Veterans Desk — Provider Arbitration Agreement & Class Action Waiver

Document ID: Veterans Desk, Inc PROVARBv1.0

Effective Date: 11.19.2025

Contact (Legal/Questions): legal@veteransdesk.org• providers@veteransdesk.org

Veterans Desk, Inc. is a nonprofit charitable organization recognized as tax-exempt under Section 501(c)(3) of the Internal Revenue Code. It is not affiliated with the U.S. Department of Veterans Affairs ("VA") or any government agency. 

This Provider Arbitration Agreement & Class Action Waiver ("Agreement") applies to all licensed providers, practices, and organizations ("Provider," "you") who enroll in Veterans Desk's provider directory, memberships, or related programs (collectively, "Veterans Desk Services").

This Agreement is intended as general contract language and does not constitute legal advice. Providers should consult their own legal counsel about the enforceability of arbitration and class action waiver provisions in their jurisdiction.

By enrolling in or continuing to use Veterans Desk Services after the Effective Date, you agree to be bound by this Agreement.

1. Agreement to Arbitrate

1.1 Mutual Agreement. Veterans Desk and Provider agree that, to the fullest extent permitted by applicable law, "any dispute, claim, or controversy" arising out of or relating to:

• Your enrollment in or use of Veterans Desk Services;
• Any Veterans Desk provider agreements, codes of conduct, or policies; or
• Your relationship with Veterans Desk as a provider (but not as a patient),

will be resolved "exclusively by binding, individual arbitration" rather than in court, except as expressly provided in Section 3 below.

1.2 Governing Law (Arbitration). This Agreement is governed by the Federal Arbitration Act ("FAA") and, to the extent not inconsistent with the FAA, the laws of the state in which Veterans Desk is incorporated, without regard to its conflict of law rules.

2. Claims Covered by This Agreement

2.1 Covered Claims. This Agreement is intended to be interpreted broadly and covers, without                                                                                                         limitation:

• Contract, tort, statutory, regulatory, and equitable claims;
• Claims for alleged misrepresentation, breach of duty, or unfair business practices;
• Claims relating to or arising out of Veterans Desk's provider directory, membership, marketing, or educational programs;
• Claims regarding the validity, formation, interpretation, or enforceability of this Agreement, including the arbitrability of any dispute (subject to Section 6).

2.2 Parties Bound. This Agreement applies to claims brought by or against:

• You and any entity you represent in connection with Veterans Desk Services;
• Veterans Desk, its officers, directors, employees, and agents; and
• To the extent permitted by law, any such parties' successors and assigns.

3. Exceptions to Arbitration (Small Claims, Injunctive Relief)

3.1 Small Claims Court. Either party may elect to bring an eligible individual claim in a small claims court of competent jurisdiction instead of arbitration, if " the claim is within that court's jurisdictional limits and is brought on an individual basis.

3.2 Injunctive Relief for IP and Platform Misuse. Veterans Desk may seek temporary, preliminary, or permanent injunctive relief in a court of competent jurisdiction (rather than arbitration) to protect:

• Its trademarks, logos, copyrights, trade secrets, or other intellectual property; and/or
• The security, integrity, or lawful operation of Veterans Desk's platforms and systems.

3.3 Government or Administrative Proceedings. Nothing in this Agreement prevents you from filing a charge or complaint with, or cooperating in an investigation by, a governmental or administrative agency where such rights cannot lawfully be waived.

4. Informal Resolution First

Before either party initiates arbitration (or a small claims court case), that party agrees to:

4.1 Notice. Provide written notice of the dispute to the other party, describing:

• The nature of the claim.
• The facts giving rise to it, and
• The specific relief requested.

Notices to Veterans Desk must be sent to legal@veteransdesk.org  (providerl@veteransdesk.org) (and may also be mailed to Veterans Desk's principal office if requested).

4.2 Good Faith Discussion. The parties will make reasonable, good-faith efforts to resolve the dispute informally. "30 days of receiving notice". If no resolution is reached within that period, either party may proceed to arbitration (or small claims court, where applicable).

5. Arbitration Procedures

5.1 Administrator & Rules. Arbitration will be administered by a reputable, neutral arbitration provider (such as the American Arbitration Association ("AAA") or JAMS) under its applicable rules for commercial disputes, as modified by this Agreement. If the selected provider is unavailable or unwilling to administer the arbitration, the parties will work in good faith to select an alternative provider.

5.2 Location & Format. Unless the parties agree otherwise:

• If an in-person hearing is required, it will occur in the county where you primarily practice or another mutually agreed location.
• At either party's request, the arbitrator may conduct conferences or hearings by video or telephone to reduce burden and cost, where the rules allow.

5.3 Arbitrator's Authority. The arbitrator shall:

• Apply the terms of this Agreement and applicable substantive law;
• Have the authority to award all legal or equitable remedies that a court of competent jurisdiction could award, " but only on an individualized basis."  ;
• Does not have the authority to certify, hear, or preside over any class, collective, representative, or consolidated proceeding, as outlined in Section 6.

5.4 Written Decision. The arbitrator will issue a written decision stating the essential findings and conclusions on which the award is based.

6. No Class, Collective, or Representative Actions 

6.1 Class Action Waiver. To the fullest extent permitted by law," both you and Veterans Desk agree that all claims must be brought in an individual capacity only", and  "not" as a plaintiff or class member in any purported:

• Class action,
• Collective action,
• Representative action (including private attorney general or similar statutes), or
• Consolidated or mass action.

6.2 No Class Arbitration. The arbitrator may "not" consolidate more than one person's claims, may  "ot" otherwise preside over any form of a class, collective, or representative proceeding, and may award relief  "only in favor of the individual party seeking relief" and " only to the extent necessary to resolve that party's individual claim".

6.3 Essential Term. The parties agree that this "class and representative action waiver is a material and essential part of this Agreement. If a court or arbitrator of competent jurisdiction determines that this Section 6 is invalid or unenforceable as to a particular claim or request for relief, then (unless the parties agree otherwise)":

That specific claim or request for relief will proceed in a court of competent jurisdiction, and

The remaining claims (if any) shall proceed in individual arbitration.

7. Arbitration Costs & Attorneys' Fees

7.1 Filing Fees & Costs. The arbitration provider's rules will govern the payment of filing fees and administrative costs, subject to any applicable law that affords you greater protections. Veterans Desk may, in its discretion, agree to pay specific fees to promote access to arbitration, without waiving the nonprecedential nature of any such accommodation.

7.2 Attorneys' Fees. Each party will bear its own attorneys' fees and costs, except:

• Where a statute or contract explicitly authorizes an award of attorneys' fees to the prevailing party, or
• If the arbitrator determines that a claim or defense was frivolous or brought in bad faith, the arbitrator may allocate fees as allowed by law.

8. Severability & Survival

8.1 Severability. Suppose any provision of this Agreement (other than the class/representative action waiver in Section 6) is found invalid or unenforceable. In that case, that provision will be severed or modified to the minimum extent necessary, and the remaining provisions will continue in full force and effect.

8.2 Survival. This Agreement survives:

• Termination or expiration of your Veterans Desk provider membership or directory listing;
• Any suspension or cessation of Veterans Desk Services as to you; and
• The resolution of any dispute between you and Veterans Desk.

9. OptOut Right 

9.1 30-Day Opt-Out. If you do "not" "wish to be bound by this Agreement, you may opt out "within 30 days" after you first agree to any Veterans Desk provider terms that incorporate this Agreement by sending an email to legal@veteransdesk.org with the subject line "Provider Arbitration OptOut" and including:

• Your full name;
• Practice/organization name;
• Account email address; and
• A clear statement that you wish to opt out of the Provider Arbitration Agreement & Class Action Waiver.

9.2 Effect of OptOut. If you validly opt out:

• You will "not" be bound by Sections 1–8 of this Agreement;
• Any disputes between you and Veterans Desk may be resolved in court rather than through arbitration.
• Opting out does "not" affect any other Veterans Desk terms or policies that may apply to your use of Veterans Desk Services.

If you do not timely opt out, you will be deemed to have agreed to this Agreement.

10. Entire Agreement (Disputes)

This Agreement, together with any Veterans Desk provider terms and policies that incorporate it by reference, constitutes the complete agreement between you and Veterans Desk regarding "dispute resolution between Veterans Desk and Providers" and supersedes any prior written or oral understandings on this specific topic, except where prohibited by law.

Provider Acknowledgement & Signature

By signing below (or by enrolling in, renewing, or continuing to use Veterans Desk provider memberships, listings, or related services after the Effective Date), I acknowledge that:

• I have read and understand the  "Veterans Desk — Provider Arbitration Agreement & Class Action Waiver";
• I understand that I am giving up the right to bring or participate in class, collective, or representative actions against Veterans Desk; and
• I agree to be bound by this Agreement, subject to any nonwaivable rights under applicable law.

Veterans Desk — Advertising & Testimonials Guidelines Acknowledgement

Document ID: Veterans Desk, Inc.: Advertising & Testimonials Guidelines Acknowledgement: v1.0
Effective Date: 11.16.2025
Contact: providers@veteransdesk.org

Veterans Desk, Inc. is a nonprofit charitable organization recognized as tax-exempt under Section 501(c)(3) of the Internal Revenue Code. It is not affiliated with the U.S. Department of Veterans Affairs ("VA") or any government agency.

This Acknowledgement outlines the minimum expectations for Providers who advertise their services or appear in Veterans Desk-related educational content, including websites, social media, podcasts, and print materials. It does not provide legal advice; you remain responsible for complying with all applicable laws, regulations, and board rules governing your practice.

1. Scope & Compliance

By signing this Acknowledgement, you agree to:

1.1 Follow all applicable federal, state, and local laws, regulations, and professional board rules governing advertising, endorsements, and telehealth (where applicable), including any special rules related to medical cannabis and complementary/integrative care.

1.2 Follow all advertising and solicitation rules issued by your professional licensing board(s), including restrictions on claims, titles, comparative statements, and telehealth/virtual care promotions.

1.3 Comply with all applicable consumer protection and unfair/deceptive practice standards (including FTC endorsement and testimonial guidelines, where applicable).

1.4 Seek your own legal or compliance advice as needed. Veterans Desk does not provide legal, tax, or regulatory advice.

2. Truthful, Non-Misleading Advertising

You agree that all advertising and promotional content you create or approve that references Veterans Desk or is directed to Veterans Desk's audience will:

2.1 Be truthful, accurate, and not misleading by omission or implication.

2.2 Avoid guarantees, promises of specific outcomes, "cure" language, or statements that overstate expected benefits.

2.3 Be supported by appropriate evidence or widely accepted clinical practice where claims about benefits or outcomes are made.

2.4 Stay within the scope of your license and training; you will not represent services that you are not authorized or qualified to provide.

2.5 Avoid implying that any specific treatment is endorsed, funded, covered, or recommended by the VA, the U.S. government, or Veterans Desk, unless a clear, documented program expressly allows such statements.

3. Testimonials, Reviews & Endorsements

For any testimonials, reviews, endorsements, or case examples you use in connection with Veterans Desk or its audience, you agree that:

3.1 Testimonials must be based on real experiences from actual patients/clients or other individuals, used with their valid consent and in compliance with applicable privacy and professional rules.

3.2 You will not fabricate, purchase, or materially distort testimonials, reviews, or endorsements.

3.3 If a testimonial describes results that are not typical, you will include clear, appropriate context (for example, that individual results vary or that the outcome is not guaranteed).

3.4 You will disclose any material connections between you and the person giving a testimonial or endorsement (for example, family relationship, employee status, discounted/free services, paid promotion, or other financial incentives).

3.5 You will not disclose Protected Health Information (PHI) or personally identifiable information in violation of HIPAA or other privacy laws when using testimonials or case examples. De-identification must be robust enough to prevent individuals from being reasonably recognizable.

3.6 You will promptly correct or remove testimonials or endorsements that Veterans Desk reasonably believes are inaccurate, misleading, or non-compliant with these guidelines.

4. Education vs. Promotion & Required Disclaimers

You agree to:

4.1 Clearly distinguish education from promotion. Educational content should be presented as general information, rather than individualized medical, legal, or benefits advice.

4.2 Use plain-language disclaimers where appropriate, such as:

• "For educational purposes only; not medical or legal advice."
  
  
• "Does not create a provider–patient relationship."
  
  

4.3 Avoid suggesting that Veterans Desk or any government agency has endorsed, certified, or guaranteed you, your services, or any products, unless you are explicitly authorized in writing to use such terms.

4.4 When discussing medical cannabis or other state-regulated treatments, avoid implying that the VA or any federal program covers, supplies, or endorses such treatments, unless this is clearly and accurately supported by current policy and law.

5. Use of Veterans Desk Name, Logos & Brand

You understand and agree that:

5.1 You may accurately describe your relationship with Veterans Desk factually (for example, "listed in the Veterans Desk provider directory" or "participating in Veterans Desk educational programs"). Still, you may not present yourself as an employee, agent, partner, or representative of Veterans Desk.

5.2 You will not use Veterans Desk's logos, trademarks, or other branding without Veterans Desk's prior written permission, except as permitted in any separate written brand or media guidelines.

5.3 You will not state or imply that Veterans Desk has clinically evaluated or approved your treatments, outcomes, or marketing materials.

6. Digital, Social Media & Third-Party Platforms

You agree that these guidelines apply to all formats and platforms, including but not limited to:

6.1 Websites, blogs, email campaigns, online directories, and landing pages.

6.2 Social media posts, stories, live streams, podcasts, videos, webinars, and comments.

6.3 Paid advertisements and sponsored content.

You further agree to follow each platform's own advertising and endorsement rules and to address any flagged or reported issues promptly.

7. Monitoring, Cooperation & Consequences

You understand and agree that:

7.1 Veterans Desk may request copies or examples of your advertising and testimonial materials that reference Veterans Desk or target Veterans Desk-related audiences, and you will provide such materials within a reasonable time.

7.2 Veterans Desk may request that you modify, clarify, or discontinue specific advertising, testimonials, or promotional statements that Veterans Desk reasonably believes are non-compliant with these guidelines, applicable law, or Veterans Desk's mission.

7.3 Failure to comply with these guidelines may result in corrective action within Veterans Desk's discretion, up to and including removal from the Veterans Desk directory, revocation of badges or listings, suspension of access to Veterans Desk programs, or termination of related agreements, consistent with applicable policies and contracts.

8. Reporting Concerns

You agree to:

8.1 Promptly report to Veterans Desk (providers@veteransdesk.org) any significant errors, misleading statements, or policy concerns you identify in your own or others' Veterans Desk-related advertising or testimonials.

8.2 Cooperate in good faith with Veterans Desk's efforts to investigate and resolve such concerns.

Provider Acknowledgement

By signing below, I acknowledge that I have read, understand, and agree to comply with the Veterans Desk — Advertising & Testimonials Guidelines Acknowledgement. I am aware that I am independently responsible for ensuring that my advertising and use of testimonials abide by all applicable laws, regulations, and professional rules, and that this document does not constitute legal advice.

Veterans Desk, Inc. — Badge/Avatar & Brand Use License

Document ID: Veterans Desk, Inc.: PRO-AVATAR-v1.1
Effective Date: 2025-11-04
Contact: legal@veteransdesk.org

Veterans Desk, Inc. is a nonprofit charitable organization recognized as tax-exempt under Section 501(c)(3) of the Internal Revenue Code. It is not affiliated with the U.S. Department of Veterans Affairs ("VA") or any government agency.

1. Parties & Purpose

This Brand Use License ("License") is between Veterans Desk, Inc. ("Veterans Desk," "we," or "us") and the undersigned individual or organization ("you"). Its sole purpose is to allow you to display Veterans Desk–supplied badges and avatars to indicate your membership status truthfully.

2. Licensed Assets & Grant

2.1 Licensed Assets. "Licensed Assets" means Veterans Desk–supplied digital "Member" badges, avatars/icons, and wordmarks we provide to you for this purpose.

2.2 License Grant. Subject to this License and our policies, Veterans Desk grants you a limited, revocable, non-exclusive, non-transferable license to use the Licensed Assets only:

• On your own website, email signatures, and social media profiles ("Owned Channels"); and
  
  
• Solely to truthfully identify your status as a Veterans Desk member and link to your Veterans Desk profile or veteransdesk.org.
  
  

This License does not transfer any ownership in the Licensed Assets or any other Veterans Desk intellectual property.

3. Brand Rules — Do / Don't

Do:

• Use only the official files we provide.
  
  
• Maintain reasonable, clear space and legibility.
  
  
• Link the badge/avatar to your Veterans Desk profile or veteransdesk.org, where possible.
  
  

Don't:

• Alter, distort, animate, or combine the Licensed Assets with other logos or text.
  
  
• Use the Licensed Assets on merchandise, paid ads, or product packaging without our prior written consent.
  
  
• Use the Licensed Assets in connection with unlawful, fraudulent, harassing, discriminatory, or misleading content.
  
  
• State or imply that Veterans Desk, Inc. or the VA endorses, sponsors, guarantees, or pays for your services, products, or any specific outcome.
  
  

4. Non-Affiliation & No Endorsement

You may not represent or suggest that:

• Veterans Desk, Inc. is a government agency or part of the VA.
  
  
• Your use of a badge/avatar means the VA, U.S. government, or Veterans Desk, Inc. has "approved," "certified," or "guaranteed" your services, qualifications, or coverage/payment; or
  
  
• Veterans will receive VA or other coverage solely because you display the Licensed Assets.
  
  

5. Revocation & Termination

Veterans Desk may suspend or revoke this License at any time, including if:

• You breach this License or any applicable policy;
  
  
• Your membership or listing ends, lapses, or is removed; or
  
  
• We determine in our reasonable discretion that your use poses brand, legal, or reputational risk.
  
  

Upon notice of revocation or termination, you agree to stop using the Licensed Assets and remove them from all Owned Channels within five (5) business days.

6. Ownership & No Warranties

All right, title, and interest in and to the Licensed Assets and Veterans Desk intellectual property remain exclusively with Veterans Desk, Inc. This License is provided "as-is" without warranties of any kind, to the maximum extent permitted by law.

7. Governing Law

This License is governed by the internal laws of the State of Florida, U.S.A., without regard to conflict-of-laws rules.

By checking the required box(es), typing my electronic signature, and clicking "Agree & Continue," I consent to the use of electronic signatures and electronic records for this License and acknowledge that I may request a copy at legal@veteransdesk.org.

Veterans Desk, Inc. — Podcast/Media Participation & Release

Document ID: Veterans Desk, Inc. -PRO-MEDIA-v1.0    

Effective Date: 2025-11-04

Contact: legal@veteransdesk.org.

Veterans Desk, Inc. is a nonprofit charitable organization recognized as tax-exempt under Section 501(c)(3) of the Internal Revenue Code. It is not affiliated with the U.S. Department of Veterans Affairs ("VA") or any government agency.

You consent to audio/video recording for Veterans Desk, Inc. educational podcasts, webinars, and promotional media. License. You grant Veterans Desk, Inc. a non-exclusive, worldwide license to record, edit, reproduce, distribute, publicly perform, and display the Media for nonprofit educational purposes—warranties/Indemnity. You warrant your contributions do not infringe or violate law and contain no PHI, and you indemnify Veterans Desk, Inc. for related third-party claims (excluding Veterans Desk, Inc.'s edits). Attribution. Veterans Desk, Inc. may use your name, likeness, and professional affiliation.

By checking the required box(es) and clicking "Agree & Continue," I consent to electronic signatures and records and may request a copy at legal@veteransdesk.org.

Veterans Desk, Inc. — DMCA/Content & Takedown 

Document ID: Veterans Desk, Inc. PRO-DMCA-v1.0    

Effective Date: 2025-11-04

Contact: legal@veteransdesk.org

Veterans Desk, Inc. is a nonprofit charitable organization recognized as tax-exempt under Section 501(c)(3) of the Internal Revenue Code. It is not affiliated with the U.S. Department of Veterans Affairs ("VA") or any government agency.

Your Content. You own your listing materials, but license Veterans Desk, Inc. to host/display them—infringement Notices. Veterans Desk, Inc. responds to DMCA‑compliant notices; its DMCA Agent contact appears on the site. Removals. Veterans Desk, Inc. may remove or restrict access to alleged‑infringing/provider‑submitted content while investigating.

By checking the required box(es) and clicking "Agree & Continue," I consent to electronic signatures and records and may request a copy at legal@veteransdesk.org.

1. Veterans Desk, Inc — Refunds, Cancellations & Chargebacks

   Document ID: Veterans Desk, Inc. -PRO-BILL-v1.0    

   Effective Date: 2025-11-04

   Contact: legal@veteransdesk.org.

   Veterans Desk, Inc. is a nonprofit charitable organization recognized as tax-exempt under Section 501(c)(3) of the Internal Revenue Code. It is not affiliated with the U.S. Department of Veterans Affairs ("VA") or any government agency.

   Renewals. Month‑to‑month unless canceled before the next cycle. Refunds. Pro‑rated or as posted in Veterans Desk, Inc.'s Member Billing Policy; violations or risk removals are not refundable. Chargebacks. Contact billing@veteransdesk.org to resolve disputes first; improper chargebacks may lead to suspension/removal.

By checking the required box(es) and clicking "Agree & Continue," I consent to electronic signatures and records and may request a copy at legal@veteransdesk.org.

1. Veterans Desk, Inc. — Non‑Affiliation & Patient Billing Realities

   Document ID: Veterans Desk, Inc. -PRO-NA-v1.0    

   Effective Date: 2025-11-04

   Contact: legal@veteransdesk.org.

   Veterans Desk, Inc. is a nonprofit charitable organization recognized as tax-exempt under Section 501(c)(3) of the Internal Revenue Code. It is not affiliated with the U.S. Department of Veterans Affairs ("VA") or any government agency.

