Veterans Desk, Inc. Website Terms of Use / Terms & Conditions

Effective Date: [Month Day, Year]
Last Updated: [Month Day, Year]

These Terms of Use / Terms & Conditions (“Terms”) govern your access to and use of the Veterans Desk, Inc. website(s), pages, directories, forms, content, tools, and related online services (collectively, the “Site”).

By accessing or using the Site, you agree to these Terms. If you do not agree, do not use the Site.

1) Who We Are

Veterans Desk, Inc. (“Veterans Desk,” “we,” “us,” “our”) 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) Key Definitions

To make these Terms easier to apply:

• “User” means anyone who visits or uses the Site.
• “Consumer User” means a User using the Site primarily for personal, family, or household purposes (for example, veterans, caregivers, family members, or other individuals).
• “Business User” means a User using the Site in a business or organizational capacity, including providers, clinics, practice staff, vendors, sponsors, advertisers, organizations, or anyone seeking business membership or listing benefits.
• “Provider” means a healthcare provider, clinic, or practice listed on or using the Site.
• “Enrollment Coordinator” means an independent professional listed on the Site who may offer administrative support services related to provider readiness or enrollment processes (as described on the Site).
• “Directory” means any listing, profile, directory, badge, indicator, search tool, or verification marker displayed on the Site.
• “User Content” means content submitted or posted by Users (e.g., profile details, logos, listings, uploads, messages, comments, or other submissions).

3) What the Site Is (and Is Not)

A) Education and information only

The Site provides general educational and informational content. Nothing on the Site is medical advice, legal advice, billing advice, credentialing advice, financial advice, or a substitute for professional judgment.

B) Platform-only; no endorsement

Veterans Desk is an education and directory platform. We do not endorse, recommend, certify, warrant, or guarantee any Provider, Enrollment Coordinator, product, service, or outcome.

C) No guarantee of outcomes

Membership, directory listing, badges, education completion, verification indicators, or any Site feature is not a guarantee of:

• Acceptance into any network or program,
• Credentialing or contracting approval,
• VA authorization of care,
• Reimbursement, claim payment, or payment timelines,
• Referrals, Patient Volume, Revenue, or Outcomes.

All eligibility, authorizations, participation status, and payment decisions are controlled by third parties (including the VA and applicable administrators) under their own rules and processes.

4) Eligibility and Acceptable Use

You must be at least 18 years old to use the Site.

You agree you will not:

• use the Site for unlawful purposes;
• misrepresent identity, credentials, affiliations, network status, approvals, or outcomes;
• harass, defame, discriminate, or post unlawful content;
• disrupt the Site, introduce malware, or attempt unauthorized access;
• scrape, harvest, or mass-collect data from the Site without written permission;
• use the Site to transmit spam, deceptive solicitations, or prohibited content;
• attempt to obtain PHI or patient-specific information through the Site.

We may suspend or restrict access to protect Users, the Site, and our mission.

5) Privacy Policy and Incorporated Policies

Your use of the Site is also subject to our Privacy Policy and any posted Site policies (including directory criteria, listing standards, no-PHI rules, and notices). These are incorporated by reference. If these Terms conflict with a policy, these Terms control unless the policy states otherwise.

6) Strict No-PHI Rule (No Patient Medical Information)

Do not submit Protected Health Information (“PHI”) or patient-specific medical information through the Site.

You agree not to upload, post, message, transmit, or submit:

• medical records, diagnoses, lab results, treatment details, prescriptions, appointment notes tied to an identifiable patient;
• insurance member IDs tied to a patient;
• any content that would be considered PHI or sensitive patient data.

If PHI is submitted, you authorize us to remove it. We do not intend to receive or store PHI through the Site.

7) Directories, Listings, Verification Indicators, and Badges

The Site may include Directories of Providers, Enrollment Coordinators, organizations, and resources.

You understand and agree:

1. Listing criteria are not endorsements. Any education requirement, verification indicator, background screening indicator, badge, or “verified” marker relates to listing eligibility only, not certification of competence or guarantee of outcomes.
2. Information may be incomplete or changed. Listings may be outdated, incomplete, or contain errors. Users must independently verify credentials, availability, network status, coverage rules, participation status, and suitability.
3. We can edit/remove listings. We may edit, refuse, remove, suspend, or decline listings to maintain accuracy, safety, policy compliance, or mission alignment.
4. Your reliance is at your own risk. You are responsible for your decisions and interactions resulting from the use of the Directory.

