Legal & Privacy Center

1. Introduction

This Privacy Policy describes how VetLogic Pro LLC collects, uses, discloses, protects, and otherwise processes personal information through vetlogicpro.com and related VetLogic Pro services.

VetLogic Pro provides a business-to-business software platform used by organizations that serve veterans. Organizations subscribing to VetLogic Pro are our customers. Veterans may access portions of the platform when invited or authorized by an organization.

VetLogic Pro does not provide veterans-benefits representation, legal advice, medical advice, healthcare, claims adjudication, or other professional services to veterans.

When an organization uses VetLogic Pro to process information concerning its veterans, VetLogic Pro generally processes that information on behalf of and at the direction of the organization. The organization is responsible for determining the purposes for which it collects and uses that information, subject to applicable law and its agreements with VetLogic Pro.

2. Information We Collect

Depending on how you interact with VetLogic Pro, we may collect:

Account and Contact Information

This may include:

• name;
• business or organization name;
• business address;
• email address;
• telephone number;
• job title;
• account credentials;
• organization membership and role; and
• account preferences.

Organization Information

We may process information concerning organizations using VetLogic Pro, including:

• organization profile information;
• staff and authorized users;
• subscription information;
• billing status;
• user permissions;
• account configuration;
• service usage; and
• administrative records.

Veteran and Customer Data

Organizations may use VetLogic Pro to process information relating to veterans they serve.

Depending on how an organization uses the platform, Customer Data may include:

• names and contact information;
• military service information;
• veteran status information;
• claims-related information;
• disability-related information;
• health and medical information;
• uploaded records and documents;
• appointments;
• notes;
• communications;
• forms;
• evidence;
• claim status and workflow information;
• task information;
• other information supplied by an organization or veteran through the platform.

Some of this information may constitute sensitive personal information, health information, or other specially protected information under applicable law.

VetLogic Pro processes Customer Data to provide the platform and related services to the organization that controls the applicable account.

Payment Information

Payments may be processed through third-party payment processors. VetLogic Pro may receive information such as subscription status, transaction identifiers, billing contact information, payment status, and limited payment-related information.

VetLogic Pro does not need to store complete payment-card numbers when payment information is processed directly by our payment processor.

Technical and Usage Information

We may automatically collect information such as:

• IP address;
• browser type;
• device information;
• operating system;
• referring URLs;
• pages viewed;
• timestamps;
• authentication events;
• session information;
• application activity;
• security events;
• diagnostic information;
• audit logs; and
• other information necessary to operate, secure, troubleshoot, and improve the service.

3. How We Use Information

We may use information to:

• provide and operate VetLogic Pro;
• authenticate users;
• maintain organization accounts;
• provide veteran portal functionality;
• store and retrieve documents;
• provide authorized users access to information;
• process subscriptions and payments;
• provide customer and technical support;
• send transactional and service-related communications;
• maintain security and prevent unauthorized access;
• detect fraud, abuse, malware, or other threats;
• create audit and security records;
• maintain backups and business continuity;
• diagnose technical issues;
• improve platform performance and functionality;
• comply with legal obligations;
• enforce our agreements and policies; and
• protect VetLogic Pro, our customers, users, and others.

We do not use veteran medical or disability information for third-party behavioral advertising.

We do not sell veteran medical records or disability information.

4. Our Role When Processing Organization Data

Organizations determine which veterans they serve and which information they place into VetLogic Pro.

When VetLogic Pro processes personal information on behalf of an organization through the platform, the organization is generally responsible for its relationship with the veteran and for determining the purposes for which the information is collected and used.

Requests concerning information controlled by an organization may need to be directed to that organization.

VetLogic Pro may assist organizations in responding to valid privacy requests where required by applicable law or contract.

VetLogic Pro separately controls certain information necessary for its own legitimate business operations, including account administration, billing, platform security, fraud prevention, legal compliance, and business records.

5. Information Obtained Through VA Authorization

If a veteran voluntarily connects their VA account, VetLogic Pro may retrieve information authorized by the veteran through applicable U.S. Department of Veterans Affairs APIs.

VetLogic Pro uses VA-derived information to provide authorized platform functionality, including synchronizing claim information and claim status within VetLogic Pro.

VetLogic Pro’s current VA integration is designed for read-only access. VetLogic Pro does not use this integration to submit claims, modify claims, upload evidence, or make changes to VA records.

Access to VA information is subject to the veteran’s authorization and applicable VA API permissions.

A veteran may disconnect their VA account to stop future synchronization and may separately request deletion of personal information through VetLogic Pro’s Privacy Choices page. See Data Retention & Deletion for how deletion requests are handled.

VetLogic Pro is an independent software provider and is not affiliated with, endorsed by, sponsored by, or operated by the U.S. Department of Veterans Affairs. Authorization to access VA information does not constitute VA endorsement of VetLogic Pro.

