Terms of Service

These Terms of Service ("Terms") are an agreement between you and the operator of VA Claim Net ("we," "us"). They govern your use of the VA Claim Net platform — the practice-management workspace used by veterans' claims representatives and their staff ("Firms"), and the secure client portal Firms use to work with the people they represent ("Clients"). By creating an account or using the service, you agree to these Terms and to our Privacy Policy.

VA Claim Net is software. It helps Firms organize client files, claims, tasks, documents, electronic signatures, and communication.

• We are not a law firm, a veterans service organization, or an accredited representative, and we do not provide legal advice.
• We are not affiliated with the U.S. Department of Veterans Affairs (VA).
• Nothing in the service guarantees any outcome on any claim. The Firm — not the platform — is responsible for the advice it gives and the filings it makes.

You must give accurate information when you create an account and keep your sign-in credentials secret. You are responsible for activity under your account. Firm owners and administrators control which team members can access which client files; the Firm is responsible for granting that access appropriately. Tell us promptly if you believe your account has been compromised.

Firms use the service to store sensitive information about the people they represent — including names, contact details, Social Security numbers, service history, and claim records. As between us and the Firm, that data belongs to the Firm and its Clients. We process it only to provide the service, as described in the Privacy Policy. The Firm confirms it has the right — and any consents it needs — to put that information into the service.

Some of the information Firms store in the service is health information covered by HIPAA. To the extent a Firm is a HIPAA covered entity (or is itself a business associate) and stores protected health information in the service, we act as the Firm's business associate and commit to the following:

• We use and disclose the Firm's client information only to provide the service, as required by law, or as the Firm directs — never for our own purposes.
• We protect it with administrative and technical safeguards, including encryption, role-based access, and audit logging of sensitive access.
• If we discover a breach of unsecured protected health information affecting a Firm's data, we will notify that Firm without unreasonable delay, and never later than 60 days after discovery.
• We require vendors that store or transmit this data on our behalf to sign business associate agreements of their own.
• When a Firm's account ends, the Firm can export its data as described in Section 9; we then delete it as described there, except records the law requires us to keep.

This section, together with the Privacy Policy, records our data-protection commitments to Firms. A Firm that needs a separately signed Business Associate Agreement can request one at support@vaclaimnet.com; a signed BAA supersedes this section where they differ.

The service includes electronic signing of documents, including VA forms. By signing electronically you consent to do business electronically. Signers can request paper copies from their Firm. Signature records (who signed, when, and from where) are kept as part of the document's audit trail.

• Only use the service for lawful representation work.
• Don't upload malware, probe or overload the service, or try to access another firm's data.
• Don't use the service to send spam or misleading communications.
• Don't resell or white-label the service itself without our written permission.

We may suspend accounts that put other users or the service at risk.

Firms pay a subscription per seat, billed through our payment processor. Trials, prices, and seat types are shown at checkout and on the billing page. Subscriptions renew automatically until canceled. If payment fails and isn't fixed after we notify you, we may suspend the Firm's access until billing is restored.

Firms can cancel any time from the billing page; access continues through the end of the paid period. After cancellation, the Firm can request an export of its data. We may delete a canceled Firm's data after a reasonable retention window, except records we must keep for legal or audit reasons.

The service is provided "as is." We work hard to keep it available and accurate, but we can't promise it will be uninterrupted or error-free. To the fullest extent the law allows, we are not liable for indirect, incidental, or consequential damages — including lost profits or lost data — and our total liability for any claim is limited to the amounts the Firm paid us in the twelve months before the claim arose.

We may update these Terms as the service evolves. If a change is material, we'll notify account owners (for example, by email or an in-app notice) before it takes effect. Continuing to use the service after a change takes effect means you accept the updated Terms.

Questions about these Terms? Contact us at support@vaclaimnet.com.