PRIVACY POLICY AND CONSUMER HEALTH DATA NOTICE

VetIntel Solutions LLC
Effective Date: July 31, 2026

VetIntel Solutions LLC (“VetIntel Solutions™,” “we,” “us,” or “our”) respects the privacy of veterans, family members, accredited representatives, partner organizations, and other users. This Privacy Policy explains how we collect, use, disclose, retain, and protect personal information when you use our websites, Intelligence Hub™, assessments, educational reports, Vetrology Educational Workspaces™, subscriptions, partner resources, The Skobian Key™, ValorithmOS™, and related services (collectively, the “Services”).

The Consumer Health Data Notice in Section 10 is part of this Policy and applies to disability, health, and VA-related information that may be regulated as consumer health data even when it is not protected health information under HIPAA.

1. Our Role and Scope

VetIntel Solutions™ is an education-first readiness technology company. We are not a medical provider, health plan, law firm, VSO, or VA-accredited representative. Information about health, disability, or medical care is not automatically “Protected Health Information” under HIPAA.

As part of our security and privacy program, VetIntel Solutions™ uses designated HIPAA-enabled intake, records, and collaboration environments and maintains Business Associate Agreements with the applicable service providers. Those configurations and agreements provide important contractual and technical safeguards. They do not, by themselves, make every VetIntel Solutions™ activity subject to HIPAA or convert all veteran information into HIPAA-regulated Protected Health Information. When VetIntel Solutions™ acts as a business associate under a separate written agreement, that agreement and applicable HIPAA requirements will govern the covered activity. In other contexts, we protect health and disability information as sensitive personal information and consumer health data under applicable consumer-protection, privacy, security, and breach-notification laws.

This Policy applies to information we control. An accredited representative, law firm, VSO, employer, referral partner, payment processor, or other third party may separately control information under its own privacy notice. If we process information solely for an organization under a written agreement, that organization’s notice may also apply.

2. Information We Collect

Depending on the Service, we may collect:

A. Identity and contact information

Name, email address, telephone number, mailing address, account identifiers, authentication information, communication preferences, and information used to verify identity.

B. Account and operational identifiers

Intelligence Hub™ account data, VET-UID, pathway identifiers, order numbers, entitlement and license records, Workspace permissions, access dates, expiration dates, referral or partner codes, and support history.

VetIntel Solutions™ uses a segmented data architecture. Identifiable veteran information and source veteran records are maintained only within designated HIPAA-enabled intake, records, and collaboration environments covered by Business Associate Agreements. Commerce and other operational systems receive only the minimum billing, order, entitlement, status, and VET-UID information needed to perform their functions. A VET-UID is a pseudonymous operational identifier—not anonymous data—because authorized VetIntel Solutions™ processes can reconnect it to the veteran within the protected environment.

C. Veteran, military, and VA-related information

Military service context, branch, service dates, claimed or service-connected conditions, claim posture, ratings or effective dates when supplied, VA decision information, C&P examination context, documentation inventories, and questions about the VA disability process.

D. Health, disability, employment, and family information

Symptoms and functional impact, medical-care and treatment context, disability information, employment and work-impact history, accommodations, family circumstances, and other information you choose or are required to provide for a requested Service.

E. Documents and Customer Content

Decision letters, records, forms, notes, logs, uploaded files, Workspace content, assessment answers, communications, and other material you submit. We seek to collect only information reasonably needed for the requested Service.

F. Transaction information

Products or Services purchased, amount, currency, billing address, payment status, refund or dispute information, and limited payment-method details provided by our processor. We generally do not receive or store complete payment-card numbers.

G. Professional and partner information

Organization or firm, role, professional contact information, partner type, accreditation or authority verification, client authorization, referral activity, and information submitted through partner forms.

H. Device, usage, and communications information

IP address, browser and device type, operating system, referring page, timestamps, cookie identifiers, pages and features used, diagnostic events, security logs, email engagement, and support communications.

I. Inferences and generated information

Educational readiness observations, scores or bands, documentation categories, report content, learning priorities, and other inferences generated from submitted information. These are educational outputs, not legal, medical, eligibility, or VA determinations.

3. Sources of Information

We collect information:

directly from you;
from a veteran, authorized representative, caregiver, family member, firm, VSO, partner, or organization acting with authority;
automatically from devices, cookies, logs, and analytics;
from payment, authentication, form, hosting, support, automation, cloud-storage, and other service providers;
from referrals or partner programs; and
from public or official sources when needed to provide educational context or verify professional status.

4. How We Use Information

We use information to:

provide, personalize, provision, secure, and support the Services you request;
create accounts, issue or connect VET-UIDs, validate purchases, and manage entitlements;
process structured inputs through ValorithmOS™ and other controlled workflows;
generate and deliver educational reports and provision Workspaces;
permit veteran-directed sharing or authorized professional access;
process payments, taxes, cancellations, refunds, and transaction disputes;
communicate about orders, access, security, service changes, and support;
authenticate users, verify authority or accreditation, prevent fraud, and enforce terms;
test, troubleshoot, audit, and improve reliability, accessibility, quality, and compliance;
protect users, systems, intellectual property, and the integrity of the Services;
comply with law, lawful process, recordkeeping obligations, and regulatory requirements; and
create deidentified or aggregated information that is not reasonably linkable to an individual.

