Terms of Service

1. What this agreement covers

These Terms of Service (“Terms”) are an agreement between you and the operator of VA Claim Net (“we,” “us”). They govern your use of the VA Claim Net platform — the practice-management workspace used by veterans’ claims representatives and their staff (“Firms”), and the secure client portal Firms use to work with the people they represent (“Clients”). By creating an account or using the service, you agree to these Terms and to our Privacy Policy.

2. What the service is — and is not

VA Claim Net is software. It helps Firms organize client files, claims, tasks, documents, electronic signatures, and communication.

• We are not a law firm, a veterans service organization, or an accredited representative, and we do not provide legal advice.
• We are not affiliated with the U.S. Department of Veterans Affairs (VA).
• Nothing in the service guarantees any outcome on any claim. The Firm — not the platform — is responsible for the advice it gives and the filings it makes.

3. Accounts and responsibility

You must give accurate information when you create an account and keep your sign-in credentials secret. You are responsible for activity under your account. Firm owners and administrators control which team members can access which client files; the Firm is responsible for granting that access appropriately. Tell us promptly if you believe your account has been compromised.

4. The Firm’s client data

Firms use the service to store sensitive information about the people they represent — including names, contact details, Social Security numbers, service history, and claim records. As between us and the Firm, that data belongs to the Firm and its Clients. We process it only to provide the service, as described in the Privacy Policy. The Firm confirms it has the right — and any consents it needs — to put that information into the service.

5. Health information — scope of the service

Some of what a Firm keeps in the service describes a person’s health — treatment records, medical evidence, and the conditions behind a claim. We protect it the same way we protect everything else a Firm stores here: encryption in transit and at rest, role-based access the Firm controls, and audit logging of sensitive activity such as revealing a Social Security number or opening a stored document. Those safeguards apply to every Firm.

They are security practices, not a HIPAA compliance program. The scope of the service is deliberate:

• The service is not intended for HIPAA covered entities — broadly, health plans, health care clearinghouses, and health care providers that bill electronically — to store or process protected health information.
• We do not act as any Firm’s business associate, and these Terms are not a business associate agreement.
• By using the service, the Firm represents that it is not storing or processing protected health information here as a covered entity or as the business associate of one. A Firm that needs a business associate agreement for the records it handles should not put those records into the service.

This section does not narrow anything else we promise. We still use the Firm’s client information only to provide the service, as described in Section 4 and in the Privacy Policy, and we still tell a Firm about a security breach affecting its client records on the timeline set out there.

6. Electronic signatures

The service includes electronic signing of documents, including VA forms. By signing electronically you consent to do business electronically. Signers can request paper copies from their Firm. Signature records (who signed, when, and from where) are kept as part of the document’s audit trail.

7. Acceptable use

• Only use the service for lawful representation work.
• Don’t upload malware, probe or overload the service, or try to access another firm’s data.
• Don’t use the service to send spam or misleading communications.
• Don’t resell or white-label the service itself without our written permission.

We may suspend accounts that put other users or the service at risk.

8. Fees and billing

Firms pay a subscription per seat, billed through our payment processor. Trials, prices, and seat types are shown at checkout and on the billing page. Subscriptions renew automatically until canceled. If payment fails and isn’t fixed after we notify you, we may suspend the Firm’s access until billing is restored.

9. Cancellation and your data

Firms can cancel any time from the billing page; access continues through the end of the paid period. After cancellation, the Firm can request an export of its data. We retain data while the Firm’s account is active. Within 45 days after the account ends, we delete its account information and VA-sourced identifiers. One exception applies: an identifier may stay in a claim or representation record that the Firm keeps under the next list. We also complete verified requests to delete VA-sourced identifiers within 45 days. The Firm controls its client records, so deletion requests go through the controlling Firm.

After the 45-day period, we keep only:

• Claim and representation records. The Firm controls these records. We keep them only for as long as the Firm directs or legal or professional rules require, so the Firm can document its work.
• Billing and tax records. We keep them only for as long as law requires.
• Security and audit logs. We keep them for six years to meet security and compliance duties.

10. Disclaimers and limits on liability

The service is provided “as is.” We work hard to keep it available and accurate, but we can’t promise it will be uninterrupted or error-free. To the fullest extent the law allows, we are not liable for indirect, incidental, or consequential damages. This includes lost profits or lost data. For any claim, our total liability is limited to the amounts the Firm paid us in the twelve months before the claim arose.

11. Ownership changes or service shutdown

If our company merges, is acquired, or transfers ownership, data remains protected under these Terms and the Privacy Policy. We will notify account owners before a successor takes control and give them a choice to export their data and close their accounts. If the service shuts down, we will notify Firms and give them at least 30 days to export their data. After that window closes, we will delete the data as described in Section 9.

12. Governing law

The laws of the State of Missouri and applicable United States federal law govern these Terms.

13. Changes to these Terms

We may update these Terms as the service evolves. If a change is material, we’ll notify account owners (for example, by email or an in-app notice) before it takes effect. Continuing to use the service after a change takes effect means you accept the updated Terms.

14. Contact

Questions about these Terms? Contact us at evan@processorteam.com.