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Privacy Policy

At VA Ratings Prime, protecting your privacy is a top priority. We are committed to maintaining the trust and confidence of our clients and website visitors by handling all personal and health-related information with transparency, respect, and care. This Privacy Policy explains what information we collect, why we collect it, how it’s used and protected, and the rights you have regarding your data.

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1. Collection of Personally Identifiable Information (PII)

Types of Information We Collect
We may collect the following personal information directly from you:

  • Name, email, and contact details (for registration, communication, and account setup)

  • Postal address (when needed for verification or delivery of documents)

  • Phone number (for claim coordination, reminders, or support calls)

Purpose of Collection
We collect personal data to:

  • Register you as a client and create a secure user profile

  • Communicate claim updates, documentation requests, and service information

  • Provide newsletters or updates you’ve opted into

  • Improve our services and personalize your experience

How Data Is Collected

  • Through secure web forms, client onboarding documents, and email communication

  • Via voluntary submission by you through our website or during consultations
    All collection is conducted transparently, and you are informed of the purpose at the time of submission.

2. Use of IP Addresses

VA Ratings Prime collects IP addresses for the following legitimate purposes:

  • Website performance – diagnosing technical issues and managing network operations

  • Security – detecting unauthorized access or malicious activity

  • Analytics – analyzing geographic traffic patterns and optimizing site usability

IP addresses are anonymized whenever possible and stored in accordance with applicable data protection standards.

3. Use of Cookies

We use cookies to enhance functionality and personalize your online experience. Cookies may be used to:

  • Remember login sessions and preferences

  • Track website usage for analytics and service improvement

  • Deliver relevant marketing or educational content

You can manage or disable cookies through your browser settings. However, disabling cookies may affect certain site features. On your first visit, a consent notice will appear explaining our use of cookies.

4. Use of Personal Information

We use your personal information solely to:

  • Deliver our consulting services and respond to inquiries

  • Provide updates on claims, appointments, and new offerings

  • Improve service quality and client experience

  • Share anonymized, aggregated data with trusted third-party partners for analytics

We never sell, rent, or trade your personal information.

5. Email and SMS Communications

By providing your contact information, you consent to receive updates via email or SMS. These may include:

  • Claim status updates and appointment reminders

  • Important notices or required documentation alerts

  • Optional service announcements or newsletters

To opt out, you can reply STOP to any message or click unsubscribe in emails. Message frequency varies. Standard text/data rates may apply.

Support: privacy@varatingsprime.com

6. External Links

Our website may contain links to third-party sites not controlled by VA Ratings Prime. We are not responsible for the privacy practices or content of these external sites. Please review their privacy policies before providing personal information.

7. Protected Health Information (PHI) Policy

VA Ratings Prime may receive and handle Protected Health Information (PHI) solely to assist in developing VA disability claims. We comply with applicable privacy laws and adhere to strict confidentiality practices.

Scope of PHI
Includes, but is not limited to:

  • Medical records and diagnostic reports provided by you

  • Documentation from healthcare professionals assisting with your claim

  • Administrative data directly related to your VA claim

Purpose of PHI Use
We use PHI only to:

  • Support claim preparation, evidence review, and documentation

  • Coordinate with healthcare experts (under confidentiality agreements)

  • Strengthen and substantiate your VA claim

PHI Security & Retention

  • All PHI is stored electronically in HIPAA-compliant cloud systems

  • Paper documents are immediately scanned and securely destroyed

  • Access is restricted to authorized personnel only

  • Email transmission of sensitive files uses password-protected attachments

We retain PHI only as long as necessary to fulfill claim preparation obligations.

Client Rights
You have the right to:

  • Request access to your PHI

  • Request corrections to inaccuracies

  • Receive a disclosure log detailing who accessed your PHI

Requests can be submitted via privacy@varatingsprime.com.

8. Data Security Measures

We implement robust security protocols, including:

  • SSL encryption for all data transfers

  • Two-factor authentication for internal systems

  • Regular audits and employee privacy training

  • Immediate removal of personal data upon client request, unless legally required for recordkeeping

9. Legal Disclosures

We may disclose information when required by law, such as:

  • Court orders or legal proceedings

  • Government or regulatory requests

  • To protect the rights, property, or safety of VA Ratings Prime, our clients, or the public

10. Your Privacy Rights

You may at any time:

  • Request a copy of your personal data

  • Request correction or deletion of your information

  • Withdraw consent for communications

Requests are processed promptly in compliance with applicable privacy regulations.

11. Compliance & Complaints

If you have a privacy concern, please contact us at privacy@varatingsprime.com. We investigate all complaints thoroughly and respond within a reasonable time frame.

If you believe your privacy rights have been violated, you may also file a complaint with the U.S. Department of Health and Human Services (HHS) at:
https://www.hhs.gov/hipaa/filing-a-complaint/index.html

12. Updates to This Policy

We review and update this policy periodically to reflect changes in our practices or legal obligations. Updates will be posted on this page with a revised “Last Updated” date. Continued use of our site constitutes acceptance of the updated terms.

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