Privacy Policy
INTRODUCTION
Welcome to the VetTriage mobile app! Your use of the VetTriage mobile app and its services, to include those provided through the VetTriage website (www.hopliteresilience.org), the VetTriage mobile application, and any other software or services provided by VetTriage is governed by this Privacy Policy (the “Policy”). Accordingly, it is important to carefully read the Policy before using the App. For the purposes of this Policy, “we,” “our,” “us,” “VetTriage,” and “App” refer to Hoplite Resilience Center and the providers and operators of the VetTriage App.
In order to use the App, you must first agree to this Policy. If you are using the App on behalf of an organization, you are agreeing to this Policy for that organization and promising that you have the authority to bind that organization to this Policy. In that case, “you” and “your” will also refer to that organization, wherever possible.
We are committed to protecting your privacy. This Privacy Policy describes how we collect, store, use and distribute information through our software, website, documentation, and related services (together, the “App” or “Services”).
Subject to the provisions in this Policy, VetTriage is required by law to:
Ensure any information that identifies you is kept private, consistent with the provisions in this Policy.
Give you this notice of our legal duties and privacy practices.
Follow the terms of the current notice.
Who will adhere to this privacy policy?
Network officers, employees, interns, and volunteers.
Anyone who has a contract with VetTriage to provide services to the agency or people served by the agency. In this notice, these people will be called our Partners.
CONSENT
By using the App, you consent to the use of your Personal Information as described in this Privacy Policy. Except as set forth in this Privacy Policy, your Personal Information will not be used for any other purpose without your consent. We do not collect Personal Information for the purpose of sale of such information in a way that identifies the individual (i.e. we don’t sell customer lists). You may withdraw your consent to our processing of your Personal Information at any time. However, withdrawing consent may result in your inability to continue using some or all of the App.
COLLECTION OF INFORMATION
PERSONAL INFORMATION
We will collect and store certain personal information from or about you in order to provide you with the App. For example, when expressing an interest in obtaining additional information about the certain services or registering to use the App, we may require you to provide certain personally identifiable information, such as your name, phone number, and email address. For the purposes of purchases, we will require you to provide financial and billing information, such as billing name and address, and credit card number. Additionally, you may provide certain information to us in connection with your ongoing use of the App, such as your health habits and responses to dynamic content within the app. All of this information is collectively referred to as your “Personal Information.”
DATA, DIAGNOSTIC, & LOGIN INFORMATION
You may be able to create, upload, publish, transmit, distribute, display, store or share information, data, text, graphics, video, messages or other materials using the App (this is collectively referred to below as “Data”). Some of this Data may be stored and maintained on our servers. If you run into technical errors in the course of using the App, we may request your permission to obtain a crash report along with certain logging information from your system documenting the error (“Diagnostic Information”). Such information may contain information regarding your Operating System version, hardware, browser version (and .NET version information in case of Windows systems), and your email address, if provided. Additionally, certain login information may be maintained in a cookie stored locally on your personal computing device (i.e. not on a server) in order to streamline the login process (“Login Information”).
ANALYTICS INFORMATION
As you use the App, we may also collect information through the use of commonly-used information-gathering tools, such as cookies (see section), log files, and Web beacons for the purposes of improving the performance and functionality of the app. Such Information may include standard information regarding your mobile device, browser type, browser language, Operating System, Internet Protocol (“IP”) address, and the actions you take on our web site (such as the web pages viewed and the links clicked) or while using the App. Collectively, this information is referred to as “Analytics Information.”
GEO-LOCATION
The app may collect geolocational data from you, if you give it permission to do so. We will never collect such information without your consent.
Use of Information
We use the information we collect in the following ways:
Personal Information. We use Personal Information to manage your account, to provide services, to maintain our customer/visitor lists, to respond to your inquiries or provide feedback, for identification and authentication purposes, for service improvement, and to address issues like malicious use of the App. We may use Personal Information to communicate with you regarding the App within the App, including communications via email and push notifications. We may also use Personal Information for limited marketing purposes, namely, to contact you to further discuss your interest in the App, and to send you information about us or our partners. We may also use credit card information to manage your account, to provide the App, and to check the financial qualifications of prospective customers and to collect payment for the App, if such payment is required. We may use a third-party service provider to manage credit card processing. If we do so, such a service provider will not be permitted to store, retain, or use Billing Information except for the sole purpose of credit card processing on our behalf.
