Privacy Policy

 

Effective Date: 05/01/2025

Thank you for using our patient experience mobile application, VA ME & Wayfinding ( Veterans Affairs Mobile Engagement). Your privacy is important to us. Data Stewardship Principles

At VA ME & WAYFINDING, we apply leading privacy practices and adhere to data stewardship principles, which include:

Protecting user privacy

Maintaining the confidentiality of user data

Ensuring appropriate levels of security for user data

This policy describes how we collect, use, disclose, and safeguard your information when you use our App. Please read this Privacy Policy carefully. If you do not agree with the terms of this Privacy Policy, please do not access the App.

We reserve the right to make changes to this Privacy Policy at any time and for any reason. We will alert you about any changes by updating the "Effective Date" of this Privacy Policy. You are encouraged to periodically review this Privacy Policy to stay informed of updates. You will be deemed to have been made aware of, will be subject to, and will be deemed to have accepted the changes in any revised Privacy Policy by your continued use of the App after the date such revised Privacy Policy is posted.

1. COLLECTION OF YOUR INFORMATION

1.1. Our Privacy Policy applies to all interactions with the App. Some sections of the App may have additional privacy policies specific to those sections. We do not require registration or personal information for browsing the App. However, certain areas may require registration or personal information for access.

1.2 Information you provide. We collect only the text you voluntarily enter into the App—for example, questions you ask VAly or details you type into forms. Sensitive identifiers (e.g., Social Security numbers, full dates of birth) are irreversibly masked on your device before anything is transmitted.

1.3 Device data and analytics. We collect device type, operating system version, and anonymized usage statistics (e.g., screens viewed, feature taps) to improve stability and navigation. All analytics are aggregated; we cannot identify you from them.

1.4 What we never collect. We do not collect biometric template, advertising identifiers, or data purchased from data brokers.

1.5. We may collect information about you automatically when you access and use the App. This information may include; device type, browser type, operating system, access times, and other usage information.

2. USE OF YOUR INFORMATION

2.1. We may use the information we collect about you to:

(a) Provide and maintain the App.

(b) Respond to your inquiries and fulfill your requests.

(c) Communicate with you about the App and send you related information.

(d) Monitor and analyze trends, usage, and activities in connection with the App.

(e) Detect, investigate, and prevent fraudulent transactions and other illegal activities.

(f) Comply with applicable laws, regulations, and legal processes.

(g) Improve and personalize your experience. Aggregated analytics and anonymized chatbot transcripts help us fix bugs, add features, and make the App easier to use. This data is never used for advertising.

(h) Link or combine with other information we receive from third parties to help understand your needs and provide you with better service; and

(i) Carry out any other purpose for which the information was collected.

3. SHARING OF YOUR INFORMATION

3.1. We may share personal information about you as follows:

• We do not monetize, sell, or license Veteran data. Any third‑party service provider acts only on our instructions and under VA‑approved contracts.

(a) With authorized service providers who need access to such information to carry out work on our behalf.

(b) In response to a request for information if we believe disclosure is in accordance with, or required by, any applicable law, regulation, or legal process.

(c) If we believe your actions are inconsistent with the spirit or language of our user agreements or policies, or to protect the rights, property, and safety of ourselves and others.

(d) In connection with, or during negotiations of, any merger, sale of company assets, financing, or acquisition of all or a portion of our business by another company.

(e) Between and among us and any current or future parent, subsidiary, or affiliate company.

(f) With your consent or at your direction; and

(g) We do not allow monetizing or selling Veteran data.

4. SECURITY OF YOUR INFORMATION

4.1. We take reasonable measures to help protect your information from unauthorized access, use, or disclosure. However, no data transmission over the Internet or wireless network can be guaranteed to be 100% secure. Therefore, while we strive to protect your information, you acknowledge that (i) there are security and privacy limitations inherent to the Internet which are beyond our control, and (ii) the security, integrity, and privacy of all information and data exchanged between you and us through the App cannot be guaranteed.

All sensitive identifiers are masked on your device before transmission, adding a further layer of protection beyond encryption in transit and at rest.

5. SECTION 508 COMPLIANCE

5.1. We encourage all apps and websites to comply with Section 508 of the Rehabilitation Act of 1973, which requires federal agencies to make their electronic and information technology accessible to people with disabilities.

6. VAly Chatbot Privacy Practices

6.1 Purpose. VAly answers questions and guides you through VA ME features.

6.2 Data minimisation.

• The assistant needs only the text you type. Do not include your Social Security number, full date of birth, street address, or medical record numbers.

• If sensitive data is entered, the app automatically masks it before the text is processed.

6.3 Processing & retention.

• Anonymous chat transcripts are retained solely to improve response quality and are deleted once that purpose is fulfilled or immediately upon your request.

• Chat conversations are processed and stored in anonymous form; no identifier is linked to you. You can delete your chat history at any time from the Chat page, which permanently removes the transcripts from the systems.

6.4 Opt‑out. If you prefer not to use the chatbot, all other app features remain available.

7. RATE LIMITING

7.1. Our rate limiting is set to 60 requests per minute per consumer. Violation of rate limits may result in access restrictions.

8. CONTACT US

8.1. If you have any questions, comments, or concerns about this Privacy Policy, please contact us at va.me@medrics.net.

By using the App, you signify your acceptance of this Privacy Policy. If you do not agree to this Privacy Policy, please do not use the App. Your continued use of the App following the posting of changes to this Privacy Policy will be deemed your acceptance of those changes.

 

 

Terms Of Service

Effective Date: .05/01/2025

 

Thank you for using our patient experience application, VA ME & WAYFINDING. By accessing or using the App, you are agreeing to the terms below.

