Data Retention & Deletion

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 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.