   Veterans Desk, Inc. is independent and not affiliated with the U.S. Department of Veterans Affairs. Authorizations & Claims. Community providers typically get paid only when services delivered match the VA referral/authorization administered by the TPA (Optum/TriWest). Do not invoice Veterans for authorization gaps; coordinate with VA/TPA to resolve them.

By checking the required box(es) and clicking "Agree & Continue," I consent to electronic signatures and records and may request a copy at legal@veteransdesk.org.

1. Veterans Desk — Cancellation & Refund Policy (Providers)

   Document ID: Veterans Desk, Inc.: Cancellation & Refund Policy-v1.0
   Effective Date: 11.16.2025
   Contacts: Support – support@veteransdesk.org • Billing – billing@veteransdesk.org

   Veterans Desk, Inc. is a nonprofit charitable organization recognized as tax-exempt under Section 501(c)(3) of the Internal Revenue Code. It is not affiliated with the U.S. Department of Veterans Affairs ("VA") or any government agency. 

   This Policy describes how provider memberships, directory listings, and related paid services (collectively, "Provider Services") may be cancelled and what, if any, refunds are available. It is intended as general program terms and does not constitute legal, tax, or financial advice.

   By purchasing or renewing Provider Services, you agree to this Cancellation & Refund Policy, as updated from time to time in accordance with Section 11 below.

   1. Scope of This Policy

   1.1 Covered Services. This Policy applies to fees you pay directly to Veterans Desk for:

   • Provider membership plans or subscriptions;
     
     
   • Directory listings or profile enhancements;
     
     
   • Veterans Desk-operated add-on services (e.g., select educational or promotional upgrades tied to a provider account).
     
     

   1.2 Third-Party Services. Fees paid to third-party vendors, payment processors, or marketing partners not billed by Veterans Desk are governed by those parties' policies and are not covered by this Policy.

   1.3 Donations. Charitable donations to Veterans Desk are separate from Provider Services and are typically non-refundable except as required by law or expressly stated otherwise in a specific fundraising campaign.

   
   

   2. Term, Renewal & Billing Cycles

   2.1 Subscription Term. Provider Services are typically offered regularly (e.g., monthly or annually). Your "Subscription Term" refers to the period for which you have paid in advance.

   2.2 Automatic Renewal. Unless you cancel in accordance with Section 3, your Provider Services will automatically renew at the then-current rate for successive terms (e.g., month-to-month or year-to-year), and your payment method on file will be charged accordingly.

   2.3 Billing Cycle. Your billing cycle begins on the date you first subscribe or upgrade and recurs on that same calendar day (or the nearest available day) each month or year, depending on your plan.

   
   

   3. How to Cancel

   3.1 Online or Email Cancellation Only. You may cancel your Provider Services at any time by either:

   • Using the account or billing settings on the Veterans Desk website (if available), or
     
     
   • Email support@veteransdesk.org from the email address associated with your account, with an explicit request to cancel and specify the account and services to be canceled.
     
     

   3.2 Methods Not Accepted for Cancellation. For clarity, Veterans Desk does not process cancellations submitted solely by voicemail, text message, social media message, or through third parties not authorized in writing by Veterans Desk.

   3.3 End-of-Term Effective Date. Unless otherwise required by law or explicitly stated in writing by Veterans Desk, cancellations are effective at the end of your current, already-paid Subscription Term. You will continue to have access to Provider Services through that end date, and no prorated refunds will be issued for unused days in the billing period.

   3.4 Confirmation Email. After processing your cancellation, Veterans Desk will send a confirmation email to the primary email address on file summarizing:

   • The services were cancelled, and
     
     
   • The effective end date of your access.
     If you do not receive confirmation within a reasonable time, contact support@veteransdesk.org.
     
     
   
   

   4. General Refund Policy (Non-Refundable Terms)

   4.1 Fees Are Generally Non-Refundable. Except as expressly provided in this Policy or required by applicable law, all Provider Service fees are non-refundable and non-creditable, including:

   • Partially used subscription terms;
     
     
   • Time during which you did not actively use your profile or listing.
     
     
   • Periods of inactivity or non-use; and
     
     
   • Early cancellation before the end of your Subscription Term.
     
     

   4.2 No Refund for Non-Use or Dissatisfaction. Veterans Desk does not issue refunds solely because you did not use the service, did not receive a particular volume of inquiries, or are otherwise dissatisfied with the number or quality of leads, listings, or exposure.

   4.3 Exceptions. Veterans Desk may, in its sole discretion, issue a refund or credit (for example, in the case of duplicate billing, billing errors clearly caused by Veterans Desk, or other limited circumstances). Any such consideration is voluntary, does not create an ongoing obligation, and may be conditioned on your agreeing not to pursue a chargeback.

   
   

   5. Free Trials, Introductory Offers & Promotions

   5.1 Availability. From time to time, Veterans Desk may offer free trials, reduced introductory pricing, or other promotional offers for Provider Services, subject to specific terms and conditions.

   5.2 Trial Conversion. Unless clearly stated otherwise, trial or promotional periods convert automatically to a paid subscription at the then-current, non-discounted rate when the promotional period ends, and your payment method will be charged accordingly.

   5.3 Trial Reminders. Veterans Desk will use reasonable efforts to send an email reminder before a free or promotional period ends, using the email address associated with your account. However, failure to receive such an email does not extend the trial or entitle you to a refund if you do not cancel before the end of the promotional period.

   5.4 One-Time Use. Veterans Desk may limit free or promotional offers to one per provider, group, or billing account, and we may reject attempts to re-enroll under a new account to obtain repeated promotions.

   
   

   6. Price Changes & Notice

   6.1 Future Price Changes. Veterans Desk may change the pricing for Provider Services from time to time. Price changes will not retroactively affect a Subscription Term you have already paid for.

   6.2 Notice of Price Change. For recurring subscriptions, Veterans Desk will provide reasonable advance notice of price changes that affect your next renewal, typically by:

   • Emailing the address associated with your account, and/or
     
     
   • Post a notice within your account or on the Veterans Desk website.
     
     

   6.3 Your Options. If you do not agree to a price increase, you must cancel your subscription in accordance with Section 3 before the new rate takes effect. Continued use or non-cancellation after the effective date constitutes your acceptance of the latest pricing.

   
   

   7. Nonpayment, Declined Payments & Chargebacks

   7.1 Nonpayment & Suspension. If your payment method is declined or we cannot collect fees when due:

   • Veterans Desk may attempt to re-process your payment, and/or
     
     
   • Suspend or downgrade your Provider Services (including removal or hiding of your directory listing) until payment is successfully received.
     
     

   7.2 Chargebacks & Disputes. If you initiate a chargeback, payment dispute, or reversal with your bank or card issuer:

   • Veterans Desk may immediately suspend or terminate access to Provider Services;
     
     
   • You remain responsible for any unpaid balances and applicable fees; and
     
     
   • Veterans Desk reserves the right to contest the chargeback by providing evidence of your subscription and acceptance of this Policy.
     
     

   7.3 Collections. Consistent with applicable law, Veterans Desk may refer seriously delinquent accounts to a collection agency or take other reasonable steps to recover amounts due.

   
   

   8. State-Specific Rights & Addenda

   8.1 State Consumer Laws. Some states provide additional cancellation or refund rights (for example, specific cooling-off periods or special rules for auto-renewing subscriptions).

   8.2 State Addendum. Suppose Veterans Desk publishes a state-specific addendum or notice for your state of residence or place of business. In that case, that addendum is incorporated into this Policy and controls in the event of any conflict regarding your cancellation or refund rights.

   8.3 Legal Priority. Where applicable law provides you with rights that are more protective than this Policy, those legal rights will govern to the extent of any inconsistency.

   
   

   9. Veterans Desk-Initiated Termination

   9.1 Termination for Cause. Veterans Desk may suspend or terminate Provider Services (including directory listings or memberships) for cause, including but not limited to:

   • Material breach of Veterans Desk policies, codes of conduct, or applicable agreements;
     
     
   • Misrepresentation of credentials, licenses, or services;
     
     
   • Misuse of Veterans Desk's name, logos, or platforms; or
     
     
   • Conduct that, in Veterans Desk's reasonable judgment, may harm veterans, the public, or Veterans Desk's reputation.
     
     

   9.2 Effect on Fees. Unless otherwise required by law or expressly stated in a written agreement with you, fees are non-refundable even if Veterans Desk suspends or terminates your access for cause. Veterans Desk may, at its sole discretion, consider partial credits or refunds in specific circumstances, but is under no obligation to do so.

   
   

   10. Records, Contact & Corrections

   10.1 Recordkeeping. We recommend that you retain copies of your invoices, confirmation emails, and cancellation notices for your records.

   10.2 Questions & Corrections. If you believe there is a billing error or have questions about your charges, contact:

   • Support: support@veteransdesk.org
     
     
   • Billing: billing@veteransdesk.org
     
     

   Provide your name, your account email, a description of the issue, and any supporting documentation so we can investigate and, if appropriate, resolve the issue.

   
   

   11. Changes to This Policy

   11.1 Updates. Veterans Desk may revise this Cancellation & Refund Policy from time to time. Material changes will typically be communicated by:

   • Posting an updated version with a new effective date on the Veterans Desk website, and/or
     
     
   • Emailing you at the address associated with your account.
     
     

   11.2 Continued Use. Your continued use of Provider Services after the effective date of an updated Policy constitutes your acceptance of the revised terms. If you do not agree to the updated Policy, you must cancel your subscription before the changes take effect.

   
   

   12. Provider Acknowledgement

   By signing below (or by subscribing, renewing, or continuing to use Veterans Desk Provider Services), you acknowledge that you have read, understand, and agree to be bound by the Veterans Desk — Cancellation & Refund Policy (Providers), including its non-refundable terms, subject to any additional rights provided by applicable law.

   Provider Name (print): ___________________________________________

   Professional Title / Credentials: _________________________________

   Practice / Organization Name: ____________________________________

   Signature: ______________________________________________________

   Date: _____________________ State(s) of Licensure: ______________

   
   
   

Veterans Desk — Provider Code of Conduct & Conflict of Interest (COI)

Document ID: Provider Code of Conduct & Conflict of Interest (COI)-v-1.0
Effective Date: 11.19.2025
Contact: providers@veteransdesk.org

Veterans Desk, Inc. is a 501(c)(3) nonprofit educational organization. This Provider Code of Conduct & Conflict of Interest Policy ("Policy") sets minimum expectations for all licensed providers, practices, and organizations ("Providers") who participate in the Veterans Desk directory, programs, or related educational activities.

This Policy does not provide legal, medical, or tax advice. Providers remain independently responsible for complying with all laws, regulations, and professional rules that apply to their practice.

By participating in Veterans Desk programs or maintaining a listing in the Veterans Desk directory, you agree to comply with this Policy.

1. Scope, Relationship & Definitions

1.1 Scope. This Policy applies to your conduct whenever you:

• Use Veterans Desk's platforms, directory, or tools;
  
  
• Participate in Veterans Desk-branded educational activities (e.g., webinars, podcasts, panels); or
  
  
• Reference Veterans Desk in your professional advertising or communications.
  