8) Enrollment Coordinators (Independent Professionals)

Veterans Desk may publish a directory of Enrollment Coordinators.

Enrollment Coordinator Relationship Notice

• Enrollment Coordinators listed on the Site are independent professionals and may be members of the platform; they are not employees of Veterans Desk.
• Any engagement is a direct agreement between the Provider and the Enrollment Coordinator.
• Veterans Desk does not assign coordinators, set their fees, supervise their work, control their methods, or guarantee results.
• Veterans Desk is not responsible for services, agreements, representations, omissions, disputes, performance, or outcomes arising from a Provider’s engagement with an Enrollment Coordinator.

No authority to bind Veterans Desk

Providers and Enrollment Coordinators have no authority to make commitments, guarantees, representations, or warranties on behalf of Veterans Desk.

9) Accounts (If Offered)

If we offer accounts:

• You are responsible for safeguarding your credentials and all activity under your account.
• You must provide accurate and current information.
• We may suspend or terminate accounts if we believe there is misuse, risk, or a violation of these Terms.

10) Payments, Donations, Sponsorships, Memberships (If Applicable)

If the Site offers paid features (e.g., business memberships, listing upgrades, sponsorships, donations):

• Payment terms shown at checkout apply.
• Donations may be non-refundable except where required by law.
• Paid features do not guarantee outcomes (see Section 3C).
• We may change pricing or feature availability at any time.

11) User Content and License

If you submit User Content, you represent that:

• You have the right to submit it.
• It is accurate to the best of your knowledge.
• It does not violate the law or third-party rights.

You grant Veterans Desk a non-exclusive, worldwide, royalty-free license to host, store, reproduce, display, and distribute your User Content as reasonably necessary to operate the Site, publish directories/listings, communicate with you, and further our nonprofit mission.

We may remove User Content at any time.

12) Intellectual Property

The Site and its content (including text, graphics, logos, design, compilation, and software) are owned by or licensed to Veterans Desk and are protected by law.

You may view and print pages for personal, non-commercial use. You may not reproduce, distribute, modify, create derivative works, or exploit the Site content without written permission except as allowed by law.

13) Third-Party Links and Services

The Site may link to third-party websites or services. We do not control them and are not responsible for their content, policies, or practices. Use them at your own risk.

14) Disclaimers

THE SITE AND ALL CONTENT ARE PROVIDED “AS IS” AND “AS AVAILABLE.” TO THE MAXIMUM EXTENT PERMITTED BY LAW, VETERANS DESK DISCLAIMS ALL WARRANTIES, EXPRESS OR IMPLIED, INCLUDING WARRANTIES OF ACCURACY, COMPLETENESS, NON-INFRINGEMENT, MERCHANTABILITY, AND FITNESS FOR A PARTICULAR PURPOSE.

WE DO NOT WARRANT THAT THE SITE WILL BE UNINTERRUPTED, ERROR-FREE, SECURE, OR FREE OF HARMFUL COMPONENTS.

15) Limitation of Liability

TO THE MAXIMUM EXTENT PERMITTED BY LAW, VETERANS DESK WILL NOT BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, EXEMPLARY, OR PUNITIVE DAMAGES, OR ANY LOSS OF PROFITS, REVENUE, DATA, GOODWILL, OR OTHER INTANGIBLE LOSSES, ARISING FROM OR RELATED TO YOUR USE OF (OR INABILITY TO USE) THE SITE.

TO THE MAXIMUM EXTENT PERMITTED BY LAW, VETERANS DESK’S TOTAL LIABILITY FOR ANY CLAIM ARISING OUT OF OR RELATING TO THE SITE OR THESE TERMS WILL NOT EXCEED $100 OR THE AMOUNT YOU PAID TO VETERANS DESK FOR PAID SITE FEATURES IN THE SIX (6) MONTHS BEFORE THE EVENT GIVING RISE TO THE CLAIM, WHICHEVER IS GREATER.

(Some jurisdictions do not allow certain limitations; in that case, these limitations apply to the maximum extent permitted.)

16) Indemnification

You agree to defend, indemnify, and hold harmless Veterans Desk and its directors, officers, volunteers, members, and agents from and against claims, liabilities, damages, losses, and expenses (including reasonable attorneys’ fees) arising from or related to:

• Your use of the Site;
• Your User Content;
• Your violation of these Terms; or
• Your engagement with any listed Provider or Enrollment Coordinator.

