Privacy Policy

Veterans Desk · Legal

Effective Date

See veteransdesk.org for current date

Organization

Veterans Desk, Inc. · IRS 501(c)(3)

Jurisdiction

State of Florida

This Privacy Policy explains how Veterans Desk, Inc. 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.

Who We Are

Veterans Desk, Inc. is a Florida nonprofit corporation recognized as an IRS 501(c)(3) public charity. We are independent and not affiliated with, part of, or endorsed by the U.S. Department of Veterans Affairs (VA) or any government agency.

Scope of This Policy

This Privacy Policy applies to information collected through the Site. It does not apply to:

Important Health-Information Boundary

⚠ No PHI — This Site Is Not Designed for Patient 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. If you submit PHI, you do so at your own risk, and you authorize us to delete it. Veterans Desk is not a HIPAA-covered entity and does not operate the Site as a HIPAA-covered service.

PHI includes — but is not limited to — diagnoses, lab results, treatment notes, prescriptions, appointment notes, or insurance member IDs tied to an identifiable patient.

Information We Collect

We collect information in the following ways:

Information You Provide Directly

Contact information (name, email, phone, address), account credentials, directory listing details (practice name, specialty, credentials, business contact, profile description, logo/photos), and communications you send to us.

Information Collected Automatically

Device and usage data (IP address, browser type, pages viewed, clicks, referral URLs, timestamps), approximate location inferred from IP address at city/region level, and cookies or similar technologies for core functionality and analytics.

Payments & Donations

Transaction information (donation amount, date/time, receipt details) if you donate or pay for membership features. Payment card data is processed by a third-party payment processor — we generally do not store full card numbers.

Verification & Screening Data

If background screening or verification is required for certain listings, we collect status indicators (e.g., “screening completed,” “education completed,” “eligible to be listed”). We aim to retain status indicators rather than full detailed reports.

How We Use Information

We use information collected through the Site to:

Operate and maintain the Site and its directories
Publish and manage directory listings and eligibility — including verification and badge status
Communicate with you (support, confirmations, administrative messages)
Process donations and payments and provide receipts, where applicable
Monitor performance, analytics, and user experience
Prevent fraud, abuse, and security incidents
Enforce our Terms of Use 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.

Directory Visibility and Public Information

You Control What You Publish

Directory listings are intended to help users find Providers and Enrollment Coordinators. Information you choose to publish in your listing — such as practice name, business contact details, service area, and profile text — may be visible to the public. Do not include sensitive personal details in public fields. Do not post patient-specific information anywhere on the Site.

How We Share Information

We do not sell personal information. We share information only as described below:

A) Service Providers

We may share information with vendors that help us operate the Site — including hosting and infrastructure providers, email and communications platforms, analytics tools, payment processors, background screening or verification providers, and security and support tools. These providers may access information only as necessary to provide services to us.

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; or 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.

Cookies and Tracking Technologies

We use cookies and similar technologies for essential site functions (security, session management), remembering preferences, and analytics and performance measurement. Most browsers allow you to block or delete cookies — if you disable cookies, some features may not work properly.

Data Retention

We retain information only as long as reasonably necessary for operating the Site and its directories, maintaining records and compliance, resolving disputes, enforcing our policies, and meeting legal, tax, or accounting requirements. Retention periods vary by data type and purpose.

Data Security

We use reasonable administrative, technical, and physical safeguards designed to protect information against unauthorized access, use, or disclosure. 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.

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 inadvertently collected such information, we will take prompt steps to delete it.

Your Privacy Rights

Depending on where you live and applicable law, you may have the following rights regarding your personal information:

Access

Request access to the personal information we hold about you.

Correction

Request correction of inaccurate or incomplete information.

Deletion

Request deletion of certain personal information we hold.

Portability

Request a copy of your information in a portable format, where applicable.

Opt-Out

Opt out of certain processing where required by applicable law, such as certain targeted advertising.

Appeals

Where required by law, appeal a decision regarding your privacy rights request.

How to Submit a Privacy Rights Request

Email privacy@veteransdesk.org with the subject line: “Privacy Rights Request.” To protect your information, we may require identity verification before fulfilling your request. To appeal a decision, email the same address with “Appeal” in the subject line.

Background Screening and Verification Notes

If we use screening or 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 — typically “completed/eligible” status indicators rather than full detailed reports. We may suspend or remove listings for failure to meet listing criteria or policy requirements.

External Links

The Site may contain links to third-party websites. We are not responsible for their content or privacy practices. We encourage you to review the privacy policies of any external site before providing personal information.

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. Your continued use of the Site after posting constitutes acceptance of the updated policy.

Privacy Questions & Rights Requests

Contact Veterans Desk

To submit a privacy rights request, report a concern, or ask questions about how we handle your information, reach the Veterans Desk privacy team directly. We respond to privacy requests within five business days and will confirm receipt of your request promptly.

General Contact

info@veteransdesk.com

Privacy Requests

privacy@veteransdesk.org

Mailing Address

18801 N Dale Mabry Hwy, Suite 1020
Lutz, FL 33548

Organization

Veterans Desk, Inc.
Florida 501(c)(3) Nonprofit

Disclaimer: Veterans Desk, Inc. is a Florida 501(c)(3) nonprofit and is not affiliated with the U.S. Department of Veterans Affairs, the Department of Defense, or any federal agency. This Privacy Policy governs information collected through this website only. Veterans Desk is not a HIPAA-covered entity and does not provide healthcare services. Emergency: 911 | Veterans Crisis Line: 988 (Press 1) | Text 838255.