  

1.2 Independent Status. Unless expressly stated in a separate written agreement:

• You are not an employee, agent, partner, or legal representative of Veterans Desk;
  
  
• You act solely on behalf of your own practice or organization, and
  
  
• You remain fully responsible for your own clinical, legal, billing, and compliance obligations.
  
  

1.3 Conflict of Interest ("COI"). A COI exists when your personal, financial, or professional interests could reasonably be perceived as influencing—or appearing to influence—your judgment, recommendations, or actions in connection with Veterans Desk's educational mission or the veterans and communities we serve.

2. Lawful Practice & Professional Standards

2.1 Licensure & Credentials. You agree to:

• Maintain all licenses, registrations, and certifications required to provide the services you offer;
  
  
• Promptly update Veterans Desk if your license is suspended, revoked, restricted, or placed on probation; and
  
  
• Represent your credentials, specializations, and training truthfully and accurately.
  
  

2.2 Lawful Practice. You will:

• Comply with all applicable federal, state, and local laws and regulations, including those related to controlled substances, medical cannabis (where legal), telehealth, and informed consent;
  
  
• Not practice outside the scope of your license or training; and
  
  
• Do not provide services through Veterans Desk channels unless you are licensed or permitted to practice.
  
  

2.3 Professional Conduct. You agree to:

• Treat patients, families, colleagues, and Veterans Desk personnel with respect and professionalism;
  
  
• Avoid harassment, discrimination, or abusive conduct based on race, color, national origin, religion, sex, gender identity, sexual orientation, age, disability, veteran status, or any other protected characteristic;
  
  
• Maintain appropriate professional boundaries with patients and colleagues.
  
  

3. Board, Advertising & Representation Rules

3.1 Board & Regulatory Rules. You will comply with all rules set by your professional licensing board(s), including:

• Advertising and marketing standards;
  
  
• Use of titles, credentials, and specialty designations;
  
  
• Telehealth and cross-state practice requirements; and
  
  
• Are there any restrictions on testimonials, patient reviews, or case examples?
  
  

3.2 Truthful, Non-Misleading Communications. In all communications that reference Veterans Desk or are directed to Veterans Desk's audience, you will:

• Provide accurate, balanced, and non-misleading information;
  
  
• Avoid guarantees, promises of cure, or exaggerated claims about outcomes;
  
  
• Clearly distinguish education from individual clinical advice.
  
  

3.3 No Implication of Government or Veterans Desk Endorsement. You may:

• Factually state that you are "listed in the Veterans Desk provider directory" or "participating in Veterans Desk educational programs."
  
  

You may not:

• Represent yourself as an employee, agent, or official representative of Veterans Desk;
  
  
• Imply that Veterans Desk, the Department of Veterans Affairs (VA), or any government agency endorses, certifies, guarantees, or funds your services or specific treatments;
  
  
• Suggest VA or federal coverage for treatments (including medical cannabis) where such coverage has not been clearly and accurately established by current law and policy.
  
  

4. No Improper Payments for Referrals

4.1 No Kickbacks or Referral Fees. You agree that you will not:

• Offer, pay, solicit, or accept any cash, gifts, discounts, or other items of value in exchange for referrals or recommendations made in connection with Veterans Desk;
  
  
• Structure any arrangement with the purpose or effect of providing improper financial incentives for patient referrals.
  
  

4.2 Compliance with Anti-Kickback & Similar Laws. Where applicable, you will comply with federal and state laws governing:

• Anti-kickback provisions;
  
  
• Fee-splitting;
  
  
• Self-referral prohibitions; and
  
  
• Any rules applicable to referrals involving government-funded or veteran-related care.
  
  

4.3 Permissible Collaboration. Reasonable, compliant collaborative relationships (e.g., coordinated care within lawful referral frameworks) are permitted, provided they:

• Do not condition referrals on payments or other benefits.
  
  
• Are transparently disclosed where required; and
  
  
• Comply with all applicable legal and board standards.
  
  

5. Conflicts of Interest (COI) – Disclosure & Mitigation

5.1 Duty to Identify and Disclose. You agree to exercise good faith in identifying and disclosing actual, potential, or perceived COIs that could reasonably influence, or appear to influence:

• Your participation in the Veterans Desk educational content.
  
  
• Your recommendations within Veterans Desk spaces, or
  
  
• Decisions related to Veterans Desk programs, advisory roles, or directories.
  
  

5.2 Examples of COI. Examples (not exhaustive) include:

• Financial interests (ownership, equity, stock, royalties, or other significant ties) in products, services, clinics, dispensaries, or vendors you promote via Veterans Desk;
  
  
• Paid speaking fees, consulting contracts, or sponsorships related to content you present for Veterans Desk;
  
  
• Close family or business relationships that could bias your recommendations.
  
  

5.3 Disclosure Requirements. When you present content, offer recommendations, or appear in educational formats through Veterans Desk, you will:

• Disclose relevant financial or personal interests to the Veterans Desk in advance; and
  
  
• Include appropriate disclosures within the educational content when requested by the Veterans Desk.
  
  

5.4 Mitigation Measures. Veterans Desk may require reasonable steps to manage COI, including but not limited to:

• Modifying slides or materials to clarify disclosures;
  
  
• Adding written or verbal COI statements;
  
  
• Rebalancing educational content to avoid product- or vendor-centric focus;
  
  
• In some cases, limiting or declining your participation in specific activities.
  
  

5.5 Ongoing Duty. COIs are not static. You agree to update your disclosures as circumstances change (for example, if you acquire a new ownership interest, sponsorship, or paid relationship related to Veterans Desk-facing content).

6. Privacy, No-PHI & Use of Veterans Desk Systems

6.1 No PHI in Veterans Desk Systems. Veterans Desk's public-facing platforms are not designed to store or transmit Protected Health Information ("PHI") under HIPAA or analogous state laws. You agree that you will not:

• Upload, post, or store PHI, detailed case histories, or identifiable patient information on Veterans Desk's websites, directories, forms, or public channels;
  
  
• Use Veterans Desk email addresses, forms, or messaging as your clinical chart, EHR, or secure patient portal.
  
  

6.2 De-Identification. If you share case examples for educational purposes:

• You will de-identify them thoroughly so that patients are not reasonably identifiable; and
  
  
• You will comply with all applicable privacy and professional standards.
  
  

6.3 Secure Channels for Care. You are responsible for:

• Directing individual patients to your own secure practice platforms for clinical communications;
  
  
• Not inviting patients to share personal health details via Veterans Desk's public or educational channels.
  
  

6.4 Data Security. You will take reasonable steps to protect any non-public information you receive via Veterans Desk (e.g., provider contact lists, non-public program information) and use such information only for appropriate, authorized purposes.

7. Professional Interactions & Community Standards

7.1 Respectful Participation. In all Veterans Desk-related spaces (online and offline), you will:

• Communicate respectfully and avoid personal attacks, harassment, or bullying;
  
  
• Refrain from hate speech, inflammatory rhetoric, or discriminatory remarks;
  
  
• Engage in good-faith, evidence-informed discussion.
  
  

7.2 No Exploitative Practices. You will not:

• Exploit veterans, patients, families, or colleagues for financial gain;
  
  
• Pressure individuals into treatment decisions;
  
  
• Use fear-based or manipulative messaging.
  
  

7.3 Educational Integrity. When participating in educational content, you will:

• Present information accurately and in an appropriately balanced way;
  
  
• Distinguish clearly between evidence-based information, emerging research, and personal opinion;
  
  
• Avoid misrepresenting preliminary or anecdotal observations as fact.
  
  

8. Reporting Concerns & Cooperation

8.1 Duty to Report. You agree to report to the Veterans Desk any serious concerns involving you promptly:

• Misuse of Veterans Desk's name, logos, or platforms;
  
  
• Suspected fraud, abuse, or illegal conduct connected to Veterans Desk activities;
  
  
• Significant violations of this Policy by other participants were known.
  
  

Concerns may be submitted to providers@veteransdesk.org or through other channels designated by Veterans Desk.

8.2 Cooperation. You agree to cooperate in good faith with reasonable Veterans Desk requests in the review of complaints or compliance issues, including providing clarifying information or documentation as needed.

9. Enforcement & Consequences

9.1 Veterans Desk's Discretion. Veterans Desk may, in its reasonable discretion and consistent with applicable law, take corrective action if it believes you have violated this Policy. Potential actions include, without limitation:

• Informal counseling, education, or warning;
  
  
• Requests to modify or remove advertising or content;
  
  
• Temporary suspension of directory listings, badges, or program participation;
  
  
• Removal from the Veterans Desk directory and termination of access to Veterans Desk programs.
  
  

9.2 No Guarantee of Process. While Veterans Desk will strive to be fair and transparent, nothing in this Policy creates a contractual right to continued listing or participation. Veterans Desk may act promptly where safety, legal risk, or reputational harm is at issue.

9.3 No Refund Obligation. Unless otherwise required by law or explicitly stated in a separate written agreement, suspension or termination of your participation for violation of this Policy does not entitle you to any refund or credit of fees paid.

9.4 External Obligations. Veterans Desk reserves the right, when legally obligated or where serious safety concerns exist, to notify appropriate authorities, licensing boards, or other entities, consistent with applicable law.

10. Amendments & Acknowledgement

10.1 Updates to Policy. Veterans Desk may revise this Provider Code of Conduct & COI Policy from time to time. Updated versions will be identified by a new Effective Date and may be communicated via email or posted on the Veterans Desk's website.

10.2 Continued Participation. Your continued use of Veterans Desk's platforms, programs, or directory after the Effective Date of an updated Policy constitutes your acceptance of the revised terms. If you disagree, you must cease participation and request removal from the directory.

Provider Acknowledgement

By signing below (or by continuing to participate in Veterans Desk programs or maintain a Veterans Desk provider listing), I acknowledge that I have read, understand, and agree to comply with the Veterans Desk — Provider Code of Conduct & COI. I am aware that I am independently responsible for adhering to all applicable laws, regulations, and professional standards, in addition to this Policy.

Veterans Desk — Provider Code of Conduct & Conflict of Interest (COI)

Document ID: Veterans Desk, Inc.:Provider Code of Conduct & Conflict of Interest (COI)-v1.0
Effective Date: 11.16.2925
Contact: providers@veteransdesk.org

Veterans Desk, Inc. is a nonprofit charitable organization recognized as tax-exempt under Section 501(c)(3) of the Internal Revenue Code. It is not affiliated with the U.S. Department of Veterans Affairs ("VA") or any government agency.

This Provider Code of Conduct & Conflict of Interest Policy ("Policy") sets minimum expectations for all licensed providers, practices, and organizations ("Providers") who participate in the Veterans Desk directory, programs, or related educational activities.

This Policy does not provide legal, medical, or tax advice. Providers remain independently responsible for complying with all laws, regulations, and professional rules that apply to their practice.

By participating in Veterans Desk programs or maintaining a listing in the Veterans Desk directory, you agree to comply with this Policy.

