Privacy Policy

1. Information We Collect

Registration Information:

• Name, email address, and phone number for membership and event participation
• Military service information for eligibility verification (branch, service years, status)
• Availability preferences for scheduling events and activities
• Areas of interest (recreation, career services, mentorship, etc.)

Event and Activity Data:

• Attendance records for weekly gatherings and special events
• Participation in fitness challenges, recreation outings, and volunteer work
• Feedback and responses from community surveys and member communications
• Photos or video recordings of events (with your consent)

Donation and Payment Information:

• Payment method information (processed securely through Stripe)
• Donation amounts and frequency
• Billing address and name (for receipts and tax documentation)
• We do not directly store credit card details—Stripe handles all payment processing securely

Technical Information:

• Basic website analytics (pages visited, time on site)
• Device type and browser information for technical support
• IP address logs for security purposes
• Email open rates and link clicks in communications

Communication Preferences:

• Email preferences for event notifications and community updates
• Opt-in/opt-out choices for newsletters and promotional materials
• Communication methods you prefer (email, phone, in-person)

2. How We Use Information

We use your information to:

• Verify military service and veteran eligibility for membership
• Create and manage your membership account
• Send event notifications, reminders, and community updates
• Organize and schedule weekly gatherings, fitness challenges, and recreation outings
• Connect you with resources, referrals, and volunteer opportunities
• Process donations and memberships through our payment provider (Stripe)
• Improve our website, events, and community services
• Respond to your inquiries and provide customer support
• Maintain accurate records for organizational and legal purposes
• Send newsletters and community updates (only if you opt in)
• Measure program effectiveness and member satisfaction

3. Information Sharing and Third Parties

We may share information with:

• Payment processors (Stripe) for secure donation and membership processing
• Service providers who support our operations (email providers, hosting services)
• Event venues and partner organizations (only with your explicit consent)
• Legal authorities when required by law or court order

Special Note on Veteran Status Documents:

When documents are submitted for veteran verification, we:

• Never store the original documents
• Verify your status and securely destroy the documents immediately
• Retain only the verification result (yes/no)
• Do not use documents for any purpose other than verification

4. Data Retention and Deletion

How Long We Keep Your Information:

• Active members: Data retained while your membership is active
• Inactive members: Data retained for 2 years after last activity, then deleted
• Donation records: Retained for 7 years for tax and legal compliance
• Event attendance records: Retained for 2 years for program evaluation
• Veteran verification result: Retained indefinitely (the original documents are destroyed)

How to Request Data Deletion:

• Email us at support@thevetlounge.org with "Data Deletion Request" in the subject line
• Include your full name and the email associated with your account
• We will permanently delete all your personal information within 30 days
• This includes membership records, donation history, event attendance, and communications
• Tax and legally required records may be retained as required by law

5. Event Recordings and Photos

Photography and Video at Events:

• Events may be photographed or recorded by The Vet's Lounge staff
• Content is used for community documentation, social media, and promotional materials
• By attending events, you consent to being photographed or recorded
• You can opt out by notifying staff in writing before the event

How We Use Event Photos and Videos:

• Community engagement and social media posts
• Annual reports and program documentation
• Promotional materials (with your consent)
• Internal records and archives
• We will not identify you by name without your permission

6. Data Security and Protection

We use industry-standard security measures:

• Secure website encryption (SSL/HTTPS)
• Password protection for member accounts
• Limited employee access to personal information
• Regular security reviews and updates
• Secure payment processing through Stripe
• Data stored on secure, protected servers

What You Can Do:

• Use strong, unique passwords for your account
• Do not share your login credentials with others
• Notify us immediately if you suspect unauthorized access to your account
• Be cautious when sharing personal information in community spaces

7. Data Breach Notification

In the event of a data breach affecting your personal information:

• We will notify you within 72 hours via email
• Notification will include: what information was affected, when it occurred, and steps we're taking
• We will provide clear instructions for any actions you should take
• We will cooperate with law enforcement and security experts
• We will post updates on our website regarding the breach

8. Business Transfer and Ownership Changes

If The Vet's Lounge is acquired, merged, or transferred:

• You will be notified via email at least 30 days before any transfer
• Your data will continue to be protected under equivalent privacy commitments
• You will have options to: download your data, delete your account, or continue with the new owner
• The new owner must maintain privacy protections equal to or better than this policy

9. Your Rights and Choices

You have the right to:

• Access your personal information at any time through your account
• Update or correct your information
• Request a complete copy of all data we have about you
• Request deletion of your account and all personal information
• Opt out of promotional communications while remaining a member
• Decline to participate in recorded events
• Request that your image not be used in promotional materials
• Know what information we collect and how we use it

To exercise any of these rights, email us at support@thevetlounge.org with your request.

10. Policy Changes and Notification

We may update this Privacy Policy as our services evolve:

• Significant changes will be announced at least 30 days in advance
• Notification will be sent via email to all active members
• Changes will be posted prominently on our website and in the community
• Continued use of our services after notification means you accept the updated policy
• Previous versions are available upon request

11. Children and Minors

The Vet's Lounge services are designed for adults (18+). We do not knowingly collect information from individuals under 18. If we become aware that we've collected information from a minor, we will delete it immediately.

12. International Privacy Considerations

Our services are primarily available in the United States (Utah County). If you access our services from outside the US, you acknowledge that your information may be transferred to and processed in the United States, which may have different privacy protections than your country.

13. Third-Party Links

Our website may contain links to other websites, social media platforms, and external resources. We are not responsible for the privacy practices of these third-party sites. We encourage you to review their privacy policies before sharing personal information.

14. Contact Us

For questions about this Privacy Policy, to request your data, or to exercise your privacy rights: