Privacy Policy

At Troopers Assisting Troops Inc, we are committed to protecting the privacy and security of our veterans, service members, and all individuals who interact with our organization. This Privacy Policy explains how we collect, use, disclose, and safeguard your personal information when you visit our website, use our services, or engage with our programs.

1. Information We Collect

1.1 Personal Information You Provide

We collect personal information that you voluntarily provide to us when you:

• Register for our services or programs
• Submit an application for assistance
• Contact us through our website or email
• Subscribe to our newsletter or communications
• Participate in surveys or feedback forms
• Attend our events or workshops
• Make donations or contributions

The types of personal information we may collect include:

• Contact Information: Name, email address, phone number, mailing address
• Military Service Information: Branch of service, rank, dates of service, discharge status, military ID number
• Demographic Information: Age, gender, veteran status, disability status
• Employment Information: Current employment status, job history, skills, education
• Financial Information: Income level, financial need assessment (when applying for assistance)
• Health Information: Disability status, medical conditions (only when relevant to services requested)
• Emergency Contact Information: Names and contact details of emergency contacts

1.2 Information Collected Automatically

When you visit our website, we automatically collect certain information about your device and browsing activity, including:

• IP address and location data
• Browser type and version
• Operating system
• Pages visited and time spent on pages
• Referring website addresses
• Date and time of visits
• Device identifiers and mobile network information

1.3 Cookies and Tracking Technologies

We use cookies, web beacons, and similar tracking technologies to enhance your experience on our website. These technologies help us:

• Remember your preferences and settings
• Understand how you use our website
• Improve website functionality and performance
• Provide personalized content and recommendations
• Analyze website traffic and user behavior

You can control cookie settings through your browser preferences. However, disabling cookies may limit your ability to use certain features of our website.

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2. How We Use Your Information

We use the information we collect for the following purposes:

2.1 Service Delivery and Program Administration

• Process applications for assistance and support services
• Determine eligibility for programs and benefits
• Coordinate and deliver veteran support services
• Connect veterans with employment opportunities
• Provide educational resources and training programs
• Facilitate peer support and mentorship connections
• Manage event registrations and participation

2.2 Communication and Engagement

• Respond to inquiries and provide customer support
• Send program updates and service notifications
• Deliver newsletters and educational content
• Share success stories and impact reports
• Notify you about upcoming events and opportunities
• Conduct surveys and gather feedback
• Send donation receipts and acknowledgments

2.3 Research and Improvement

• Analyze program effectiveness and outcomes
• Identify trends and needs in the veteran community
• Improve our services and develop new programs
• Conduct research on veteran employment and transition
• Generate statistical reports and impact assessments
• Enhance website functionality and user experience

2.4 Legal and Compliance

• Comply with legal obligations and regulations
• Respond to legal requests and prevent fraud
• Protect the rights and safety of our organization and users
• Enforce our terms of service and policies
• Maintain accurate records for auditing and reporting

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3. How We Share Your Information

We respect your privacy and do not sell, rent, or trade your personal information. We may share your information only in the following circumstances:

3.1 Service Providers and Partners

We may share information with trusted third-party service providers who assist us in operating our website, conducting our programs, or servicing you, including:

• Employment placement agencies and job boards
• Educational institutions and training providers
• Healthcare providers and counseling services
• Technology and IT service providers
• Payment processors and financial institutions
• Marketing and communication platforms
• Data analytics and research partners

All service providers are contractually obligated to maintain the confidentiality and security of your information and may only use it for the specific purposes we authorize.

3.2 Government Agencies and Veteran Organizations

With your consent, we may share information with:

• Department of Veterans Affairs (VA)
• Department of Defense (DoD)
• State and local veteran service offices
• Other veteran support organizations
• Government benefit programs

This sharing helps coordinate services, verify eligibility, and ensure you receive comprehensive support.

3.3 Legal Requirements

We may disclose your information when required by law or in response to:

• Court orders, subpoenas, or legal processes
• Government or regulatory requests
• Law enforcement investigations
• Protection of our legal rights and property
• Prevention of fraud or illegal activities
• Emergency situations involving safety or security

3.4 Business Transfers

In the event of a merger, acquisition, reorganization, or sale of assets, your information may be transferred to the successor organization. We will notify you of any such change and provide options regarding your information.

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4. Data Security and Protection

We implement comprehensive security measures to protect your personal information from unauthorized access, disclosure, alteration, or destruction.

4.1 Technical Security Measures

• Encryption: We use SSL/TLS encryption to protect data transmitted between your browser and our servers
• Secure Storage: Personal information is stored on secure servers with restricted access
• Firewalls: Network firewalls protect against unauthorized access
• Access Controls: Multi-factor authentication and role-based access controls limit who can view your information
• Regular Updates: We maintain up-to-date security software and patches
• Monitoring: Continuous monitoring for security threats and vulnerabilities

4.2 Organizational Security Measures

• Staff training on data privacy and security best practices
• Confidentiality agreements with all employees and contractors
• Regular security audits and assessments
• Incident response and breach notification procedures
• Data minimization and retention policies
• Secure disposal of physical and electronic records

4.3 Your Role in Security

You can help protect your information by:

• Using strong, unique passwords for your account
• Not sharing your login credentials with others
• Logging out after using shared or public computers
• Keeping your contact information up to date
• Reporting any suspicious activity or security concerns
• Being cautious about phishing emails or fraudulent communications

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5. Your Privacy Rights and Choices

You have important rights regarding your personal information. We are committed to honoring these rights and providing you with control over your data.

5.1 Access and Correction

You have the right to:

• Access the personal information we hold about you
• Request a copy of your information in a portable format
• Correct inaccurate or incomplete information
• Update your contact details and preferences
• Review how your information has been used

5.2 Deletion and Restriction

You have the right to:

• Request deletion of your personal information
• Restrict how we process your information
• Object to certain uses of your information
• Withdraw consent for information processing

Important Note: We may need to retain certain information for legal compliance, record-keeping, or to complete transactions you requested. We will inform you if we cannot fully honor a deletion request and explain the reasons.

5.3 Communication Preferences

You can control the communications you receive from us:

• Opt out of marketing emails and newsletters
• Choose which types of updates you want to receive
• Update your communication preferences at any time
• Unsubscribe from specific mailing lists

5.4 Cookie Management

You can manage cookies and tracking technologies through:

• Browser settings to block or delete cookies
• Opt-out tools for analytics and advertising cookies
• Privacy settings on your mobile device
• Third-party cookie management tools

5.5 How to Exercise Your Rights

To exercise any of these rights, please contact us using the information provided at the end of this policy. We will respond to your request within 30 days and may need to verify your identity before processing your request.

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6. Children's Privacy

Our services are not directed to individuals under the age of 18. We do not knowingly collect personal information from children. If you are a parent or guardian and believe your child has provided us with personal information, please contact us immediately, and we will take steps to delete such information from our systems.

In some cases, we may provide services to dependents of veterans who are under 18. In these situations:

• We obtain parental or guardian consent before collecting information
• We collect only the minimum information necessary to provide services
• Parents/guardians have the right to review and request deletion of their child's information
• We implement additional safeguards to protect children's information

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7. Third-Party Websites and Services

Our website may contain links to third-party websites, services, or resources that are not operated by Troopers Assisting Troops Inc. This Privacy Policy does not apply to those third-party sites.

We are not responsible for:

• The privacy practices of third-party websites
• The content or accuracy of external sites
• How third parties collect or use your information
• Security measures implemented by other organizations

We encourage you to review the privacy policies of any third-party sites you visit. When you click on a link to an external site, you are leaving our website and are subject to the privacy and security policies of that site.

Third-Party Services We Use

We may use the following types of third-party services:

• Analytics Services: To understand website usage and improve user experience
• Payment Processors: To securely process donations and payments
• Email Services: To send newsletters and communications
• Social Media Platforms: To share content and engage with our community
• Cloud Storage Providers: To securely store and backup data

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8. Data Retention

We retain your personal information only for as long as necessary to fulfill the purposes outlined in this Privacy Policy, unless a longer retention period is required or permitted by law.

