Privacy Policy

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. 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.

6. 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.

7. 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.

8. 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.

9. 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.

10. 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.

11. 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.

12. 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.

13. 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.

14. Contact Us

Privacy questions may be directed to:

VetLogic Pro is an independent software provider. VetLogic Pro is not affiliated with, endorsed by, sponsored by, or operated by the U.S. Department of Veterans Affairs or any other government agency. VetLogic Pro does not make benefit determinations or guarantee the outcome of any veteran's claim.