CaseFlow — Terms of Service

Last updated: 20 June 2026

These terms govern your use of CaseFlow, a mortgage progress-tracking service provided by Mortgage Train Academy Ltd ("CaseFlow", "we", "us"), a company registered in England & Wales whose registered office is Olympus House, Olympus Park, Gloucester, GL2 4NF. By creating an account or using CaseFlow you agree to these terms.

1. The service

CaseFlow lets mortgage brokers and advisers ("you") give your clients a private, branded web page showing the live progress of their mortgage case, and send related email notifications. We may add, change or remove features over time.

2. Your account

You must be 18 or over and using CaseFlow for business purposes. You are responsible for the information you provide, for keeping your password secure, and for all activity under your account. Please tell us promptly of any unauthorised use.

3. Subscriptions, pricing and payment

CaseFlow is a paid monthly subscription. The first 15 brokers to subscribe pay a founding rate of £9.99 per month, which stays fixed for as long as the subscription remains active; subscriptions taken after the first 15 are £19.99 per month. Prices exclude VAT where applicable.

Payment is collected monthly in advance by our payment provider, Stripe; we do not store your card details. Your subscription renews automatically each month until cancelled. You can cancel at any time from the Billing area and your access continues until the end of the paid period. Except where the law requires otherwise, payments are non-refundable for part-months. We may change prices for future renewals on at least 30 days' notice — your founding rate excepted, which we honour while your subscription remains active.

4. Acceptable use

You agree to use CaseFlow lawfully and not to misuse it — including not uploading unlawful content, not attempting to access other firms' data, not interfering with the service, and not using it to send unsolicited marketing. You must only enter client information you are entitled to process.

5. Your clients' data and your responsibilities

For the client information you enter, you are the data controller and CaseFlow is your data processor. You are responsible for having a lawful basis to process that data and for giving your clients an appropriate privacy notice (we provide a template you can adapt). Special-category data (such as health information) must only be collected through CaseFlow's optional protection questionnaire, where your client gives their explicit consent on the form; you must not enter special-category data anywhere else in the platform. How we handle this data as your processor is set out in section 6 and in our Privacy Policy.

6. Data protection (data processing terms)

This section forms the data processing agreement between you (controller) and us (processor) under UK GDPR.

• We process client personal data only to provide CaseFlow and only on your instructions (your use of the service constituting those instructions), unless the law requires otherwise.
• We keep the data confidential and apply appropriate technical and organisational security measures: encryption in transit; broker passwords stored hashed; stored email credentials encrypted at rest; access limited so each firm sees only its own data; and client pages secured by an unguessable per-case link.
• We use the following sub-processors: Render (application and database hosting), Resend (email delivery) and Stripe (subscription payments). We remain responsible for them and will tell you of any intended changes.
• We will assist you, so far as reasonable, with data-subject requests and with your security, breach-notification and assessment obligations, and will notify you without undue delay if we become aware of a personal-data breach.
• On termination we will delete or return client personal data within the period stated in our Privacy Policy, unless the law requires us to keep it.
• Personal data is hosted in the UK/EEA; we will not transfer it elsewhere without an appropriate safeguard.

7. Intellectual property

We own CaseFlow and all rights in it. You keep ownership of the content and data you put in. You may use CaseFlow only as permitted by these terms while your subscription is active.

8. Availability and support

We work to keep CaseFlow available but do not guarantee uninterrupted or error-free service, and may carry out maintenance. Support is provided by email at info@mortgagetrainacademy.co.uk.

9. Disclaimers and liability

CaseFlow is a communication and tracking tool; it does not provide mortgage, financial or legal advice, and you remain responsible for the accuracy of what you tell your clients and for your own regulatory obligations. To the extent permitted by law we exclude implied warranties. Nothing in these terms limits liability that cannot be limited by law (such as for death or personal injury caused by negligence, or for fraud). Subject to that, our total liability to you in any 12-month period is limited to the fees you paid us in that period, and we are not liable for indirect or consequential loss, or loss of profit, data or goodwill.

10. Suspension and termination

You can stop using CaseFlow and cancel at any time. We may suspend or end your access if you breach these terms or fail to pay. On termination your right to use CaseFlow ends and we handle your data as described in our Privacy Policy.

11. Changes

We may update these terms from time to time; if we make material changes we will give reasonable notice (for example by email or in-app). Continuing to use CaseFlow after changes take effect means you accept them.

12. Governing law

These terms are governed by the law of England & Wales, and the courts of England & Wales have exclusive jurisdiction.

13. Contact

Mortgage Train Academy Ltd, Olympus House, Olympus Park, Gloucester, GL2 4NF. Email: info@mortgagetrainacademy.co.uk. ICO registration: ZC154722.