Retention Periods

• Active Program Participants: Information is retained while you are actively using our services and for 7 years after your last interaction
• Donor Information: Retained for 7 years for tax and accounting purposes
• Employment Records: Retained for 7 years after placement or last contact
• Website Analytics: Aggregated data retained indefinitely; individual data retained for 26 months
• Marketing Communications: Retained until you unsubscribe or request deletion
• Legal Records: Retained as required by applicable laws and regulations

Secure Deletion

When information is no longer needed, we securely delete or anonymize it using industry-standard methods:

• Electronic data is permanently deleted from all systems and backups
• Physical records are shredded or destroyed
• Anonymized data may be retained for statistical and research purposes
• Deletion is documented and verified

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9. International Data Transfers

Troopers Assisting Troops Inc is based in the United States, and your information is processed and stored on servers located in the United States. If you are accessing our services from outside the United States, please be aware that your information may be transferred to, stored, and processed in the United States.

The United States may have data protection laws that differ from those in your country. By using our services, you consent to the transfer of your information to the United States and the processing of your information in accordance with this Privacy Policy and applicable U.S. laws.

We take appropriate measures to ensure that your information receives an adequate level of protection, including:

• Implementing standard contractual clauses with international partners
• Ensuring service providers comply with recognized data protection frameworks
• Conducting privacy impact assessments for international transfers
• Providing transparency about where and how data is processed

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10. California Privacy Rights

If you are a California resident, you have additional rights under the California Consumer Privacy Act (CCPA):

Right to Know

You have the right to request information about:

• Categories of personal information we collect
• Sources from which we collect information
• Purposes for collecting and sharing information
• Categories of third parties with whom we share information
• Specific pieces of personal information we hold about you

Right to Delete

You have the right to request deletion of your personal information, subject to certain exceptions.

Right to Opt-Out

You have the right to opt out of the sale of your personal information. Note: We do not sell personal information.

Right to Non-Discrimination

We will not discriminate against you for exercising your CCPA rights.

Authorized Agent

You may designate an authorized agent to make requests on your behalf. We may require verification of the agent's authority.

To exercise your California privacy rights, please contact us using the information provided below.

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11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. When we make changes, we will:

• Update the "Last Updated" date at the top of this policy
• Post the revised policy on our website
• Notify you of material changes via email or prominent website notice
• Provide a summary of key changes when appropriate
• Give you the opportunity to review changes before they take effect

We encourage you to review this Privacy Policy periodically to stay informed about how we protect your information. Your continued use of our services after changes are posted constitutes your acceptance of the revised policy.

Material Changes

If we make material changes that significantly affect your rights or how we use your information, we will:

• Provide at least 30 days' advance notice
• Obtain your consent if required by law
• Offer you the option to opt out of new uses of your information
• Provide clear information about what has changed and why

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12. Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy or our privacy practices, please contact us:

Response Time

We are committed to responding to your privacy inquiries promptly:

• General inquiries: Within 5 business days
• Rights requests (access, deletion, etc.): Within 30 days
• Urgent security concerns: Within 24 hours
• Complex requests: We will provide a timeline and keep you updated

Verification Process

To protect your privacy, we may need to verify your identity before responding to certain requests. We may ask you to:

• Provide identifying information (name, email, phone number)
• Answer security questions
• Provide documentation to verify your identity
• Confirm your request through a verification email or phone call

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13. Commitment to Veterans

At Troopers Assisting Troops Inc, we understand the unique trust that veterans place in organizations that serve them. We are deeply committed to honoring that trust by:

• Transparency: Being clear and honest about how we collect and use information
• Respect: Treating your personal information with the dignity and respect you deserve
• Security: Implementing robust measures to protect your sensitive information
• Accountability: Taking responsibility for safeguarding your privacy
• Service: Using your information solely to better serve you and the veteran community

Your service to our country has earned you the right to privacy and respect. We pledge to uphold these values in everything we do.