17) Suspension and Termination

We may suspend or terminate access to the Site at any time, with or without notice, to protect Users, the Site, and our mission, including where we believe there is a violation, misuse, or risk.

18) Dispute Resolution, Arbitration, and Class Action Waiver

PLEASE READ CAREFULLY. THIS SECTION AFFECTS YOUR RIGHTS.

A) Informal resolution first

Before starting arbitration or a court proceeding, you agree to contact us and attempt to resolve the dispute informally by sending a “Notice of Dispute” to legal@veteransdesk.org that includes: (1) your name and contact information, (2) a description of the dispute, (3) the relief you are requesting, and (4) the basis for that relief.
If the dispute is not resolved within 30 days after we receive your Notice of Dispute, either party may proceed as described below.

B) Binding arbitration (AAA)

Except for the exceptions in Section 18(E), any dispute, claim, or controversy arising out of or relating to the Site, these Terms, your use of the Site, any listing, membership, donation, sponsorship, or platform feature (a “Dispute”) will be resolved by binding arbitration administered by the American Arbitration Association (“AAA”).

C) Which AAA rules apply (Consumer vs Commercial)

To apply the correct AAA framework:

1. Consumer Users — AAA Consumer Arbitration Rules.
   If you are a Consumer User, the arbitration will be administered under the AAA Consumer Arbitration Rules (and, where applicable, AAA consumer due process protocols).
2. Business Users — AAA Commercial Arbitration Rules.
   If you are a Business User, the arbitration will be administered under the AAA Commercial Arbitration Rules.

If there is a disagreement about which rules apply, the arbitrator will decide after considering the nature of the account, transaction, and usage.

D) Arbitration logistics, location, and procedure

• Location: Unless the parties agree otherwise, arbitration will take place in Hillsborough County, Florida, or may be conducted by video conference when permitted by AAA rules and ordered by the arbitrator.
• Authority: The arbitrator may award any relief permitted by applicable law, but only to the extent necessary to resolve the Dispute consistent with these Terms.
• Individual basis only: Arbitration will be conducted on an individual basis only and will not be consolidated with any other proceeding except as allowed by applicable AAA rules and approved by the arbitrator.

E) Exceptions (small claims and injunctive relief)

Either party may bring an individual claim in small claims court in Hillsborough County, Florida, if it qualifies and remains in small claims court.
Either party may seek injunctive or equitable relief in a court of competent jurisdiction to prevent: (i) unauthorized access to the Site, (ii) security threats, (iii) misuse of intellectual property, or (iv) prohibited submission or dissemination of PHI.

F) Fees and costs

AAA fees and arbitrator compensation will be handled according to the applicable AAA rules (Consumer or Commercial) and applicable law. The arbitrator may award attorneys’ fees and costs only when authorized by applicable law or the applicable AAA rules.

G) Class action waiver

YOU AND VETERANS DESK AGREE THAT EACH MAY BRING CLAIMS AGAINST THE OTHER ONLY IN AN INDIVIDUAL CAPACITY, AND NOT AS A PLAINTIFF OR CLASS MEMBER IN ANY PURPORTED CLASS, COLLECTIVE, OR REPRESENTATIVE PROCEEDING.
The arbitrator may not consolidate claims or preside over any form of representative or class proceeding.

H) Severability of arbitration terms

If any portion of this Section 18 is found unenforceable, the remaining portions will remain in effect, except that if the Class Action Waiver is found unenforceable, the arbitration requirement will not apply to that Dispute to the extent required by law.

19) Governing Law and Venue

These Terms are governed by Florida law, without regard to conflict-of-law rules. To the extent any dispute is not subject to arbitration, you agree to exclusive venue in the state or federal courts located in Hillsborough County, Florida.

20) Severability

If any provision of these Terms is found unenforceable, the remaining provisions remain in full force and effect.

21) Entire Agreement

These Terms and any incorporated policies are the entire agreement between you and Veterans Desk regarding the Site and supersede prior or contemporaneous communications relating to the Site.

22) Contact

Veterans Desk, Inc.
Mailing Address: [Insert Address]
Support: [support@veteransdesk.org]
Legal Notices: [legal@veteransdesk.org]