6. How We Disclose Information

VetLogic Pro may disclose information:

To Service Providers and Subprocessors

We use service providers to operate and secure VetLogic Pro. These providers may process information only for authorized purposes and subject to applicable contractual requirements. See Subprocessors.

To the Organization Responsible for an Account

Information submitted through an organization’s VetLogic Pro environment may be available to that organization’s authorized personnel according to account permissions.

For Legal and Safety Purposes

We may disclose information when reasonably necessary to:

• comply with applicable law, regulation, subpoena, court order, or lawful governmental request;
• protect the rights, safety, property, or security of VetLogic Pro or others;
• investigate fraud, abuse, security incidents, or violations of our agreements; or
• establish, exercise, or defend legal claims.

Business Transactions

Information may be transferred as part of a merger, financing, acquisition, reorganization, bankruptcy, sale of assets, or similar business transaction, subject to applicable law.

7. We Do Not Sell Veteran Information

VetLogic Pro does not sell veteran medical records, disability information, claims information, or documents.

VetLogic Pro does not use such information for third-party behavioral advertising.

If VetLogic Pro’s practices materially change, this Privacy Policy and any legally required notices or choices will be updated before those practices are implemented where required.

8. Cookies and Similar Technologies

VetLogic Pro may use cookies and similar technologies that are necessary to:

• authenticate users;
• maintain sessions;
• remember preferences;
• protect accounts;
• prevent fraud;
• maintain security; and
• understand website and service performance.

Where optional analytics or similar technologies are used, VetLogic Pro will provide appropriate notice and choices where required by applicable law.

See the Cookie Notice for additional information.

9. Security

VetLogic Pro uses administrative, technical, and organizational safeguards designed to protect information against unauthorized access, loss, misuse, alteration, and disclosure.

Depending on the applicable service and configuration, safeguards may include:

• authentication controls;
• authorization and role-based access;
• tenant-level data isolation;
• private file storage;
• temporary or signed file-access mechanisms;
• encryption in transit;
• encryption at rest where supported by the applicable infrastructure;
• logging and auditing;
• backup procedures;
• malware and security scanning;
• monitoring;
• access restrictions; and
• incident-response procedures.

No method of electronic transmission or storage can be guaranteed to be completely secure.

Additional information is available on our Security page.

10. Data Retention

VetLogic Pro retains information for only as long as reasonably necessary for the purposes for which it was collected, to provide contracted services, to satisfy legitimate business requirements, and to meet applicable legal, regulatory, security, accounting, and contractual obligations.

Customer Data retention may also depend upon instructions provided by the organization controlling the applicable account.

See Data Retention & Deletion for additional information.

11. Privacy Rights

Depending on your location and applicable law, you may have rights concerning your personal information, including rights to request access, correction, deletion, or information concerning certain processing activities.

Some requests involving Customer Data must be handled through the organization responsible for that information.

To submit a privacy request, visit Privacy Choices or contact:

We may take reasonable steps to verify your identity and authority before completing a request.

12. Children

VetLogic Pro is designed for organizations and adult users and is not intended for children under 13.

We do not knowingly collect personal information directly from children under 13 through the public website.

Organizations are responsible for ensuring that their use of VetLogic Pro, including information they process concerning other individuals, complies with applicable law.

13. International Use

VetLogic Pro is currently intended primarily for use in the United States.

If the service is made available in additional jurisdictions, additional terms or notices may apply.

14. Changes to This Privacy Policy

We may update this Privacy Policy to reflect changes to our services, legal obligations, security practices, or data-processing activities.

When we make material changes, we will update the “Last Updated” date and provide additional notice where required by law.

15. Contact Us

Privacy questions may be directed to:

1. Acceptance

These Website Terms of Use govern access to and use of the public VetLogic Pro website.

By using the website, you agree to these Terms.

Use of the VetLogic Pro software platform by subscribing organizations is governed separately by the VetLogic Pro Master Subscription Agreement and related incorporated terms.

Use of the Veteran Portal is governed by separate Veteran Portal Terms.

2. About VetLogic Pro

VetLogic Pro provides software to organizations that serve veterans.

VetLogic Pro is not the U.S. Department of Veterans Affairs and is not affiliated with, endorsed by, sponsored by, or operated by the VA or any other government agency.

VetLogic Pro does not provide legal representation, medical advice, healthcare services, veterans-benefits representation, claims adjudication, or other professional services through the public website.

3. Informational Content

Information appearing on the website is provided for general informational and commercial purposes.

Nothing on the website constitutes legal, medical, tax, financial, veterans-benefits, or other professional advice.

Organizations and individuals remain responsible for obtaining appropriate professional guidance when necessary.