 

Please review these terms carefully. Once accepted, these terms become a binding legal commitment between you and the application provider. If you do not agree to be bound by these terms, you should not use the App.

 

1. Scope

The service ("App") through which you interact with patient data is subject to these terms. Use of the App constitutes acceptance of these Terms.

You must be at least 13 years old and have the legal capacity to enter into this agreement. If you are under 18, you represent that you have permission from a parent or legal guardian to use the App.

2. Data Rights and Usage

2.1. Accounts/Registration

If you are using the App on behalf of an entity, you represent and warrant that you have authority to bind that entity to the Terms and by accepting the Terms, you are doing so on behalf of that entity (and all references to "you" in the Terms refer to you and that entity).

In order to access the App, you may be required to provide certain information (such as identification or contact details) as part of the registration process for the App, or as part of your continued use of the App. Any registration information you give to us must be accurate and up to date and you must inform us promptly of any updates so that we can keep you informed of any changes to the App or the Terms which may impact your usage of the App.

2.2. Developer Credentials

Credentials (such as passwords, keys, tokens, and client IDs) are intended to be used only by you and identify any software which you are using with the App. You will keep your credentials confidential and make reasonable efforts to prevent and discourage other parties from using your credentials.

2.3. Attribution

While not required, when using content, data, documentation, code, and related materials associated with the App in your own work, we ask that proper credit be given.

2.4. Acceptable Use

You agree not to: (a) interfere with or disrupt the App or servers; (b) reverse engineer or attempt to extract source code; (c) transmit unlawful, harassing, defamatory, or harmful content; (d) violate rate limits or scrape data; or (e) impersonate any person or entity or misrepresent your affiliation with VA.

2.5. Intellectual Property and Feedback

All content, trademarks, and software associated with the App are the exclusive property of the Department of Veterans Affairs or its licensors. We grant you a limited, non‑exclusive, revocable license to use the App for personal, non‑commercial purposes. Any feedback, suggestions, or ideas you provide may be used by VA without obligation, and you hereby assign all rights in such feedback to VA.

While not required, when using content, data, documentation, code, and related materials associated with the App in your own work, we ask that proper credit be given.

3. Right to Limit

Your use of the App may be subject to certain limitations on access, calls, or use as set forth within this Agreement or otherwise provided by the application provider. These limitations are designed to manage the load on the system, promote equitable access, and prevent abuse, and these limitations may be adjusted without notice, as deemed necessary. If the application provider reasonably believes that you have attempted to exceed or circumvent these limits, your ability to use the App may be temporarily or permanently restricted.

4. Changes and Service Termination

4.1. Changes to these Terms

We may revise these Terms from time to time. If we do, those revised Terms will supersede prior versions. Unless we say otherwise, revisions will be effective upon the effective date indicated at the top of these Terms. Your continued access or use of the App constitutes your acceptance of any revisions. If you don't agree to the revisions, you should stop using the App.

4.2. Service Termination

If you wish to terminate this Agreement, you may do so by refraining from further use of the App. The application provider reserves the right to refuse service or terminate access to the App at any time for any reason which in its sole discretion it deems necessary to prevent abuse.

Upon termination, we may retain anonymized or aggregated data for security, audit, and legal compliance purposes in accordance with applicable law.

5. Liability

5.1. Disclaimer of Warranties

The App platform is provided "as is" and on an "as-available" basis. While we will do our best to ensure the service is available and functional at all times, the application provider hereby disclaims all warranties of any kind, express or implied, including without limitation the warranties of merchantability, fitness for a particular purpose, and non-infringement. The application provider makes no warranty that data will be error free or that access thereto will be continuous or uninterrupted.

5.2. Limitations on Liability

In no event will the application provider be liable with respect to any subject matter of this Agreement under any contract, negligence, strict liability, or other legal or equitable theory for any special, incidental, or consequential damages; the cost of procurement of substitute products or services; or for interruption of use or loss or corruption of data. We will not be liable for punitive damages, and our cumulative liability for direct damages shall not exceed one hundred dollars (US $100) or the amount you paid for the App in the twelve months preceding the claim, whichever is greater.

6. Indemnification

You agree to indemnify and hold harmless the application provider, its contractors, employees, agents, and the like, from and against any and all claims and expenses, including attorney's fees, arising out of your use of the App, including but not limited to violation of this Agreement except to the extent that such claim arises from the negligence or wrongful act of the application provider.

7. Disputes

Any disputes arising out of this Agreement and access to or use of the App shall be governed by federal law and shall be filed exclusively in the United States District Court for the District of Columbia, and you consent to the jurisdiction of that court.

8. No Waiver Rights

The application provider's failure to exercise or enforce any right or provision of this Agreement shall not constitute waiver of such right or provision.

9. Privacy

You may use the App to develop a service to search, display, analyze, retrieve, view and otherwise 'get' information, which requires special safeguarding. You agree to strictly abide by all applicable federal and state laws regarding the protection and disclosure of information obtained through the App.

You further acknowledge that when records regarding an individual are obtained through the App, you may not expose that content to other individuals or third parties without specific, explicit consent from the individual or his or her authorized representative, or as permitted by applicable law.

By accessing or using the App, you signify your acceptance of these Terms. If you do not agree to these Terms, please do not access, or use the App.

10. Miscellaneous

10.1. Severability. If any provision of these Terms is held invalid, the remainder shall continue in full force and effect.

10.2. Entire Agreement. These Terms constitute the entire agreement between you and VA regarding the App and supersede any prior agreements or understandings.

10.3. Survivability. Sections relating to intellectual property, disclaimers, limitations of liability, indemnification, and dispute resolution shall survive termination.