1. Scope, Relationship & Definitions

1.1 Scope. This Policy applies to your conduct whenever you:

• Use Veterans Desk's platforms, directory, or tools;
  
  
• Participate in Veterans Desk-branded educational activities (e.g., webinars, podcasts, panels); or
  
  
• Reference Veterans Desk in your professional advertising or communications.
  
  

1.2 Independent Status. Unless expressly stated in a separate written agreement:

• You are not an employee, agent, partner, or legal representative of Veterans Desk;
  
  
• You act solely on behalf of your own practice or organization, and
  
  
• You remain fully responsible for your own clinical, legal, billing, and compliance obligations.
  
  

1.3 Conflict of Interest ("COI"). A COI exists when your personal, financial, or professional interests could reasonably be perceived as influencing—or appearing to influence—your judgment, recommendations, or actions in connection with Veterans Desk's educational mission or the veterans and communities we serve.

2. Lawful Practice & Professional Standards

2.1 Licensure & Credentials. You agree to:

• Maintain all licenses, registrations, and certifications required to provide the services you offer;
  
  
• Promptly update Veterans Desk if your license is suspended, revoked, restricted, or placed on probation; and
  
  
• Represent your credentials, specializations, and training truthfully and accurately.
  
  

2.2 Lawful Practice. You will:

• Comply with all applicable federal, state, and local laws and regulations, including those related to controlled substances, medical cannabis (where legal), telehealth, and informed consent;
  
  
• Not practice outside the scope of your license or training; and
  
  
• Do not provide services through Veterans Desk channels unless you are licensed or permitted to practice.
  
  

2.3 Professional Conduct. You agree to:

• Treat patients, families, colleagues, and Veterans Desk personnel with respect and professionalism;
  
  
• Avoid harassment, discrimination, or abusive conduct based on race, color, national origin, religion, sex, gender identity, sexual orientation, age, disability, veteran status, or any other protected characteristic;
  
  
• Maintain appropriate professional boundaries with patients and colleagues.
  
  

3. Board, Advertising & Representation Rules

3.1 Board & Regulatory Rules. You will comply with all rules set by your professional licensing board(s), including:

• Advertising and marketing standards;
  
  
• Use of titles, credentials, and specialty designations;
  
  
• Telehealth and cross-state practice requirements; and
  
  
• Are there any restrictions on testimonials, patient reviews, or case examples?
  
  

3.2 Truthful, Non-Misleading Communications. In all communications that reference Veterans Desk or are directed to Veterans Desk's audience, you will:

• Provide accurate, balanced, and non-misleading information;
  
  
• Avoid guarantees, promises of cure, or exaggerated claims about outcomes;
  
  
• Clearly distinguish education from individual clinical advice.
  
  

3.3 No Implication of Government or Veterans Desk Endorsement. You may:

• Factually state that you are "listed in the Veterans Desk provider directory" or "participating in Veterans Desk educational programs."
  
  

You may not:

• Represent yourself as an employee, agent, or official representative of Veterans Desk;
  
  
• Imply that Veterans Desk, the Department of Veterans Affairs (VA), or any government agency endorses, certifies, guarantees, or funds your services or specific treatments;
  
  
• Suggest VA or federal coverage for treatments (including medical cannabis) where such coverage has not been clearly and accurately established by current law and policy.
  
  

4. No Improper Payments for Referrals

4.1 No Kickbacks or Referral Fees. You agree that you will not:

• Offer, pay, solicit, or accept any cash, gifts, discounts, or other items of value in exchange for referrals or recommendations made in connection with Veterans Desk;
  
  
• Structure any arrangement with the purpose or effect of providing improper financial incentives for patient referrals.
  
  

4.2 Compliance with Anti-Kickback & Similar Laws. Where applicable, you will comply with federal and state laws governing:

• Anti-kickback provisions;
  
  
• Fee-splitting;
  
  
• Self-referral prohibitions; and
  
  
• Are there any rules applicable to referrals involving government-funded or veteran-related care?
  
  

4.3 Permissible Collaboration. Reasonable, compliant collaborative relationships (e.g., coordinated care within lawful referral frameworks) are permitted, provided they:

• Do not condition referrals on payments or other benefits.
  
  
• Are transparently disclosed where required; and
  
  
• Comply with all applicable legal and board standards.
  
  

5. Conflicts of Interest (COI) – Disclosure & Mitigation

5.1 Duty to Identify and Disclose. You agree to exercise good faith in identifying and disclosing actual, potential, or perceived COIs that could reasonably influence, or appear to influence:

• Your participation in Veterans Desk educational content.
  
  
• Your recommendations within Veterans Desk spaces, or
  
  
• Decisions related to Veterans Desk programs, advisory roles, or directories.
  
  

5.2 Examples of COI. Examples (not exhaustive) include:

• Financial interests (ownership, equity, stock, royalties, or other significant ties) in products, services, clinics, dispensaries, or vendors you promote via Veterans Desk;
  
  
• Paid speaking fees, consulting contracts, or sponsorships related to content you present for Veterans Desk;
  
  
• Close family or business relationships that could bias your recommendations.
  
  

5.3 Disclosure Requirements. When you present content, offer recommendations, or appear in educational formats through Veterans Desk, you will:

• Disclose relevant financial or personal interests to the Veterans Desk in advance; and
  
  
• Include appropriate disclosures within the educational content when requested by the Veterans Desk.
  
  

5.4 Mitigation Measures. Veterans Desk may require reasonable steps to manage COI, including but not limited to:

• Modifying slides or materials to clarify disclosures;
  
  
• Adding written or verbal COI statements;
  
  
• Rebalancing educational content to avoid product- or vendor-centric focus;
  
  
• In some cases, limiting or declining your participation in specific activities.
  
  

5.5 Ongoing Duty. COIs are not static. You agree to update your disclosures as circumstances change (for example, if you acquire a new ownership interest, sponsorship, or paid relationship related to Veterans Desk-facing content).

6. Privacy, No-PHI & Use of Veterans Desk Systems

6.1 No PHI in Veterans Desk Systems. Veterans Desk's public-facing platforms are not designed to store or transmit Protected Health Information ("PHI") under HIPAA or analogous state laws. You agree that you will not:

• Upload, post, or store PHI, detailed case histories, or identifiable patient information on Veterans Desk's websites, directories, forms, or public channels;
  
  
• Use Veterans Desk email addresses, forms, or messaging as your clinical chart, EHR, or secure patient portal.
  
  

6.2 De-Identification. If you share case examples for educational purposes:

• You will de-identify them thoroughly so that patients are not reasonably identifiable; and
  
  
• You will comply with all applicable privacy and professional standards.
  
  

6.3 Secure Channels for Care. You are responsible for:

• Directing individual patients to your own secure practice platforms for clinical communications;
  
  
• Not inviting patients to share personal health details via Veterans Desk's public or educational channels.
  
  

6.4 Data Security. You will take reasonable steps to protect any non-public information you receive via Veterans Desk (e.g., provider contact lists, non-public program information) and use such information only for appropriate, authorized purposes.

7. Professional Interactions & Community Standards

7.1 Respectful Participation. In all Veterans Desk-related spaces (online and offline), you will:

• Communicate respectfully and avoid personal attacks, harassment, or bullying;
  
  
• Refrain from hate speech, inflammatory rhetoric, or discriminatory remarks;
  
  
• Engage in good-faith, evidence-informed discussion.
  
  

7.2 No Exploitative Practices. You will not:

• Exploit veterans, patients, families, or colleagues for financial gain;
  
  
• Pressure individuals into treatment decisions;
  
  
• Use fear-based or manipulative messaging.
  
  

7.3 Educational Integrity. When participating in educational content, you will:

• Present information accurately and in an appropriately balanced way;
  
  
• Distinguish clearly between evidence-based information, emerging research, and personal opinion;
  
  
• Avoid misrepresenting preliminary or anecdotal observations as fact.
  
  

8. Reporting Concerns & Cooperation

8.1 Duty to Report. You agree to report to the Veterans Desk any serious concerns involving you promptly:

• Misuse of Veterans Desk's name, logos, or platforms;
  
  
• Suspected fraud, abuse, or illegal conduct connected to Veterans Desk activities;
  
  
• Significant violations of this Policy by other participants are known.
  
  

Concerns may be submitted to providers@veteransdesk.org or through other channels designated by Veterans Desk.

8.2 Cooperation. You agree to cooperate in good faith with reasonable requests from Veterans Desk in the review of complaints or compliance issues, including providing clarifying information or documentation as needed.

9. Enforcement & Consequences

9.1 Veterans Desk's Discretion. Veterans Desk may, in its reasonable discretion and consistent with applicable law, take corrective action if it believes you have violated this Policy. Potential actions include, without limitation:

• Informal counseling, education, or warning;
  
  
• Requests to modify or remove advertising or content;
  
  
• Temporary suspension of directory listings, badges, or program participation;
  
  
• Removal from the Veterans Desk directory and termination of access to Veterans Desk programs.
  
  

9.2 No Guarantee of Process. While Veterans Desk will strive to be fair and transparent, nothing in this Policy creates a contractual right to continued listing or participation. Veterans Desk may act promptly where safety, legal risk, or reputational harm is at issue.

9.3 No Refund Obligation. Unless otherwise required by law or explicitly stated in a separate written agreement, suspension or termination of your participation for violation of this Policy does not entitle you to any refund or credit of fees paid.

9.4 External Obligations. Veterans Desk reserves the right, when legally obligated or where serious safety concerns exist, to notify appropriate authorities, licensing boards, or other entities, consistent with applicable law.

10. Amendments & Acknowledgement

10.1 Updates to Policy. Veterans Desk may revise this Provider Code of Conduct & COI Policy from time to time. Updated versions will be identified by a new Effective Date and may be communicated via email or posted on the Veterans Desk's website.

10.2 Continued Participation. Your continued use of Veterans Desk's platforms, programs, or directory after the Effective Date of an updated Policy constitutes your acceptance of the revised terms. If you disagree, you must cease participation and request removal from the directory.

Provider Acknowledgement

By signing below (or by continuing to participate in Veterans Desk programs or maintain a Veterans Desk provider listing), I acknowledge that I have read, understand, and agree to comply with the Veterans Desk — Provider Code of Conduct & COI. I know that I am independently responsible for complying with all applicable laws, regulations, and professional rules, in addition to this Policy.

Veterans Desk — Image, Logo & Bio Release (Directory Media License)

Document ID: Veterans Desk, Inc.: Image, Logo & Bio Release-v1.0
Effective Date: 11.16.2025
Contact: providers@veteransdesk.org

Veterans Desk, Inc. is a nonprofit charitable organization recognized as tax-exempt under Section 501(c)(3) of the Internal Revenue Code. It is not affiliated with the U.S. Department of Veterans Affairs ("VA") or any government agency.

This Image, Logo & Bio Release (the "Release") governs how Veterans Desk may use your submitted headshot(s), logo(s), professional bio, practice name, and practice links (collectively, "Media") in connection with Veterans Desk's directory and related educational and outreach activities.

This Release does not provide legal advice. You are responsible for consulting your own legal counsel about your rights and obligations.