4. Intellectual Property

The website, software, designs, branding, interfaces, graphics, text, databases, documentation, and other VetLogic Pro materials are owned by VetLogic Pro LLC or its licensors and are protected by applicable intellectual-property laws.

Except as expressly permitted, users may not copy, modify, distribute, sell, license, reverse engineer, scrape, reproduce, or commercially exploit VetLogic Pro materials.

“VetLogic Pro” and associated branding may constitute trademarks or service marks of VetLogic Pro LLC.

5. Prohibited Conduct

You may not use the website to:

• violate applicable law;
• interfere with website security;
• attempt unauthorized access;
• distribute malware;
• conduct automated scraping without authorization;
• impersonate another person or organization;
• infringe intellectual-property rights;
• submit fraudulent information; or
• interfere with the operation of VetLogic Pro.

See also our Acceptable Use Policy.

6. Third-Party Services

The website may contain links to or integrate with third-party services.

VetLogic Pro does not control third-party websites and is not responsible for their independent content, security, availability, or privacy practices.

7. No Guarantee of Availability

We work to maintain reliable services but do not guarantee that the public website will always be uninterrupted, error-free, or available.

8. Disclaimer

To the maximum extent permitted by law, the public website and its content are provided “as is” and “as available.”

VetLogic Pro disclaims warranties that may legally be disclaimed, including implied warranties of merchantability, fitness for a particular purpose, and non-infringement.

Nothing in these Terms excludes warranties or rights that cannot lawfully be excluded.

9. Limitation of Liability

To the maximum extent permitted by applicable law, VetLogic Pro LLC will not be liable for indirect, incidental, special, consequential, exemplary, or punitive damages arising from use of the public website.

This limitation does not apply where liability cannot legally be limited or excluded.

10. Changes

We may modify the website and these Terms from time to time.

Material changes will be reflected by updating the applicable “Last Updated” date and by providing additional notice where legally required.

11. Governing Law

These Website Terms are governed by the laws of the State of Wyoming, without regard to conflict-of-law principles, except to the extent applicable law requires otherwise.

The organization Master Subscription Agreement will contain the more detailed dispute-resolution provisions governing paying customers.

12. Contact

VetLogic Pro uses cookies and similar technologies to operate and secure its website and services.

Essential Cookies

Essential technologies may be used for:

• authentication;
• session management;
• security;
• fraud prevention;
• load balancing;
• preferences; and
• core website functionality.

These technologies are necessary for the website or service to function properly.

Analytics

VetLogic Pro does not currently use optional analytics cookies on its website or in the platform. If we introduce privacy-conscious analytics to understand website performance and how visitors interact with our public website, we will update this notice before doing so and provide choices where required by applicable law.

Advertising

VetLogic Pro does not use advertising cookies or pixels, and does not use veteran health, disability, claim, or portal information for targeted advertising.

Your Choices

Because VetLogic Pro currently uses only essential technologies, there are no optional cookies to turn off. Most browsers also let you block or delete cookies; blocking essential cookies may prevent you from signing in. Questions and requests can be submitted through Privacy Choices.

This section supplements the VetLogic Pro Privacy Policy for California residents where applicable.

Categories of Personal Information

Depending on the circumstances and applicable law, VetLogic Pro may collect categories of personal information including:

• identifiers;
• customer and account records;
• commercial information;
• internet or electronic activity;
• professional or employment-related information;
• sensitive personal information;
• health-related information processed through the platform;
• communications;
• documents and user-generated content; and
• inferences or operational information derived from platform activity where applicable.

How We Use It

We collect and use information for the purposes described in our Privacy Policy, including providing services, maintaining accounts, processing transactions, securing the platform, providing support, complying with law, and operating our business.

No Sale; No Cross-Context Behavioral Advertising

VetLogic Pro does not sell veteran medical records, disability information, claims information, or documents.

VetLogic Pro does not use veteran health, disability, or claims information for cross-context behavioral advertising.

Requests

Where VetLogic Pro acts as a service provider or contractor to an organization, requests relating to information controlled by that organization may be referred to the applicable organization.

Where California law provides applicable rights, requests may be submitted through Privacy Choices.

VetLogic Pro will not unlawfully discriminate against an individual for exercising an applicable privacy right.

Users may not use VetLogic Pro or the public website to:

• violate any applicable law or regulation;
• access information without authorization;
• improperly obtain or disclose another person’s information;
• upload malware or malicious code;
• interfere with platform security;
• probe or test systems without written authorization;
• impersonate another person;
• submit fraudulent or materially misleading information;
• infringe intellectual-property or privacy rights;
• use the platform to harass, threaten, exploit, or harm another person;
• circumvent account permissions or technical restrictions;
• share credentials in violation of applicable account rules;
• scrape or systematically extract data without authorization;
• use VetLogic Pro to provide unlawful services; or
• use the platform in a manner that creates unreasonable security, operational, or legal risk.