Any use of your Personal Information for these limited marketing purposes will comply with applicable federal and state laws.
Data, Diagnostic Information and Login Information. We use this information for the purpose of administering and improving our services to you. We may also use this information in a de-identified, anonymous way in conjunction with an analytics service such as Google Analytics to monitor and analyze use of the App, for the App’s technical administration, to increase the App’s functionality and user-friendliness, and for other legitimate business purposes.
Analytics Information. We use this information to provide you with services within the app. We may also use your Analytics Information in a de-identified, anonymous way in conjunction with an analytics service such as Google Analytics to monitor and analyze use of the App, for the App’s technical administration, to increase the App’s functionality and user-friendliness, and to verify users have the authorization needed for the App to process their requests.
If we plan to use your Personal Information in the future for any other purposes not identified above, we will only do so after informing you by updating this Privacy Policy.
Disclosures & Transfers.
We may in the future put in place contractual and other organizational safeguards with our agents and contractors (see further below) to ensure a proper level of protection of your Personal Information. In addition to those measures, we will not disclose or transfer your Personal Information to third parties without your permission, except as specified in this Privacy Policy.
From time to time we may employ third parties as contractors to help us provide and/or improve the App. These third parties may have limited access to Personal Information solely for the purpose of helping us to provide and/or improve the App, and they will be subject to contractual restrictions prohibiting them from using the information about our members for any other purpose. Such agents or third parties do not have any rights to use Personal Information beyond what is necessary to assist us.
We may also disclose your Personal Information with your consent, for routine purposes, or when mandated by state, local, and federal law.
Disclosures requiring your consent. Sometimes VetTriage will need your permission before communicating personal information. VetTriage will ask you to sign a consent form for this purpose. The following requires your consent before VetTriage can communicate personal information:
Outside services: If you need or want to work with an outside agency, before VetTriage can help you work with any such agency, VetTriage will need to provide the agency some personal information about you. Outside agencies may include, but are not necessarily limited to hospitals, extended care facilities, schools and government offices.
Individuals not involved in providing services through the App who you want informed.
Rights to Revoke: You have the right to revoke your consent at any time but you must put it in writing and send it to: info@hopliteresilience.org. Please include your first and last name and username.
Routine disclosures. VetTriage may need to make routine disclosures, may ask permission to disclose private information, or may be required to disclose personal information under the circumstances outlined below. Routine disclosures are those VetTriage must make as a part of serving you. VetTriage does not need any specific consent or permission from you for the uses listed below.
For payment: We may communicate your personal information about you to receive payment for services.
Operations: VetTriage may use personal information about you to improve VetTriage services.
Mandatory disclosures. There are certain times we are unable to protect the privacy of your personal information. We will give information about you when required to do so by federal, state, or local law.
To avert a serious threat to your health or safety. VetTriage desires to keep you safe. Therefore, VetTriage may give personal information about you to stop a serious threat to your health and safety.
Where the law requires disclosure to protect others. VetTriage will protect the health and safety of other people if you are in any way an imminent threat to someone else.
To comply with a valid subpoena or court order. VetTriage may be served with a subpoena and/or court order to disclose personal information about you. In such case, VetTriage is bound by law to provide the information set forth in the subpoena and/or court order.
When validly requested by law enforcement. We release personal information if asked by law enforcement officials as part of an official investigation, or to identify or locate a missing person, crime suspect, fugitive or material witness.
As required due to incarceration. If you are an inmate in a jail or prison, VetTriage may be required to release personal information about you to jail or prison authorities.
Sharing Information with Third Parties. You may be able to share Personal Information with third parties through use of the App. The privacy policies of these third parties are not under our control and may differ from ours. The use of any information that you may provide to any third parties will be governed by the privacy policy of such third party or by your independent agreement with such third party, as the case may be. If you have any doubts about the privacy of the information you are providing to a third party, we recommend that you contact that third party directly for more information or to review its privacy policy.