By signing below or submitting Media to Veterans Desk, you agree to the terms of this Release.

1. Purpose & Scope

1.1 Purpose. Veterans Desk uses provider Media to:

• Build and display its provider directory.
  
  
• Create and update provider profile pages;
  
  
• Promote educational content and events; and
  
  
• Advance Veterans Desk's nonprofit mission of supporting veterans and the communities that serve them.
  
  

1.2 Covered Media. This Release applies to Media you provide directly or authorize Veterans Desk to obtain on your behalf, including:

• Headshots and other professional photos of you;
  
  
• Practice logos, word marks, and associated branding;
  
  
• Professional bios, practice descriptions, and narrative text you provide;
  
  
• Practice websites, social links, and other public-facing URLs you supply.
  
  

2. Grant of License

2.1 License Grant. You grant Veterans Desk a non-exclusive, worldwide, royalty-free, fully paid-up license to:

• Host, reproduce, display, and distribute the Media;
  
  
• Adapt, resize, crop, or format the Media for layout, accessibility, and technical compatibility;
  
  
• Use the Media in connection with:
  
  
  • Veterans Desk's provider directory and profile pages;
    
    
  • Veterans Desk's websites, email newsletters, and social media;
    
    
  • Educational or promotional materials that describe or promote Veterans Desk's mission, programs, and directory.
    
    

2.2 Sublicensing to Vendors. You authorize Veterans Desk to grant limited sublicenses of the Media to its service providers (e.g., website hosts, email platforms, design vendors) solely as necessary for them to provide services to Veterans Desk.

2.3 Non-Exclusive. This Release does not transfer ownership of your Media and does not prevent you from using the Media elsewhere.

2.4 No Obligation to Use. Veterans Desk is not obligated to use or continue using any Media you submit.

3. Ownership, Attribution & No Compensation

3.1 Ownership. Except for the license granted in Section 2, you retain all right, title, and interest in and to your Media, subject to any rights you have given to third parties.

3.2 Attribution. Veterans Desk may attribute the Media to you and/or your practice using the name(s), titles, and practice information you provide (for example, "Photo/logo courtesy of [Practice Name]").

3.3 No Compensation. You understand and agree that:

• No fees, royalties, or other compensation will be paid to you for Veterans Desk's use of the Media under this Release; and
  
  
• Veterans Desk's use of the Media is for nonprofit, mission-driven educational and outreach purposes.
  
  

4. Quality, Edits & Integrity of the Media

4.1 Layout & Technical Edits. Veterans Desk may crop, resize, compress, or otherwise adapt the Media as reasonably needed for:

• Website and mobile layouts;
  
  
• Social media formats;
  
  
• Printed or digital materials; and
  
  
• Accessibility and technical optimization.
  
  

4.2 No Material Distortion. Veterans Desk will not intentionally edit the Media in a way that materially distorts your identity, logo, or professional representation.

4.3 Provider Responsibility. You are responsible for:

• Supplying high-quality, accurate Media, and
  
  
• Promptly notifying the Veterans Desk of any errors or updates needed to your name, practice information, or bio.
  
  

5. Warranties & Provider Responsibilities

By signing this Release and/or submitting Media, you represent and warrant that:

5.1 Rights & Permissions.

• You own or have sufficient rights and permissions to grant the license described in Section 2; and
  
  
• Use of the Media by Veterans Desk as described in this Release will not infringe or violate any copyright, trademark, privacy, publicity, or other rights of any third party.
  
  

5.2 No Unlawful Content. The Media does not contain anything unlawful, defamatory, obscene, or otherwise inappropriate for professional and educational use.

5.3 No PHI Without Separate Authorization.

• You will not submit Media that includes identifiable patients, Protected Health Information (PHI), or other sensitive personal data, unless you have obtained all legally required consents and authorizations; and
  
  
• Veterans Desk has not requested and does not require patient images or PHI for directory or promotional purposes.
  
  

5.4 Accuracy. All information contained in your bio and practice description is, to the best of your knowledge, accurate and not misleading.

5.5 Indemnity. To the extent permitted by law, you agree to indemnify and hold harmless Veterans Desk, its officers, directors, employees, and agents from and against any third-party claims, damages, or expenses (including reasonable attorneys' fees) arising out of or related to:

• A breach of your warranties in this Section 5; or
  
  
• Veterans Desk's authorized use of the Media under this Release.
  
  

6. Revocation of Consent

6.1 Prospective Revocation. You may revoke Veterans Desk's right to use the Media on a going-forward basis by providing at least ten (10) business days' written notice to:

providers@veteransdesk.org
Subject line: "Media Release Revocation – [Your Name / Practice]."

6.2 Effect of Revocation. After the revocation effective date:

• Veterans Desk will use reasonable efforts to stop using the Media in new materials and to remove the Media from actively managed online properties (such as current directory listings and updated web pages);
  
  
• Veterans Desk is not required to recall, destroy, or modify materials already printed, distributed, recorded, or published before the effective date of revocation (including archived digital content and historical posts); and
  
  
• Cached or archived instances of the Media that are outside Veterans Desk's direct control (e.g., search engine caches, third-party archives) may persist.
  
  

6.3 Substitute Media. You may provide updated Media to replace prior Media. In such cases, Veterans Desk will use reasonable efforts, on a prospective basis, to update directory pages and other standard placements in its ordinary course of operations.

7. Relationship, Term & Miscellaneous

7.1 Independent Relationship. This Release does not:

• Create an employment, agency, or partnership relationship between you and Veterans Desk; or
  
  
• Grant you authority to speak or act on behalf of Veterans Desk, except as mutually agreed in writing.
  
  

7.2 Term. This Release is effective as of the Effective Date above (or, if later, the date you first submit Media to Veterans Desk). It continues until revoked prospectively in accordance with Section 6, or until the Veterans Desk ceases using the Media.

7.3 Governing Law. This Release will be governed by and construed in accordance with the laws of the state in which Veterans Desk is incorporated, without regard to its conflict-of-law rules, except where applicable law in your jurisdiction provides mandatory protections.

7.4 Entire Agreement. This Release constitutes the entire understanding between you and Veterans Desk with respect to the Media described herein. It supersedes any prior informal discussions on this topic, unless such discussions are incorporated into a separate written agreement that expressly supplements this Release.

7.5 Amendments. Veterans Desk may update this template from time to time for new signers. Any material change to the rights granted for your existing Media would require your consent or a new signed Release.

Provider Acknowledgement & Signature

By signing below, I acknowledge that I have read, understand, and agree to the terms of the Veterans Desk — Image, Logo & Bio Release (Directory Media License), and that I have the authority to grant this Release on behalf of myself and, if applicable, my practice or organization.

Provider Name (print): ___________________________________________

Professional Title / Credentials: _________________________________

Practice / Organization Name: ____________________________________

Signature: ______________________________________________________

Date: __________________________

Veterans Desk — Provider Membership & Directory Listing Agreement
Document ID: Veterans Desk, Inc.: Provider Membership & Directory Listing Agreement T-v1.0
Effective Date: 11.16.2025
Contact: providers@veteransdesk.org / legal@veteransdesk.org

Veterans Desk, Inc. is a nonprofit charitable organization recognized as tax-exempt under Section 501(c)(3) of the Internal Revenue Code. It is not affiliated with the U.S. Department of Veterans Affairs ("VA") or any government agency.

This Provider Membership & Directory Listing Agreement ("Agreement") governs your membership in the Veterans Desk Provider Directory and your use of related member benefits. By enrolling, renewing, or maintaining an active listing, you acknowledge that you have read, understood, and agree to be bound by this Agreement and all incorporated policies listed below.

Core Terms Summary 

• Independent Contractor / Non-Employee. Listing or participation does not create employment, agency, or partnership with Veterans Desk. Coordinators set their own availability, fees, and terms with Providers and cannot bind Veterans Desk.
  
  
• Education-Only Role (No Advice). Coordinators provide administrative assistance (e.g., VA Community Care enrollment support). They do not provide clinical, legal, billing, or coverage/benefits determinations. Always direct case-specific questions to official channels.
  
  
• No Government Affiliation. Veterans Desk is not affiliated with VA, TRICARE/DoD, CMS/Medicare, or any government entity. No government endorsement is expressed or implied; do not use government seals or marks.
  
  
• Self-Attested Eligibility; No Screening by Veterans Desk. Coordinators self-attest qualifications and compliance. Veterans Desk does not conduct credentialing, background screening, or credit checks.
  
  
• Directory Editorial Control. Veterans Desk may refuse, reorder, edit, tag, feature, pause, or remove listings or content to protect quality, compliance, or user experience. Visibility, traffic, or leads are not guaranteed.
  
  
• Brand, Communications & Marketing Rules. Use Veterans Desk's name/marks only as permitted by Brand/Marks Guidelines (e.g., "Listed on Veterans Desk"). All communications must be truthful and non-misleading, comply with FTC endorsement/testimonial rules and any applicable professional/advertising rules, and must not imply government affiliation. No paid referrals or improper inducements (see No-Referral-Fee / Anti-Kickback Certification).
  
  
• No-PHI & Privacy Expectations. Do not collect or transmit PHI via Veterans Desk's public channels. Use only the business/contact information necessary to perform tasks. If PHI is received inadvertently, do not re-share—follow the No-PHI Acknowledgement and Privacy Policy reporting steps.
  
  
• Membership Fees, Billing & Auto-Renewal. Coordinator memberships are fee-based and auto-renewal until canceled. Stored-card authorization utilizes PCI tokenization; failed charges may be retried or updated via the account updater. Online cancellation is available; refunds are subject to the Cancellation & Refund Policy and any applicable State Auto-Renewal Addendum. Price-change notices are sent in advance.
  
  
• Suspension / Termination. Veterans Desk may suspend, de-list, or terminate for policy/legal violations, IP complaints, safety risks, or nonpayment. Certain obligations (accrued fees, IP/indemnity, dispute resolution) survive termination.
  
  
• Limited, Revocable License to Veterans Desk Marks. Veterans Desk grants a limited, non-exclusive, revocable license to reference "Veterans Desk" as permitted in the Brand/Marks Guidelines. No modification, confusion with sponsorship/endorsement, or use beyond the guidelines.
  
  
• Coordinator Content & IP. The Coordinator grants Veterans Desk a non-exclusive, worldwide, royalty-free license to host, format, and display directory/profile content and any submitted media, as per the User-Generated Media License Terms and the Directory Media License. The coordinator is responsible for rights, releases, and accuracy.
  
  
• AI/Media Compliance (if submitting media). Follow AI-Generated Content Disclosure & Labeling Policy ("AI-generated presenter. Educational content only. No government affiliation."), Captioning & Accessibility Standard, and Avatar Safety/No-PHI Guideline. Content may be moderated or removed in accordance with the Avatar Content Moderation & Takedown Procedure and the DMCA Policy.
  
  
• Indemnity & Limitations of Liability. The Coordinator will defend and indemnify Veterans Desk against third-party claims arising from the Coordinator's content, marketing, or violations of law/policy. Veterans Desk disclaims warranties to the extent permitted by law; liability is limited as stated in the Agreement.
  
  
• Governing Law & Arbitration. Florida law governs (to the extent not preempted). Binding arbitration administered by the AAA in Hillsborough County, Florida, on an individual basis (no class/collective actions), with small-claims and limited injunctive-relief exceptions as stated in the Coordinator Arbitration Agreement.
  
  
• Electronic Notices & E-Signature. Coordinator consents to electronic delivery of notices/receipts/updates and agrees that e-signatures have the same effect as handwritten signatures.
  
  
• Entire Agreement; Severability; No Waiver. The Coordinator Agreement (and any incorporated policies) constitutes the whole agreement. If any provision is unenforceable, the rest remains in effect. Failure to enforce is not a waiver.

Incorporated Policies by Reference

This Agreement incorporates by reference the following documents, as they may be updated from time to time. They form part of your binding Agreement with Veterans Desk as though fully set out here:

• Veterans Desk Terms of Use
  
  
• Privacy Policy
  
  
• Cookie Policy
  
  
• Cancellation & Refund Policy (Providers)
  
  
• Auto-Renewal & Cancellation Disclosures (State Addendum), where applicable
  
  
• Provider Code of Conduct & Conflict of Interest Policy
  
  
• No-PHI & Sensitive Information Acknowledgement (Providers)
  
  
• Advertising & Testimonials Guidelines
  
  
• Directory Media Moderation & Takedown Procedure
  
  
• Image, Logo & Bio Release (Directory Media License)
  
  

By signing or electronically accepting this Agreement, you:

1. Confirm that you have been provided access to, and have had an opportunity to review, each of the policies listed above.
   
   
2. Agree that each incorporated policy is contractually binding and that a breach of such policy is a breach of this Agreement.
   
   
3. Understand that Veterans Desk may update these incorporated policies in accordance with the procedures described in the Terms of Use, and that your continued membership or use of directory benefits after notice of changes constitutes acceptance of the revised terms.
   
   
4. Acknowledge that this Agreement and the incorporated policies collectively form the complete and exclusive statement of the agreement between you and Veterans Desk regarding provider membership and directory participation, except where a separate, signed addendum expressly states that it modifies this Agreement.
   
   

Non-Affiliation & No Guarantees

Nothing in this Agreement:

• Creates any employment, partnership, joint venture, or agency relationship between you and Veterans Desk;
  
  
• Grants you any authority to bind Veterans Desk or to speak on behalf of Veterans Desk beyond the limited use of Veterans Desk's name or marks allowed under separate written brand guidelines; or
  
  
• Guarantees lead, patient volume, income, clinical privileges, or VA Community Care enrollment outcomes.
  
  

Execution & E-Signature

You may accept this Agreement by electronic signature, click-through acceptance, or other electronic means authorized by Veterans Desk. To the maximum extent permitted by law, such acceptance has the same force and effect as an original handwritten signature.

By signing below (or by electronically accepting, where available), you confirm that you understand and agree to this Provider Membership & Directory Listing Agreement (v1.0) and all incorporated policies.

Provider Name: _______________________________

Signature: ___________________________________

Date: _______________________________________

Veterans Desk, Inc.— No-PHI & Sensitive Information Acknowledgement

Document ID: Veterans Desk, Inc.:No-PHI & Sensitive Information Acknowledgment v1.0
Effective Date: 11.16.2025
Contact: privacy@veteransdesk.org

Veterans Desk, Inc. is a nonprofit charitable organization recognized as tax-exempt under Section 501(c)(3) of the Internal Revenue Code. It is not affiliated with the U.S. Department of Veterans Affairs ("VA") or any government agency.

This No-PHI & Sensitive Information Acknowledgement ("Acknowledgement") explains what information you may and may not share through Veterans Desk's sites, forms, and communication channels.

By enrolling, renewing, or maintaining an active provider membership or directory listing, you acknowledge that you understand and agree to these limits on data you submit to or through Veterans Desk.

1. Purpose & Scope

This Acknowledgement applies to all information you submit or transmit:

• Through Veterans Desk's websites, portals, or forms;
  
  
• Via email or other communication channels designated for Veterans Desk; and
  
  
• In any content you provide for educational materials, forums, podcasts, webinars, or other Veterans Desk-hosted or Veterans Desk-branded media.
  
  

It applies to you and your staff, contractors, or agents who interact with Veterans Desk on your behalf.

2. PHI & Sensitive Information — What You Must Not Send

For purposes of this Acknowledgement, "PHI" (Protected Health Information) includes any individually identifiable health information about a past, present, or future physical or mental condition, treatment, or payment that can be linked to a specific person, as defined by applicable privacy laws.

You must not use Veterans Desk systems to send, upload, or store:

• Patient names, addresses, dates of birth, phone numbers, email addresses, or other direct identifiers;
  
  
• Medical record numbers, claim numbers, insurance IDs, Social Security numbers, or other unique identifiers;
  
  
• Clinical notes, visit summaries, test results, imaging, prescriptions, or diagnostic reports;
  
  
• Photos, videos, or audio that could identify a patient (voice, face, tattoos, room identifiers, etc.);
  
  
• Any combination of data that could reasonably identify a specific patient, even if explicit identifiers are omitted.
  
  

You must also not send highly sensitive personal data about yourself or others that is not necessary for Veterans Desk's membership or directory functions (e.g., detailed financial account numbers, government IDs, or non-essential background history).

3. Permitted Information

You may provide only the limited information Veterans Desk needs to operate an education-only platform and directory, including:

• Your professional and practice contact information (name, credentials, practice name, address, phone, email, website);
  
  
• Licensing and enrollment-related details you self-report (e.g., state of licensure, specialties, indication that you participate in specific networks), as described in Veterans Desk's provider materials;
  
  
• Administrative and billing information necessary for your Veterans Desk membership (subject to the Privacy Policy);
  
  
• De-identified or hypothetical case descriptions for educational purposes, provided that they cannot be linked to an actual, identifiable individual.
  
  

If you are unsure whether a specific data element is allowed, you agree to treat it as not permitted and keep it within your own secure practice systems.

4. Inadvertent PHI — What To Do If It Happens

If you discover that PHI or prohibited sensitive information has been sent to Veterans Desk or appears in Veterans Desk systems:

1. Do not forward or redistribute it.
   
   
2. Notify Veterans Desk promptly at privacy@veteransdesk.org with a general description (without re-sending PHI), so Veterans Desk can attempt to remove or remediate the content as appropriate.
   
   
3. Handle patient privacy obligations within your own practice consistent with your legal and professional duties (including any required notifications under applicable law).
   
   

Veterans Desk's role does not supersede your independent obligations as a covered entity or healthcare provider.

5. Relationship to Other Terms

This Acknowledgement supplements and is incorporated into:

• Veterans Desk Terms of Use;
  
  
• Privacy Policy;
  
  
• Provider Membership & Directory Listing Agreement; and
  
  
• Any applicable program-specific terms or addenda.
  
  

If there is a conflict between this Acknowledgement and more restrictive privacy or security terms in another Veterans Desk policy, the more protective rule for patient privacy will govern.

6. Acknowledgement & Signature

By signing below (or by electronically accepting where available), you:

1. Confirm that you have read and understand this No-PHI & Sensitive Information Acknowledgement (Providers).
   
   
2. Agree not to submit PHI or prohibited sensitive information through Veterans Desk systems;
   
   
3. Agree to train or instruct any staff or agents who interact with Veterans Desk on your behalf to comply with these requirements; and
   
   
4. Understand that violation of this Acknowledgement may result in suspension or termination of your Veterans Desk membership or directory listing, consistent with Veterans Desk's policies.
   

Veterans Desk — No-Referral-Fee / Anti-Kickback Certification

Document ID: Veterans Desk, Inc.: No-Referral-Fee / Anti-Kickback Certification-v1.0
Effective Date: 11.16.2025
Contact: providers@veteransdesk.org

Veterans Desk, Inc. is a nonprofit charitable organization recognized as tax-exempt under Section 501(c)(3) of the Internal Revenue Code. It is not affiliated with the U.S. Department of Veterans Affairs ("VA") or any government agency.

This No-Referral-Fee / Anti-Kickback Certification ("Certification") applies to all providers and practices that participate in the Veterans Desk directory or related Veterans Desk programs.

1. Purpose & Scope

This Certification is intended to help ensure that your participation in Veterans Desk remains compliant with:

• Federal and state anti-kickback, fee-splitting, and self-referral laws (including, where applicable, the Stark Law); and
  
  
• General unfair competition and consumer protection standards.
  
  

Nothing in this Certification is legal advice. You remain solely responsible for understanding the laws that apply to your practice and for seeking your own legal counsel as needed.

2. No Referral Fees, Kickbacks, or Pay-to-Play

By enrolling, renewing, or maintaining an active listing with Veterans Desk, you certify and agree that:

• You will not offer, pay, solicit, or receive any remuneration (cash, in-kind, or otherwise) in exchange for:
  
  
  • Patient referrals;
    
    
  • Preferential directory placement;
    
    
  • Positive reviews, testimonials, or endorsements; or
    
    
  • Any agreement to prescribe, recommend, order, or purchase particular items or services.
    
    
• Any membership fees or marketing expenditures associated with Veterans Desk are not conditioned on, and do not entitle you to, any specific number of referrals, appointments, or revenue.
  
  
• You will not structure discounts, credits, or "per-referral" payments in a way that could be viewed as an inducement for referrals, directly or indirectly.
  
  

3. Compliance with Applicable Law

You further certify that:

• Your participation in Veterans Desk will comply with all applicable federal and state anti-kickback, self-referral, and related laws, including the Stark Law where it applies to your practice;
  
  
• You will not use Veterans Desk (or any Veterans Desk-related program) to circumvent payer rules, VA or federal regulations, or other legal requirements governing referrals or payment; and
  
  
• You will promptly seek guidance from your own legal counsel if you are unsure whether a financial arrangement tied to Veterans Desk participation is permissible.
  
  

4. Financial Relationships & Required Disclosures

You agree that you will:

• Disclose any material financial relationships you have with vendors, products, facilities, or programs you recommend to patients or discuss in Veterans Desk-related educational content, to the extent required by law or Veterans Desk policy; and
  
  
• Comply with any Veterans Desk policies regarding disclosures in profiles, educational materials, podcasts, webinars, or other content.
  
  

5. Acknowledgement & Certification

By signing below (or electronically accepting, where available), you:

1. Confirm that you have read and understand this No-Referral-Fee / Anti-Kickback Certification.
   
   
2. Certify that the statements above are accurate to the best of your knowledge.
   
   
3. Agree to notify Veterans Desk if you become aware of any arrangement involving Veterans Desk that might violate these commitments; and
   
   
4. Understand that violation of this Certification may result in suspension or termination of your Veterans Desk membership or directory listing, consistent with Veterans Desk's policies.
   

