Veterans Desk, Inc. Privacy Policy
Effective Date: [Month Day, Year]
Last Updated: [Month Day, Year]
This Privacy Policy explains how Veterans Desk, Inc. (“Veterans Desk,” “we,” “us,” “our”) collects, uses, discloses, and safeguards information when you visit or use our website(s), directories, forms, and related online services (collectively, the “Site”).
By using the Site, you agree to this Privacy Policy. If you do not agree, do not use the Site.
1) Who We Are
Veterans Desk, Inc. is a Florida nonprofit corporation recognized as an IRS 501(c)(3) public charity. Veterans Desk is independent and is not part of, affiliated with, or endorsed by the U.S. Department of Veterans Affairs (VA) or any government agency.
2) Scope of This Policy
This Privacy Policy applies to information collected through the Site.
It does not apply to:
- Third-party websites or services that we link to,
- Services offered by Providers or Enrollment Coordinators listed in our directories,
- Communications or agreements between Providers and Enrollment Coordinators, which occur outside Veterans Desk (unless you use a Site feature that explicitly collects information for that purpose).
3) Important Health-Information Boundary
A) No PHI (Protected Health Information)
Do not submit Protected Health Information (“PHI”) or patient-specific medical information through the Site. Our Site is not designed to collect or store medical records or patient-specific clinical information.
PHI includes (examples): diagnoses, lab results, treatment notes, prescriptions, appointment notes, or insurance member IDs tied to an identifiable patient.
If you submit PHI, you do so at your own risk, and you authorize us to delete it.
B) Not a Covered Entity; No HIPAA services
Veterans Desk does not provide healthcare services and does not operate the Site as a HIPAA-covered service for patient communications. The Site is intended for educational and directory use only.
4) Information We Collect
We collect information in the following ways:
A) Information you provide directly
Depending on how you use the Site, you may provide:
- Contact information: name, email address, phone number, mailing address.
- Account information (if accounts are offered): username/login credentials and profile details.
- Provider directory listing information: practice name, business contact details, website, service areas, specialty, credentials you choose to display, business hours, profile description, logo/photos you upload, and other information you choose to publish.
- Enrollment Coordinator directory listing information: business contact details, service area, background and education details you choose to display, profile description, and other information you choose to publish.
- Communications: messages you send to us (support requests, feedback, surveys, form submissions).
B) Information collected automatically
When you use the Site, we may automatically collect:
- Device and usage data: IP address, browser type, device identifiers, pages viewed, clicks, referral/exit URLs, timestamps, and similar analytics logs.
- Approximate location: inferred from IP address at a city/region level (not precise GPS).
- Cookies and similar technologies: for core functionality, security, preferences, and analytics.
C) Payments and donations (if applicable)
If you donate or pay for membership/sponsorship features:
- We may receive transaction information (such as donation amount, date/time, receipt details).
- Payment card data is typically processed by a third-party payment processor. We generally do not store full payment card numbers.
D) Background screening and verification-related information (listing eligibility)
If we require background screening or verification criteria for certain listings or badges:
- We may collect status indicators (e.g., “screening completed,” “education completed,” “eligible to be listed,” “badge issued”) and related administrative metadata.
- If screening is facilitated through a third-party provider, information may be collected by that provider under its own privacy policy and authorization process.
- Data minimization goal: we aim to retain only what is necessary for platform eligibility and compliance (often status, not full reports).
5) How We Use Information
We use information to:
- Operate and maintain the Site and directories,
- Publish and manage directory listings and eligibility (including verification/badge status),
- Communicate with you (support, confirmations, administrative messages),
- Process donations/payments and provide receipts (if applicable),
- Monitor performance, analytics, and user experience,
- Prevent fraud, abuse, and security incidents,
- Enforce our Terms and policies (including No-PHI rules),
- Comply with legal obligations and respond to lawful requests.
We may also use aggregated and de-identified information for analytics and nonprofit mission reporting.
6) Directory Visibility and Public Information
Directory listings are intended to help users find Providers and Enrollment Coordinators.
- Public profile fields: Information you choose to publish in your listing may be visible to the public (e.g., practice name, business contact details, service area, and profile text).
- You control what you publish: Do not include sensitive personal details in public fields.
- No PHI: Do not post patient-specific information anywhere on the Site.
7) How We Share Information
We do not sell personal information. We share information only as described below:
A) Service providers (processors)
We may share information with vendors that help us operate the Site, such as:
- Hosting/infrastructure providers,
- Email and communications platforms,
- Analytics and performance monitoring tools,
- Payment processors (if applicable),
- Background screening/verification providers (if applicable),
- Security, anti-fraud, and support tools.
These providers may access information only as necessary to provide services to us and are expected to protect it.
B) Legal and safety disclosures
We may disclose information:
- To comply with law, regulation, subpoena, court order, or lawful government request;
- To protect the rights, property, and safety of Veterans Desk, our users, or the public;
- To investigate suspected fraud, security threats, or policy violations.
C) Organizational transactions
If Veterans Desk is involved in a reorganization, merger, dissolution, or transfer of assets, information may be transferred as part of that transaction, consistent with applicable law and this Privacy Policy.
8) Cookies and Tracking Technologies
We use cookies and similar technologies for:
- Essential site functions (security, session management),
- Remembering preferences,
- Analytics and performance measurement.
Your choices
Most browsers allow you to block or delete cookies. If you disable cookies, some features may not work properly.
9) Data Retention
We retain information only as long as reasonably necessary for:
- Operating the Site and directories,
- Maintaining records and compliance,
- Dispute resolution and enforcement,
- Meeting legal, tax, or accounting requirements.
Retention periods vary by data type and purpose.
10) Data Security
We use reasonable administrative, technical, and physical safeguards designed to protect information. However, no method of transmission or storage is 100% secure, and we cannot guarantee absolute security.
If you believe your account or information has been compromised, contact us immediately at [privacy@veteransdesk.org].
11) Children’s Privacy
The Site is not directed to children under 13, and we do not knowingly collect personal information from children under 13. If we learn we have collected such information, we will take steps to delete it.
12) Your Privacy Rights
Depending on where you live and applicable law, you may have rights to:
- Request access to the personal information we have about you,
- Request correction of inaccurate information,
- Request deletion of certain information,
- Request a copy of information in a portable format (where applicable),
- Opt out of certain processing (where required by law, such as certain targeted advertising).
How to submit a request
Email [privacy@veteransdesk.org] with the subject line: “Privacy Rights Request.”
To protect your information, we may require identity verification.
Authorized agents
Where required by law, you may use an authorized agent to submit requests. We may require proof of authorization and may still verify your identity.
Appeals
Where required, you may appeal a decision by emailing [privacy@veteransdesk.org] with “Appeal” in the subject line.
13) Background Screening and Verification Notes (If Used)
If we use screening/verification criteria for listing eligibility:
- You may be directed to a third-party provider to complete screening and provide required authorizations.
- We aim to store only the minimum necessary results (often “completed/eligible” indicators) rather than full detailed reports.
- We may suspend or remove listings for failure to meet criteria or policy requirements.
14) External Links
The Site may contain links to third-party websites. We are not responsible for their content or privacy practices. Review their privacy policies before providing personal information.
15) Changes to This Privacy Policy
We may update this Privacy Policy from time to time. We will post the updated version with a revised “Last Updated” date. Continued use after posting means you accept the updated policy.
16) Contact Us
Veterans Desk, Inc.
Mailing Address: [Insert Address]
Privacy Email: [privacy@veteransdesk.org]
Support Email: [support@veteransdesk.org]
- No-PHI Site Policy + Provider/Coordinator Contact Instructions (Public-Facing)
- Directory Listing Criteria + Verification Standards (defines what your “verification/badge” actually means—eligibility only, not endorsement)
No-PHI Site Policy + Provider/Coordinator Contact Instructions (Public-Facing)
Directory Listing Criteria + Verification Standards (defines what your “verification/badge” actually means—eligibility only, not endorsement)