Important exceptions. We may disclose your Personal Information to third parties without your consent if we have reason to believe that disclosing this information is necessary to identify, contact or bring legal action against someone who may be causing injury to or interference with (either intentionally or unintentionally) our rights or property, other users of the App, or anyone else (including the rights or property of anyone else) that could be harmed by such activities. We may disclose Personal Information when we believe in good faith that such disclosure is permitted or required by and in accordance with the law.
We may also disclose your Personal Information in connection with a corporate re-organization, a merger or amalgamation with another entity, a sale of all or a substantial portion of our assets or stock, including any due diligence exercise carried out in relation to the same, provided that the information disclosed continues to be used for the purposes permitted by this Privacy Policy by the entity acquiring the information.
SECURITY
The security of your Personal Information is important to us. We use commercially reasonable efforts to store and maintain your Personal Information in a secure environment. Communications between the mobile applications and our servers takes place over secure HTTPS connections, and your data is encrypted when it is stored on our servers. We also use commercially reasonable technical, administrative, and physical safeguards to preserve the integrity and security of the Personal Information that you provide to us. We have implemented procedures designed to limit the dissemination of your Personal Information to only such designated staff as are reasonably necessary to carry out the stated purposes we have communicated to you.
You are also responsible for helping to protect the security of your Personal Information. For instance, never give out your password, and safeguard your user name, password and personal credentials when you are using the App, so that other people will not have access to your Personal Information. Furthermore, you are responsible for maintaining the security of any personal computing device on which you utilize the App.
If we learn of a security breach, we may attempt to notify you electronically so that you can take appropriate protective steps. We may also post a notice on our website if a security breach occurs. Depending on where you live, you may have a legal right to receive notice of a security breach in writing.
HIPAA
It is not VetTriage’s intent to store, distribute, or disclose personal medical information. However, such information may be transmitted by individuals within the VetTriage App, either verbally or through written correspondence, the content of which may be stored on VetTriage's data storage devices. This information may be about your mental health, your medical health, and/or your use of alcohol or drugs.
You shall not connect with your Medical Professional through the App, we would be required to comply with the Health Insurance Portability and Accountability of 1996, as amended, and its implementing regulations (collectively, “HIPAA”) as a “business associate” of your Medical Professional. We do not enter into HIPAA Business Associate Agreements with each Medical Professional that is subject to HIPAA as a “covered entity.”
RETENTION
We will keep your Personal Information for as long as it remains necessary for the identified purpose or as required by law, which may extend beyond the termination of our relationship with you. We may retain certain data as necessary to prevent fraud or future abuse, or for legitimate business purposes, such as analysis of aggregated, de-identified data, or account recovery. All retained Personal Information will remain subject to the terms of this Privacy Policy. Please note that if you request that your Personal Information be removed from our databases, it may not be possible to completely delete all of your Personal Information due to technological, legal, or contractual constraints.
AMENDMENT OF THIS PRIVACY POLICY
We reserve the right to change this Privacy Policy at any time. If we decide to change this Privacy Policy in the future, we will post or provide appropriate notice. Any non-material change (such as clarifications) to this Privacy Policy will become effective on the date the change is posted, and any material changes will become effective 30 days from their posting on www.hopliteresilience.org or via email to your listed email address. Unless stated otherwise, our current Privacy Policy applies to all Personal Information that we have about you and your account. The date on which the latest update was made is indicated at the bottom of this document. We recommend that you print a copy of this Privacy Policy for your reference and revisit this policy from time to time to ensure you are aware of any changes. Your continued use of the App signifies your acceptance of any changes.
VetTriage reserves the right to amend this notice in the future. If VetTriage makes such amendments, VetTriage will update this page to replace this notice with the amended notice, which will then become the current notice. You are welcome to ask for a copy of this, or any amended notice by emailing info@hopliteresilience.org.
ACCESS AND ACCURACY
You have the right to access the Personal Information we hold about you in order to verify the Personal Information we have collected in respect to you and to have a general account of our uses of that information. Upon receipt of your written request, we will provide you with a copy of your Personal Information, although in certain limited circumstances we may not be able to make all relevant information available to you, such as where that information also pertains to another user. In such circumstances we will provide reasons for the denial to you upon request. We will endeavor to deal with all requests for access and modifications in a timely manner.
