01. About this policy

The National Institute for Veterans (“NIFV,” “we,” “us,” or “our”) respects the privacy of veterans, family members, survivors, and others who contact us. This policy explains our handling of information through nifv.org, NIFV intake and client services, our VDAC and VDAC Agent tools, and our email, telephone, and text communications, where this policy applies.

VA-accredited claims representation through NIFV is provided by Mark Ely, VA Accredited Agent, Accreditation No. 58349. NIFV is independent of the U.S. Department of Veterans Affairs. Submitting an inquiry or agreeing to text messages does not, by itself, appoint a representative or establish a representation agreement.

02. Information we collect

The information we collect depends on how you interact with us and the assistance you request. It may include:

• Contact and identity details: your name, mailing address, email, telephone number, date of birth, and, when needed for authorized claims work, Social Security number or VA file number.
• Service and claim records: military history, discharge documents, disabilities, medical evidence, VA decisions, benefit information, dependents, statements, and other material relevant to your claim or appeal.
• Client and communication records: intake responses, appointments, correspondence, authorizations, representation or fee agreements, and related administrative records.
• SMS records: your mobile number, consent or withdrawal records, message content, and delivery or response information.
• Website activity: IP address, browser or device information, pages requested, and security or diagnostic logs generated when you use our websites.

Information may come from you, an authorized family member or representative, or, with the appropriate permission or legal authority, VA, healthcare providers, and other sources involved in your matter.

03. How we use information

We use information to respond to inquiries, conduct intake, schedule interviews, communicate about your matter, organize evidence, prepare and pursue authorized claims or appeals, administer our services, maintain records, protect our systems, and meet applicable obligations.

VDAC, VDAC Agent, and other software may help organize, search, summarize, or analyze documents and prepare drafts. This may include AI-assisted processing by service providers acting on our behalf. Contact us if you have questions about the tools used for your records.

Providing a telephone number for contact or submitting an intake form does not automatically enroll you in recurring SMS messages. Text messaging requires a separate opt-in.

04. When we share information

We do not sell or rent your personal information. We limit disclosures to purposes connected with your requested services, our operations, your authorization, or applicable legal requirements:

• Your matter: authorized NIFV personnel, VA, medical professionals, representatives, and others when needed to assist you or act on your authorization.
• Service providers: providers of hosting, storage, email, communications, document processing, and technical support, as needed to perform services for NIFV.
• Legal obligations and protection: disclosures required by law or valid legal process, or reasonably necessary to address fraud, security incidents, or protect lawful rights.

The permissions above do not authorize disclosure of SMS opt-in records or consent for unrelated purposes. Mobile information and SMS consent have the additional restrictions below.

05. Mobile information & SMS privacy

Text messaging opt-in records and consent are not sold, rented, transferred, or disclosed to third parties for their own use or for purposes unrelated to the NIFV messaging program.

We use Telnyx to support text message delivery. Information necessary to operate the program, including your number, messages, delivery data, and consent status, may be processed by Telnyx, telecommunications carriers, and vendors supporting that service. Such processing is limited to delivering, supporting, securing, and administering our messages, subject to applicable legal requirements.

Consent to NIFV texts does not authorize another organization to text you or enroll you in another messaging program.

07. Cookies & other websites

Our websites may use cookies or similar technologies to support sessions, preferences, functionality, and security. You can manage cookies through your browser; disabling them may affect some features.

Links, embedded videos, and other third-party content may connect you to services with their own privacy practices. Those providers may receive your IP address and browser information or use their own cookies. Review their policies before interacting with their content or submitting information.

08. Security & retention

Our approach is to limit access to people and providers who need information for authorized work and to use reasonable administrative and technical safeguards. No website, email system, text message service, or storage method can guarantee complete security.

We retain information for as long as reasonably needed for the purposes described here, including ongoing representation, related claims or appeals, recordkeeping, and applicable legal or professional obligations. Retention varies by record type. We may retain consent and opt-out records to document your preferences and prevent unwanted messages.

09. Your privacy choices

You may contact us to review or correct your contact information, change communication preferences, ask about our use of your information, or request access to or deletion of records. We may need to verify your identity before responding.

Depending on applicable law, you may have additional privacy rights. Some records may need to be retained for ongoing work, legal obligations, or the protection of your interests. We will explain any applicable limits when responding to your request. Withholding information necessary for a claim may limit the assistance we can provide.

10. Additional information

Children and dependent information

Our websites are intended for adults seeking veteran-related assistance and are not directed to children under 13. Information about dependent children may be provided by a parent, guardian, or authorized person when relevant to a benefit matter. Contact us if a child has submitted information directly without appropriate permission.

Where information is handled

NIFV operates in the United States. Information may be processed in the United States or other locations where our service providers operate, subject to applicable law.

Policy changes

We may revise this policy as our services or obligations change. The date above identifies the current version. Where required, we will provide additional notice or obtain consent. A policy update does not, by itself, enroll you in text messages or expand your existing SMS consent.