Privacy Policy

VA Claim Net is used by veterans' claims representatives ("Firms") to manage the people they represent ("Clients"). Firms put very sensitive information into the service. We use that information only to run the service for the Firm. We do not sell it, and we do not use it for advertising.

• Account information — names, email addresses, and passwords (stored only as secure hashes) for Firm staff and portal Clients.
• Client records the Firm manages — contact details, Social Security numbers, dates of birth, military service details, claim information, documents, messages, and signed forms. The Firm controls this data; we process it on the Firm's behalf.
• Usage and log data — sign-ins, actions taken in the app (kept in an audit trail so firms can see who did what), and technical logs such as IP addresses used for security protections like rate limiting.
• Billing data — handled by our payment processor; we never see full card numbers.

• To provide, secure, and support the service.
• To send the emails the service generates — invitations, reminders, signing requests, notifications, and receipts.
• To bill Firms for their subscriptions.
• To investigate abuse and keep the platform safe.

We do not sell personal information, and we do not use client records for advertising or to train AI models. Where an optional AI feature processes text a Firm provides (for example, drafting an automation rule), it is sent to our AI provider solely to produce the result the Firm asked for.

A Firm's data is isolated to that Firm. Within a Firm, owners and administrators control which team members can open which client files. Clients see only their own information through their secure portal. Our operators access customer data only when needed to run or support the service.

We use a small set of providers to run the service, each bound to use data only to provide their service to us: cloud hosting and a managed database, private encrypted file storage for documents, a transactional email provider, a payment processor (Stripe), an e-signature engine, an AI provider for optional AI features, and an error-monitoring service that receives technical crash reports stripped of personal information (no form contents, no identities, and no links containing access tokens). We don't share client records with anyone else unless the law requires it.

• Encryption in transit (HTTPS) everywhere.
• Documents are stored in private storage with encryption at rest; Social Security numbers are additionally encrypted in the database and masked in the interface by default.
• Passwords are stored only as secure hashes.
• Sign-in protections including lockouts after repeated failures, and audit logging of sensitive actions (like revealing an SSN).

If we discover a security breach affecting a Firm's client records, we will notify that Firm without unreasonable delay — never later than 60 days after discovery — so the Firm can meet its own obligations to the people it represents.

We keep data for as long as the Firm's account is active. Firms can delete client records inside the app. After a Firm cancels, we delete its data after a reasonable retention window, except records we must keep for legal, billing, or audit reasons.

Your representative's Firm controls your records in this service. To see, correct, or delete your information, start with your Firm — they can act on your records directly. You can also use your portal account to review your information and update your contact details at any time.

The service is for adults. We don't knowingly collect information from children under 13, except where a Firm records a dependent's details as part of a claim it manages.

If we make a material change to this policy, we'll notify account owners before it takes effect. See also our Terms of Service. Privacy questions: support@vaclaimnet.com.