We do not use veteran information to determine VA entitlement, make medical diagnoses, provide claims representation, or make official decisions about a person’s legal rights.

5. Legal Bases and Consent

We process information as needed to provide a requested Service, perform our agreement, comply with law, protect legitimate security and operational interests, and exercise or defend legal rights. Where applicable law requires consent—particularly for consumer health data, marketing, or optional cookies—we rely on consent and permit withdrawal as required.

Withdrawing consent does not invalidate prior lawful processing. It may prevent us from providing a Service that necessarily depends on the information.

6. AI-Assisted Processing

ValorithmOS™, The Skobian Key™, and related features may use artificial intelligence and automated workflows. ValorithmOS™ may receive a veteran’s email address and date of birth solely for controlled intake association, identity or account validation, access management, and delivery of the requested Service. Those identity fields are segregated from AI-processing inputs and are not transmitted to or processed by contracted AI model providers.

Before AI-assisted processing occurs, direct identifiers are removed and the veteran is represented by a VET-UID. AI-assisted components receive only the VET-UID and the minimum assessment-derived information necessary to perform the requested function. VetIntel Solutions™ does not provide AI model providers with a veteran’s name, email address, date of birth, mailing address, telephone number, government identifier, VA claim or file number, uploaded source records, or directly identifiable Vetrology Educational Workspace™ content. A VET-UID is a pseudonymous internal identifier; AI model providers do not receive the information required to reconnect it to a particular veteran. That authorized association is maintained only within VetIntel Solutions™’ designated protected environment.

Users must not enter direct personal identifiers or source veteran records into free-form AI features unless the feature expressly directs them to use a protected intake channel. VetIntel Solutions™ does not authorize AI or automation providers to use VET-UID-linked assessment information, Customer Content, or Service inputs to train generalized or public models.

AI-assisted output is reviewed through rules, templates, validation, or human oversight appropriate to the Service. We do not treat AI output as an official decision concerning VA benefits, legal rights, medical status, professional eligibility, or employment.

7. How We Disclose Information

We may disclose information to the following categories of recipients for the stated purposes:

Hosting and website service providers: to operate our website, commerce, accounts, security, backups, and site functionality.
Payment and commerce providers: to authorize payments, prevent fraud, maintain transaction records, and process refunds.
Protected intake, records, and collaboration service providers: identifiable veteran submissions and source records are collected and maintained only through designated HIPAA-enabled environments covered by our Business Associate Agreements.
Automation, AI, and document-processing service providers: to orchestrate workflows, generate educational content, validate outputs, and create documents using only the minimum information required for the requested Service. These workflows are designed to avoid exposing direct veteran identifiers or source records outside the designated protected environments.
Communications and delivery service providers: to deliver reports, provision time-limited Workspaces, send notices, and support secure collaboration within the designated protected environments where applicable.
Analytics, security, and support providers: to measure performance, detect misuse, troubleshoot, and assist users.
Authorized representatives and third parties: when you direct or authorize sharing, when an organization purchased or administers access with valid authority, or when needed to provide a requested collaborative feature.
Professional advisers and business counterparties: under confidentiality for legal, accounting, insurance, security, financing, due diligence, reorganization, or a business transaction.
Government authorities and other persons: when reasonably necessary to comply with law or lawful process, protect rights or safety, investigate fraud or security incidents, or establish, exercise, or defend legal claims.

Service providers may access only the minimum information reasonably necessary for their assigned function and are expected to protect it under contract or applicable law. Operational metadata and pseudonymous identifiers remain personal information when they can reasonably be linked back to a veteran.

8. Sale, Targeted Advertising, and Marketing

VetIntel Solutions™ does not sell personal information or consumer health data for money. We do not share consumer health data for cross-context behavioral advertising. We do not use the content of veteran assessments, decision letters, or Workspaces to target unrelated advertising.

We may send service communications necessary to operate an account or fulfill an order. Marketing communications are optional; you may unsubscribe using the message link or by contacting us. Unsubscribing from marketing does not stop transactional or security notices.

9. Cookies and Similar Technologies

We and our providers may use essential cookies for authentication, security, cart, checkout, preferences, and site operation. We may use analytics cookies to understand aggregate performance and improve usability. Where required, nonessential cookies will be offered through a consent mechanism. Browser controls may block cookies, but some features may not function.

10. Consumer Health Data Notice

This section applies to “consumer health data” as defined by applicable state law, including information that identifies or may reasonably be linked to a consumer and reflects past, present, or future physical or mental health, disability, symptoms, diagnoses, treatment context, medications, functional impact, employment impact related to health, or VA disability-related status.

