single purpose

The CaseLoop Chrome extension exists for one purpose: to let behavioral health providers move email content and attachments from Gmail or Outlook directly into their CaseLoop case records, without copy-paste.

Specifically, the extension lets you:

  • Search your CaseLoop client list and select a client
  • Save an open email thread as a session activity on that client's case
  • Download attachments from an open email and add them to that client's documents
  • Compose new emails using client information from CaseLoop

The extension does not perform any function unrelated to this stated purpose.

02What the extension accesses

When you explicitly trigger an action — clicking Save email to case, Add attachment, or a similar control — the extension reads:

  • The content of the email currently open in your tab (sender, recipients, subject, body, timestamps, message identifiers)
  • The contents of any attachment you select
  • The text you type into a CaseLoop search or compose field

The extension only reads this information at the moment you take an action. It does not scan, log, or transmit email content in the background.

03What the extension does not access

  • Your Gmail or Outlook password, recovery information, or any authentication credentials
  • Emails or threads you have not opened or acted on
  • Browser history, browsing activity, or any data from sites other than Gmail and Outlook
  • Cookies or session tokens belonging to Gmail, Outlook, or any other service
  • Microphone audio unless you have granted optional microphone permission and explicitly started a voice input

04Where your data goes

Email content and attachments you save are sent from the extension to your CaseLoop desktop application running on your own computer. The CaseLoop desktop application then writes them into your case records and, depending on your configuration, may sync them to your EHR (for example, Hovi).

We do not operate a cloud server that receives or stores email content from this extension. Email data does not pass through any CaseLoop-hosted service, third-party server, analytics platform, or advertising network.

05Permissions explained

Chrome requires extensions to declare which permissions they use. Here is what each one is for, and why it is necessary for the single purpose above.

activeTab, tabs, scripting
Read the email currently open in your active tab when you choose to save it.
sidePanel
Display the CaseLoop interface alongside your email in Chrome's side panel.
storage
Remember your CaseLoop sign-in state and per-user preferences. Stored locally in your browser only.
contextMenus
Add right-click options to save selected email content to a case.
host permissions (gmail.com, outlook subdomains)
Interact with Gmail and Outlook DOM elements when you take a save or compose action. Not used to read pages in the background.
microphone (optional)
Used only if you opt in to voice input. You can revoke this permission at any time from Chrome's site settings.

06What we never do with your data

The extension's handling of user data complies with the Chrome Web Store Limited Use requirements. Specifically:

  • We do not sell your data. No data handled by this extension is sold to anyone, for any purpose.
  • We do not share your data with advertisers, data brokers, or third parties for purposes unrelated to the extension's single purpose described above.
  • We do not use your data to train AI models. Email content, attachments, and search queries handled by the extension are not used as training data for any model we operate or contribute to.
  • We do not use your data for personalized advertising of any kind.
  • We do not use your data to determine creditworthiness or for lending purposes.
  • No human reads your data except (a) with your explicit consent, (b) where necessary for security purposes such as investigating abuse, (c) to comply with applicable law, or (d) where the data has been aggregated and anonymized in a way that cannot be linked back to a user.

07Data retention

The extension itself does not retain copies of email content or attachments after they have been delivered to your CaseLoop desktop application. Locally stored preferences (such as your sign-in state) remain until you uninstall the extension or clear Chrome's storage.

Retention of records inside the CaseLoop desktop application — and any onward sync to your EHR — is governed by your CaseLoop configuration and the privacy policies of those systems, not by this extension.

08Your choices

  • You can uninstall the extension at any time from chrome://extensions. Doing so removes any data the extension stored locally in your browser.
  • You can revoke optional permissions (such as microphone access) at any time from Chrome's site or extension settings.
  • The extension never reads or transmits email content without an explicit action from you.

09Children's privacy

The CaseLoop Chrome extension is intended for use by professional behavioral health providers and their administrative staff. It is not directed to children, and we do not knowingly collect data from children.

10Changes to this policy

We may update this policy from time to time. When we do, we will revise the effective date at the top of this page and, where the change is material, notify users through the CaseLoop application or the Chrome Web Store listing. Continued use of the extension after a change indicates acceptance of the revised policy.

11Contact

Questions about this policy or the extension's data practices: