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Privacy Policy

A legal disclaimer

This Privacy Policy explains how VAClaims.ai ("we," "our," or "us") collects, uses, shares, and protects your personal and health-related information when you use our website, purchase our services, or upload files to us.

We are committed to protecting your privacy and ensuring your information is handled securely in compliance with applicable laws, including the Health Insurance Portability and Accountability Act (HIPAA) and other relevant data protection regulations.

Information We Collect

We collect the following types of information when you use our services:

a. Personal Information

  • Name

  • Email address

  • Phone number (optional)

  • Payment and billing details (processed via secure third-party platforms)

b. Health & Service-Related Information

  • Medical records (VA, private, military, service treatment records)

  • VA documents (C-file data, rating decision letters, claims history)

  • Other documents voluntarily uploaded to our secure platform

c. Website Usage Data

  • IP address

  • Browser type

  • Device information

  • Pages visited, and time spent on our site (collected via analytics tools)

How We Use Your Information

We use your information to:

  • Deliver the services you request (e.g., VA claims audits, condition analyses)

  • Securely process and analyze your records using HIPAA-compliant AI systems

  • Provide reports, dashboards, and recommendations

  • Communicate with you regarding your order, updates, or support

  • Improve our website, services, and customer experience

  • Comply with applicable legal and regulatory obligations

We will never sell, lease, or rent your personal or medical information to third parties.

How We Share Your Information

We may share your information only as necessary with:

  • Authorized employees and contractors who require access to perform services (all are trained in HIPAA compliance)

  • Third-party service providers (e.g., payment processors, HIPAA-compliant cloud storage, secure email systems)

  • Legal or regulatory authorities if required by law or in response to valid legal process

All third-party providers we use have signed Business Associate Agreements (BAAs) where required.

Data Security and HIPAA Compliance

We take data security seriously and maintain safeguards that include:

  • HIPAA-compliant file handling (Dropbox Business or Google Workspace with BAA)

  • Encrypted data transmission (SSL/TLS) and secure cloud storage

  • Role-based access control to sensitive files

  • Automatic file deletion upon request or after a fixed retention period

  • Staff trained in handling protected health information (PHI)

You may request permanent deletion of your files at any time by contacting support at support@vaclaims.ai

Cookies and Tracking Technologies

We use cookies and analytics tools (e.g., Google Analytics) to understand website usage and improve performance. These do not track any personal or medical data and can be disabled through your browser settings.

Your Rights and Choices

You have the right to:

  • Request access to the information we hold about you

  • Correct or update inaccurate personal information

  • Request that we delete your records or stop processing your data

  • Receive a summary of how your data has been used

To exercise any of these rights, email us at support@vaclaims.ai

Data Privacy and Security

We comply with HIPAA guidelines to the extent applicable for handling customer health information, and we use HIPAA-compliant file storage and processing tools. However, you acknowledge that no system can be guaranteed 100% secure and you use the service at your own risk. You grant us a limited right to store, process, and analyze your uploaded files solely for the purpose of generating your report. Your data will not be sold or used for marketing.

Data Retention Policy

We retain uploaded documents only as long as necessary to deliver your report and provide limited follow-up support. You may opt in to extended file retention for convenience in future services. By default, files are deleted 90 days after report delivery unless otherwise requested.

Children's Privacy

Our services are intended for adults (age 18+). We do not knowingly collect personal information from children under 13.

Updates to This Policy

We may update this Privacy Policy periodically. Changes will be posted on this page with a revised “Effective Date.” Your continued use of our services after changes constitutes your acceptance of the updated policy.

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