VetLogic Pro may block, quarantine, restrict, or remove files reasonably suspected of containing malware or presenting a security threat.

Accounts may be suspended or restricted where reasonably necessary to protect VetLogic Pro, its customers, users, systems, or third parties or to comply with applicable law.

HIPAA-Regulated Workflows

VetLogic Pro is not currently intended for HIPAA-regulated workflows, and VetLogic Pro does not currently offer Business Associate Agreements. Users may not use VetLogic Pro to create, receive, maintain, or transmit protected health information on behalf of a HIPAA covered entity, or in the capacity of a covered entity or a covered entity’s business associate.

This does not restrict handling information that veterans provide or authorize in connection with their VA benefit claims where the organization is not a HIPAA covered entity or business associate.

VetLogic Pro retains information according to the type of information, purpose of processing, contractual obligations, customer instructions, security requirements, and applicable law.

Customer Data is generally maintained while the applicable organization maintains an active account or as otherwise provided in the organization’s agreement with VetLogic Pro.

Following account termination, Customer Data may remain available for a limited period to permit authorized export or recovery before being scheduled for deletion, subject to applicable contractual terms.

Information may remain in encrypted backups for a limited period until backups rotate or expire.

VetLogic Pro may retain limited information after account deletion where reasonably necessary for:

• legal compliance;
• fraud prevention;
• security investigations;
• dispute resolution;
• enforcement of agreements;
• financial and tax records;
• audit records; and
• establishment or defense of legal claims.

Deletion from active systems does not necessarily result in instantaneous deletion from disaster-recovery or backup systems.

Specific retention periods will be documented internally and reflected here once the production retention schedule is finalized.

VA-Connected Data

When a veteran chooses to connect their VA account to VetLogic Pro, VetLogic Pro may retrieve and maintain information authorized by the veteran through applicable U.S. Department of Veterans Affairs APIs.

VetLogic Pro uses this information to provide authorized read-only synchronization features within the VetLogic Pro platform.

VetLogic Pro does not use the VA connection to file claims, modify claims, upload evidence, or make changes to a veteran’s VA records.

Veterans may request deletion of personal information associated with their VetLogic Pro portal, including information obtained from VA APIs and other personal information maintained in connection with their portal use.

Upon a valid deletion request, VetLogic Pro will permanently delete the requesting user’s personal data subject to the request, including applicable VA-derived and non-VA personal data, within 45 days of receiving the request, except to the extent retention is required by applicable law.

Deletion will include applicable personal information maintained in VetLogic Pro’s active systems.

Information contained in system backups may remain temporarily until the applicable backup is securely overwritten, rotated, or expires according to VetLogic Pro’s backup-retention procedures. Such backup information will not be restored for ordinary business use after a valid deletion request except where necessary for disaster recovery, security, or legal compliance.

Where information is controlled by an organization using VetLogic Pro, VetLogic Pro may coordinate with that organization as necessary to fulfill the request while complying with applicable legal and contractual obligations.

To request deletion, visit Privacy Choices.

VetLogic Pro is an independent software provider and is not affiliated with, endorsed by, sponsored by, or operated by the U.S. Department of Veterans Affairs. Authorization to access VA information does not constitute VA endorsement of VetLogic Pro.

Dormant Veteran Portal Accounts

VetLogic Pro does not retain dormant Veteran Portal information indefinitely solely because an account is inactive.

The applicable organization may maintain an active relationship with the veteran even when the veteran does not regularly sign in to the Veteran Portal. Therefore, portal inactivity alone does not necessarily indicate that the underlying organization relationship has ended.

Where VA-connected access is no longer authorized, the veteran disconnects their VA account, the applicable organization removes the veteran from its VetLogic Pro environment, or the applicable account is otherwise terminated, VetLogic Pro will handle associated information according to its applicable retention and deletion requirements.

VetLogic Pro will maintain documented retention periods for dormant and terminated accounts and will delete or de-identify information when it is no longer reasonably necessary for the purpose for which it was maintained, subject to applicable law and contractual obligations.

Veterans Who Change Organizations

Each organization maintains its own records. If a veteran stops working with an organization, that organization may keep the veteran’s record, including as an archived record, in line with its own legal and business obligations and this policy.

VetLogic Pro does not copy or transfer a veteran’s records from one organization to another, and an organization is not told that a veteran works with a different organization.

Backups

Encrypted copies of uploaded files are stored off-site with a backup provider named on the Subprocessors page.

VetLogic Pro LLC uses third-party service providers to support operation of the VetLogic Pro platform.

Some providers may process Personal Data on behalf of VetLogic Pro and may qualify as subprocessors depending upon the services used and information processed.

VetLogic Pro may add, replace, or remove subprocessors as its services evolve.

Where required by the applicable agreement or law, VetLogic Pro will provide appropriate notice concerning material changes.