Categories collected

We may collect conditions, symptoms, functional impact, treatment or care context, service-connection and rating information, C&P examination context, employment impact, decision-letter content, records and documentation inventories, health-related inferences, and identifiers linking this information to an account or VET-UID.

Purposes

We collect and use consumer health data to provide the Service requested by the consumer; generate educational readiness information; organize veteran-controlled documentation; provision Workspaces; enable authorized sharing; maintain security and audit records; provide support; comply with law; and improve reliability using appropriately minimized, deidentified, aggregated, or synthetic data where feasible.

Sources

Sources include the consumer; a veteran-authorized representative, caregiver, family member, firm, VSO, or partner; uploaded documents; account activity; and service providers performing requested functions.

Categories shared and recipients

Identifiable consumer health data and source veteran records are maintained only within our designated HIPAA-enabled intake, records, and collaboration environments. We may permit limited processing of minimized or pseudonymized information by workflow, AI, document-generation, communications, security, or support service providers only as necessary to provide the requested Service and without exposing direct veteran identifiers or source records. We may also share information with a veteran-authorized representative or organization and with authorities or advisers when legally necessary. We do not share consumer health data with corporate affiliates for independent use as of the Effective Date.

No sale

We do not sell consumer health data. If that practice ever changes, we will provide the separate notice and obtain the authorization required by applicable law before any sale.

Consumer health rights

Subject to applicable law, you may request confirmation of collection, access to consumer health data, a list of third parties or affiliates with whom it was shared, correction, deletion, or withdrawal of consent. You may appeal a denial. Submit a request using Section 14. We will authenticate requests using commercially reasonable methods and will not require creation of a new account solely to exercise a right.

Deletion may require us to notify processors and authorized recipients. Some information may be retained where law permits, including to complete a transaction requested by you, protect security and integrity, prevent fraud, comply with law, or establish or defend legal claims. Backup deletion may occur on the schedule permitted by applicable law.

11. Data Retention

We retain information only as long as reasonably necessary for the purposes described, considering the Service term, account status, sensitivity, user instructions, legal and tax obligations, transaction records, security needs, dispute periods, and backup cycles.

Workspace access may expire after the purchased period—generally 90 days—without necessarily causing immediate deletion of every operational, transaction, audit, or backup record. Users should export veteran-created material before access expires. Uploaded source documents and generated reports are retained under product-specific and operational schedules, subject to deletion rights and lawful exceptions.

12. Security and Incident Response

We use reasonable administrative, technical, and organizational safeguards appropriate to the sensitivity of the information, including access controls, limited permissions, authentication, logging, controlled storage, service-provider review, backups, incident procedures, designated HIPAA-enabled configurations, and Business Associate Agreements with the applicable providers. No system is completely secure, and we cannot guarantee absolute security.

If a security incident affects information, we will investigate and provide notices required by applicable law. Depending on the information and Service, federal or state consumer-health-data breach rules may apply even if HIPAA does not.

13. Your Privacy Choices and Rights

Depending on applicable law, you may have rights to:

know whether we process your information and access it;
correct inaccurate information;
request deletion;
obtain a portable copy where required;
withdraw consent or restrict certain processing;
opt out of sale, targeted advertising, or qualifying profiling (we do not presently sell personal information or use consumer health data for targeted advertising);
receive information about consumer health data recipients; and
appeal a denied request.

To submit a request, email support@vetintelsolutions.com with the subject “Privacy Request” or write to the address below. To appeal, use the subject “Privacy Appeal.” Describe the request and identify the account or VET-UID involved without sending unnecessary sensitive records by ordinary email.

We may verify identity or authority. An authorized agent must provide proof of authority, and we may verify the request directly with the consumer. We will respond within the period required by applicable law. We will not unlawfully discriminate because you exercised a privacy right.

14. Veterans, Representatives, and Organization-Directed Accounts

A veteran may authorize an accredited representative or other person to receive or access specified information. We may request proof of authorization and may limit access to the minimum necessary. Revoking access does not retract information already lawfully received by an independent third party.

When an organization controls an account or submits information for a veteran, the organization is responsible for its own privacy notice, lawful authority, professional confidentiality, and instructions. Contact the organization first for rights concerning information it controls; we will assist as required by law or contract.

15. Children

The Services are intended for adults and are not directed to anyone under 18. We do not knowingly collect personal information from children. Contact us if you believe a minor provided information so we can investigate and take appropriate action.

16. United States Processing and External Links

The Services are operated from the United States, and information may be processed in the United States or other locations where contracted providers operate. External sites and independent professionals have their own practices; this Policy does not control them.

17. Changes to this Policy

We may update this Policy prospectively. We will post the revised Policy and effective date. Before materially expanding how we use or disclose sensitive or consumer health data, we will provide additional notice and obtain consent where required. We will not rely on a silent policy change to authorize a materially different use of previously collected sensitive data when law requires consent.

18. Contact Us

VetIntel Solutions LLC
100 2nd Ave S, Suite 205N #1026
St. Petersburg, Florida 33701
United States
Email: support@vetintelsolutions.com
Phone: 786-442-1049