We will make every reasonable effort to keep your Personal Information accurate and up-to-date, and we will provide you with mechanisms to update, correct, delete or add to your Personal Information as appropriate. This amended Personal Information will be transmitted to those parties to which we are permitted to disclose your information, as appropriate. Having accurate Personal Information about you enables us to give you the best possible service.
Users and Ambassadors are entitled to ask us for a notice identifying the categories of Personal Information which we share with our affiliates and/or third parties for marketing purposes, and providing contact information for such affiliates and/or third parties. If you would like a copy of this notice, please submit a written request to: info@hopliteresilience.org.
Specifically, you have the following rights regarding your personal information:
Right to inspect and copy: In most cases, you have the right to look at and receive a copy of information that is in your VetTriage User profile. You may be charged for copies you receive. To receive a copy of your information, send a written request to: info@hopliteresilience.org. Please include your first and last name and username.
Right to Amend: If you think any information, we have about you is incorrect or incomplete, you can ask us to change the information, or add a statement to your record stating what you think is incorrect or incomplete. VetTriage can deny your request for certain reasons, but VetTriage must give you a written reason for our denial.
Right to an Accounting of Disclosures: VetTriage maintains a "Release of Confidential Information" form for each User, listing items that have been copied from your record and shared with someone else. You have the right to ask for this list.
Right to Request Restrictions: You have the right to put limits on what we can do with your personal information. However, VetTriage is not required to agree with your request for any specific instructions regarding limitations.
Right to Request Confidential Communications: You have the right to request VetTriage to communicate with you in a certain way or at a certain location. It is your responsibility to provide this information to VetTriage and update such information in writing anytime such information changes. You can send such information and requests to info@hopliteresilience.org. Please include your first and last name and username.
Please be aware, there may be a cost to receive a copy of information from your record or an accounting of disclosures.
COOKIES POLICY
A cookie is a small amount of data, which often includes a unique identifier that is sent to your computer or mobile phone (interchangeable “device”) from the computer of a website and is stored on the hard drive of your device. If you set your browser’s preferences to allow cookies, each website can send its own cookie to your browser. However, your browser only permits a website to access the cookies it has already sent to you, not the cookies sent to you by other sites. Cookies record information about your preferences that allow websites to track traffic flow.
Cookies allow VetTriage to tailor features/services within the App to your interests. VetTriage also uses cookies and collects IP addresses (an IP address is a number that can uniquely identify a specific computer or other network device on the Internet). VetTriage may use analysis software to view IP addresses and cookies for the purpose of improving services and enhancing your User experience. This information is not used to develop a personal profile of you and log files are purged on a regular basis.
VetTriage may also use your IP address to determine from what region you are accessing VetTriage services. You may be directed to a specific link within the App based on your geographical location. IP addresses are also used to block disruptive use.
When you sign up to utilize the App and receive services through the App, you may be asked for personal information. For example, this may consist of information such as your name, address, date of birth, email address and/or telephone number. Different web pages you visit within the App may request different personal information.
All pages/functions of our App that handle sensitive/personal information are SSL encrypted for maximum security. By entering your details in the fields as requested, you enable VetTriage and its’ service providers to provide you with the App you choose to utilize.
Also, VetTriage may use your personal information for a number of purposes including, but not necessarily limited to the following:
to administer services. VetTriage may contact you for reasons related to the service you choose to utilize through the App;
to contact you regarding a submission you have made on the App;
to determine the most beneficial means of disseminating information to you; and,
to make features more User-friendly;
for the use of contracted third parties to process your information (for example or payment providers). VetTriage will instruct any such third parties with whom it contracts to strictly comply with its instructions and will require that such third party not use your personal information for the personal or business gain of the third party.
CONTACT
If you have any questions about this Policy or if you wish to make any complaint or claim with respect to the App, please contact us at:info@hopliteresilience.org When submitting a complaint, please provide a brief description of nature of your complaint and the specific services to which your complaint relates, as well as your first and last name and username.
TERMS, CONDITIONS, APP FEATURES, AVAILABILITY, PRICING, SERVICE AND SUPPORT OPTIONS ARE SUBJECT TO CHANGE WITHOUT NOTICE.