Privacy Policy

1. Introduction

VetNavigator AI LLC ("VetNavigator," "we," "us," or "our") operates the website vetnavigator.ai and provides AI-powered chatbot services to Veterans Service Organizations ("VSOs") and the veterans they serve. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website or use our services.

We are committed to protecting the privacy of veterans and the organizations that serve them. We are not affiliated with the U.S. Department of Veterans Affairs.

2. Information We Collect

2.1 Information Provided by VSO Customers

When a VSO organization signs up for our service, we collect:

• Organization name, city, address, and contact information (phone, email)
• Organization website URL and social media URLs
• Names and titles of organization leadership and counselors
• Upcoming events information
• Office hours

This information is used to personalize the chatbot for each organization's veterans.

2.2 Information from Veterans Using the Chatbot

Our chatbot is designed to provide general VA benefits information. We do not intentionally collect personal information from veterans. The chatbot is specifically programmed to:

• Never ask for Social Security numbers, claim numbers, dates of birth, or other personally identifiable information (PII)
• Never store or log individual chat conversations on our servers
• Not require login, account creation, or any personal information to use

If a veteran voluntarily types personal information into the chat, we do not store, log, or use that information. Chat conversations are processed in real-time by our AI provider and are not retained.

2.3 Information Collected Automatically

When you visit our website, we may automatically collect standard web traffic data including:

• IP address (anonymized by our hosting provider)
• Browser type and version
• Pages visited and time spent
• Referring website

We use Cloudflare for hosting, which provides basic analytics. We do not use third-party tracking cookies, advertising pixels, or retargeting services.

2.4 Feedback and Support Information

If you submit feedback through the chatbot's feedback tab or contact us through the support tab, we collect the information you provide (name, email, message content) to respond to your inquiry.

3. How We Use Your Information

We use the information we collect to:

• Provide, operate, and maintain our chatbot services
• Personalize the chatbot experience for each VSO's veterans
• Send transactional emails (welcome emails, support responses, conversation summaries)
• Process payments and manage subscriptions
• Respond to customer support inquiries
• Improve our services and develop new features
• Comply with legal obligations

4. Third-Party Service Providers

We use the following third-party services to operate our platform:

• Anthropic (Claude AI) — Powers the chatbot's AI responses. Chat messages are sent to Anthropic's API for processing. Anthropic's privacy practices are governed by their own privacy policy at anthropic.com/privacy.
• Cloudflare — Website hosting, CDN, and DNS services. Cloudflare may collect anonymized traffic data.
• Brevo — Email delivery for transactional emails (welcome emails, support messages, conversation summaries).
• Stripe — Payment processing for subscriptions. We do not store credit card information; all payment data is handled directly by Stripe.
• Google Workspace — Business email (@vetnavigator.ai).

We do not sell, rent, or trade your personal information to third parties for marketing purposes.

5. Data Security

We implement reasonable security measures to protect the information we collect, including:

• HTTPS encryption on all pages and API communications
• Cloudflare's security and DDoS protection
• API keys stored securely and never exposed in client-side code visible to end users
• No storage of veteran PII or chat logs

However, no method of transmission over the Internet is 100% secure, and we cannot guarantee absolute security.

6. Data Retention

VSO customer account information is retained for as long as the subscription is active and for a reasonable period thereafter for business and legal purposes. Chat conversations are processed in real-time and are not stored. Feedback and support messages are retained for up to 12 months.

7. Your Rights

Depending on your location, you may have the following rights regarding your personal information:

• Access: Request a copy of the personal information we hold about you
• Correction: Request correction of inaccurate information
• Deletion: Request deletion of your personal information
• Opt-out: Opt out of marketing communications at any time

To exercise any of these rights, contact us at ops@vetnavigator.ai.

8. Children's Privacy

Our services are not directed to individuals under the age of 13, and we do not knowingly collect personal information from children under 13. If we become aware that we have collected such information, we will take steps to delete it promptly.

9. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify active subscribers of material changes at least 30 days in advance via email. The "Last Updated" date at the top of this page indicates when the policy was last revised.

10. Contact Us

If you have questions about this Privacy Policy, please contact us:

VetNavigator AI LLC
Email: ops@vetnavigator.ai
Website: vetnavigator.ai