Veterans Desk, Inc. — Auto-Renewal & Cancellation Disclosures 

Document ID: Veterans Desk, Inc.:Auto-Renewal & Cancellation Disclosures (State Addendum)-v1.0
Effective Date: 11.16.2025
Contacts: support@veteransdesk.org • billing@veteransdesk.org

Veterans Desk, Inc. is a nonprofit charitable organization recognized as tax-exempt under Section 501(c)(3) of the Internal Revenue Code. It is not affiliated with the U.S. Department of Veterans Affairs ("VA") or any government agency.

This Auto-Renewal & Cancellation Disclosures (State Addendum) ("Addendum") supplements the Veterans Desk Provider Membership & Directory Listing Agreement and the Cancellation & Refund Policy (Providers). It is intended to address state consumer-protection and auto-renewal laws that apply to certain provider memberships and subscription-style services.

By enrolling in, renewing, or maintaining a Veterans Desk provider membership in a jurisdiction where these rules apply, you acknowledge and agree to the disclosures and practices described in this Addendum.

1. Relationship to Core Terms

This Addendum is incorporated into and forms part of:

• Veterans Desk Provider Membership & Directory Listing Agreement; and
  
  
• Veterans Desk Cancellation & Refund Policy (Providers).
  
  

If there is a conflict between this Addendum and the general policies above, the more protective rule required by applicable state law will govern for members in that state.

2. Auto-Renewal Disclosures

Where Veterans Desk offers memberships or services that renew automatically:

• The renewal term, billing frequency, and recurring price will be clearly disclosed before you complete checkout.
  
  
• Any introductory, discounted, or trial pricing will identify the amount and timing of subsequent, non-introductory charges.
  
  
• The fact that your plan will auto-renew unless you cancel will be presented clearly and conspicuously near the request for your consent.
  
  

You agree to review these disclosures carefully before completing your purchase or renewal.

3. Affirmative Consent

You will be asked to provide affirmative consent to auto-renewal terms before your card or payment method is charged. This may include:

• Checking a box that is not pre-checked, and/or
  
  
• Clicking a button labeled to indicate acceptance of recurring charges and the applicable terms.
  
  

By providing such consent, you authorize Veterans Desk (through its payment processor) to charge the designated payment method for the initial term and each renewal term, unless you cancel in accordance with this Addendum and Veterans Desk's policies.

4. Renewal Reminders (Where Required)

For memberships subject to state laws that require advance notice of renewal:

• Veterans Desk will send a renewal reminder within the timeframe required by applicable law (for example, a set number of days before an annual or long-term renewal), using the email address or other contact information you have on file.
  
  
• The reminder will include the renewal date, the amount to be charged, and instructions on how to cancel before the renewal if you do not wish to continue.
  
  

It is your responsibility to keep your contact information up to date so that you receive these notices.

5. Cancellation Methods

Veterans Desk will provide accessible cancellation options that comply with applicable state law, including:

• Online cancellation through your account or a designated web form; and/or
  
  
• Cancellation by email to support@veteransdesk.org or billing@veteransdesk.org, following the instructions provided.
  
  

Where required by law, the method for canceling will be as easy to use as the method you used to enroll. Veterans Desk may request information reasonably necessary to verify your identity and locate the correct membership before processing cancellation.

6. Effective Date of Cancellation

Unless otherwise required by law or expressly stated in Veterans Desk's Cancellation & Refund Policy (Providers):

• Cancellations will generally be effective at the end of the then-current billing term, and fees already charged for that term are typically non-refundable.
  
  
• Certain promotional offers, trials, or specific programs may have different terms and conditions, which will be disclosed at the time of enrollment.
  
  

Any additional rights you may have under state law (such as a "free-look" period or pro-rated refund right) will be honored where applicable.

7. State-Specific Overrides

Some states impose additional or more protective rules for auto-renewal and cancellation of subscription or membership plans. For members in those jurisdictions:

• Veterans Desk will apply any state-specific requirements that are mandatory and cannot be waived by contract; and
  
  
• To the extent of a direct conflict, this Addendum and the applicable state requirement will override less protective language in Veterans Desk's general terms.
  
  

Veterans Desk may update this Addendum from time to time to reflect changes in law or in Veterans Desk's practices. Updated versions will apply prospectively, as described in Veterans Desk's Terms of Use or Provider Membership & Directory Listing Agreement.

8. Acknowledgment

By signing below, or by electronically accepting auto-renewal terms where presented online, you:

1. Acknowledge that you have reviewed these Auto-Renewal & Cancellation Disclosures (State Addendum);
   
   
2. Understand how and when your membership may auto-renew and how you may cancel; and
   
   
3. Agree that your membership and cancellations are governed by this Addendum, Veterans Desk's Provider Membership & Directory Listing Agreement, and Veterans Desk's Cancellation & Refund Policy (Providers), subject to any non-waivable state-law protections.
   
   

Veterans Desk, Inc — Auto‑Renewal Disclosures (ARL) Acknowledgment

Document ID: Veterans Desk, Inc.-PRO-ARL-v1.0    

Effective Date: 2025-11-04

Contact: legal@veteransdesk.org /  billing@veteransdesk.org

Veterans Desk, Inc. is a nonprofit charitable organization recognized as tax-exempt under Section 501(c)(3) of the Internal Revenue Code. It is not affiliated with the U.S. Department of Veterans Affairs ("VA") or any government agency.

Purpose. Ensure compliance with state auto‑renewal laws (e.g., CA/NY). Clear renewal terms, pricing cadence, how to cancel (email + one‑click in account), pre‑renewal reminder timing, and refund/cancellation effects.

By checking the required box(es) and clicking "Agree & Continue," I consent to electronic signatures and records and may request a copy at legal@veteransdesk.org.

Veterans Desk, Inc. — Directory Listing & Verification

Document ID: Veterans Desk, Inc. -PRO-LIST-v1.0    

Effective Date: 2025-11-04

Contact: legal@veteransdesk.org.

Veterans Desk, Inc. is a nonprofit charitable organization recognized as tax-exempt under Section 501(c)(3) of the Internal Revenue Code. It is not affiliated with the U.S. Department of Veterans Affairs ("VA") or any government agency.

Verification. Veterans Desk, Inc. may verify publicly available business/licensing info; you agree to furnish documents on request. If a consumer report is used, Veterans Desk, Inc. will obtain a separate FCRA disclosure/authorization and send required notices. Badges. Any "Verified" or "Member" badges indicate only informational checks—not endorsements. Veterans Desk, Inc. may edit/decline/remove listings. Updates. Update profile/licensing changes within five business days. Takedown for inaccurate/misleading/non-compliant listings.

By checking the required box(es) and clicking "Agree & Continue," I consent to electronic signatures and records and may request a copy at legal@veteransdesk.org.

Veterans Desk, Inc. — Marketing & Claims Standards

Document ID: Veterans Desk, Inc.-PRO-MKT-v1.0    

Effective Date: 2025-11-04

Contact: legal@veteransdesk.org

Veterans Desk, Inc. is a nonprofit charitable organization recognized as tax-exempt under Section 501(c)(3) of the Internal Revenue Code. It is not affiliated with the U.S. Department of Veterans Affairs ("VA") or any government agency.

Truthful, Non-Misleading. All claims must be truthful, supported, and compliant with healthcare advertising rules; include required disclosures—no Medical Advice on VD. VD content is education-only. CCN/Authorization Reality. Do not suggest VA eligibility/authorization or payment unless expressly documented by VA/TPA for the episode of care. Testimonials/Reviews. No PHI; lawful releases where allowed; follow HIPAA/state constraints. Cannabis Messaging. Follow state law; avoid disease-cure claims; include mandated disclaimers; never imply VA authorizes/endorses cannabis care.

By checking the required box(es) and clicking "Agree & Continue," I consent to electronic signatures and records and may request a copy at legal@veteransdesk.org.

Veterans Desk, Inc. — Accessibility & Non‑Discrimination 

Document ID: Veterans Desk, Inc. -PRO-ADA-v1.0    

Effective Date: 2025-11-04

Contact: provider@veteransdesk.org /  legal@veteransdesk.org

Veterans Desk, Inc. is a nonprofit charitable organization recognized as tax-exempt under Section 501(c)(3) of the Internal Revenue Code. It is not affiliated with the U.S. Department of Veterans Affairs ("VA") or any government agency.

Accessibility. Veterans Desk, Inc. maintains a rolling improvement program; providers may report access issues to provider@veteransdesk.org. Non‑Discrimination. Providers must comply with applicable anti‑discrimination, accessibility, and language‑access obligations in their practices and marketing.

By checking the required box(es) and clicking "Agree & Continue," I consent to electronic signatures and records and may request a copy at legal@veteransdesk.org.

Veterans Desk, Inc. — Provider Testimonial/Case Study Release

Document ID: Veterans Desk, Inc. -PRO-TEST-v1.0    

Effective Date: 2025-11-04

Contact: legal@veteransdesk.org

Veterans Desk, Inc. is a nonprofit charitable organization recognized as tax-exempt under Section 501(c)(3) of the Internal Revenue Code. It is not affiliated with the U.S. Department of Veterans Affairs ("VA") or any government agency.

Consent for using provider quotes, business name, and likeness on Veterans Desk, Inc. channels; no PHI; provider warrants rights to materials; indemnity for third‑party claims; revocation process (prospective only).

By checking the required box(es) and clicking "Agree & Continue," I consent to electronic signatures and records and may request a copy at legal@veteransdesk.org.

Veterans Desk, Inc. — SMS/Email Outreach Consent (TCPA/CAN‑SPAM)

Document ID: Veterans Desk, Inc. -PRO-MSG-v1.0    

Effective Date: 2025-11-04

Contact: legal@veteransdesk.org

Veterans Desk, Inc. is a nonprofit charitable organization recognized as tax-exempt under Section 501(c)(3) of the Internal Revenue Code. It is not affiliated with the U.S. Department of Veterans Affairs ("VA") or any government agency.

Scope. Provider gives express consent to receive non‑emergency marketing or informational messages (email/SMS) about membership, webinars, and podcast invites; frequency; carrier disclaimer; opt‑out instructions; contact for help.

By checking the required box(es) and clicking "Agree & Continue," I consent to electronic signatures and records and may request a copy at legal@veteransdesk.org.

Veterans Desk, Inc.— Sponsorship/Co‑Branding & Advertising Policy

Document ID: Veterans Desk, Inc. -PRO-SPONSOR-v1.0    

Effective Date: 2025-11-04

Contact: legal@veteransdesk.org

Veterans Desk, Inc. is a nonprofit charitable organization recognized as tax-exempt under Section 501(c)(3) of the Internal Revenue Code. It is not affiliated with the U.S. Department of Veterans Affairs ("VA") or any government agency.

Separation. Sponsorships do not influence educational content or directory placement. Labeling. Sponsored content is labeled "Sponsored" or "Partner." Brand Limits. Use only approved placements; no statements of VA affiliation/endorsement. Conflicts. Disclose paid relationships; no quid‑pro‑quo for clinical referrals.

By checking the required box(es) and clicking "Agree & Continue," I consent to electronic signatures and records and may request a copy at legal@veteransdesk.org.