1. Who We Are
VetOps AI is operated by Simple Dreams LLC, a veteran-owned business. This policy explains how information is collected, used, and protected when visitors use public pages, question forms, document review, reports, resume support, and related tools.
2. Information We Collect
The information depends on the feature you use. It may include claim details, service history, uploaded documents, contact details, resume information, order records, resource questions, or messages you type.
| Data type | Use | How long information is kept |
|---|---|---|
| Report inputs | Rebuild the reports you request | Browser snapshots and server processing are described under My Reports below |
| Resume source files and drafts | Extract source text and prepare requested drafts | Source cleanup is attempted after processing; files remaining on disk become eligible for cleanup after 24 hours |
| Resume status and historical orders | Provide draft status and support previous orders | New free-draft cleanup is described below; historical and paid-order records follow a separate support process |
| Technical logs | Security, abuse prevention, operational reliability, and troubleshooting | Infrastructure log and backup schedules have not been confirmed for this notice |
New free resume drafts: An email address is optional unless you ask us to email your draft. The free-draft status record stores a random reference, processing-consent version, status, and timestamps, not your email, source URLs, or document contents.
These new records become eligible for cleanup after 24 hours. Cleanup runs at startup and every six hours while the service is running; failures are retried. Draft download links expire after 24 hours even if deletion is delayed.
Draft files can contain information from your documents, including contact details. Email creates a separate copy with the email provider and recipient; local cleanup does not delete those copies. This policy does not retroactively delete historical records or paid-order support and payment records.
My Reports and Report Email
Capability statements: Creating a statement sends your business summary, services, project facts, qualifications and target buyer to OpenAI to select and organize owner-confirmed facts. Business contact fields are added locally on our server. Do not submit SSNs, banking details, medical records or confidential customer information. Files are not accepted. These answers are not saved to VetOps training records or application content logs. Provider retention policies apply separately.
A confirmed capability statement includes the public business contact you enter, including its email address. This is an exception to the email exclusion below. Adding it to My Reports stores that signed statement in browser session storage for up to eight hours. Clearing the collection does not erase downloads or delivered emails. A one-day anonymous cookie and daily salted identifier hashes enforce usage limits. Cloudflare processes bot verification and quota counters; the quota service receives no business answers or raw email/IP addresses. Expired counters are removed on the next quota request.
My Reports saves a copy of your choices only when you select Add. Selected conditions, calculator inputs, financial estimates, planner details, claim-review answers, checked preparation tasks, and guide choices may be sensitive. Answering claim questions alone does not save a report. These copies stay in temporary storage for this browser tab, called session storage. They are not saved to an account.
Each saved report expires after eight hours and is removed when My Reports next checks storage. Browser session restoration may restore a tab; the same expiry still applies. Clear all removes the collection immediately. Avoid shared devices. Original documents, resume files and your email address are not stored in this collection.
Preview, download and email send your selected inputs to our server to rebuild the reports. The My Reports service does not save the combined report or recipient address to our database or application content logs. A requested email sends the address and complete report to the email provider and recipient; those copies are separate from browser storage. Clear all does not delete downloaded files, copies in other tabs, or delivered emails. Email is not an encrypted document vault.
Email this guide opens a separate form for the current guide. It does not add to My Reports or include other saved reports. Only after you enter an address, give one-time consent, and submit do we process and email that guide, including any selected claim answers and checked tasks. Guide content is rebuilt from the current VetOps page and source material using its guide ID. The combined My Reports email still sends the collection you review there.
Requesting a report is not a mailing-list signup. Some individual report forms separately offer optional updates. If you choose updates, we store your email and a pending consent record. You must confirm through the link in your email before the address is included in our updates list. Confirmation requests expire after 24 hours; expiry does not itself erase the pending address or consent record. You can unsubscribe from confirmed updates. The combined My Reports email and the benefits/travel plan emails do not enroll you in updates.
The site footer and the C&P exam preparation pages have a separate email form for the same optional VetOps updates. That box starts unchecked. Submitting the form stores a pending request only. You must confirm from the email within 24 hours before the address is included in the updates list. Requesting or receiving a report or guide does not submit that form. Work addresses ending in .mil are not added to updates.
3. Information We Do Not Sell
VetOps AI does not sell personal information and does not share user information with third parties for behavioral advertising.
4. How We Use Information
Information is used to operate the requested feature, provide generated outputs, respond to support requests, maintain security, improve reliability, comply with law, and prevent abuse.
5. Third-Party Services
Providers help operate selected features and the website. Their processing and retention are separate from the local cleanup described above.
AI Processing: OpenAI
When AI is available, resume generation uses OpenAI's API. Federal drafts send extracted document text, your answers, and target-job information for drafting and automated checks. The federal form extracts readable text locally; it does not automatically transcribe unreadable scans. The civilian text form sends your pasted text and target-role details. Other enabled AI features may send the messages or materials identified in their processing notice.
OpenAI states that API data is not used to train its models by default unless the customer opts in. Its default abuse-monitoring logs may contain prompts and responses and be retained for up to 30 days, with exceptions for legal or safety needs. Storage also depends on the feature and account settings. We have not confirmed account-specific exceptions for this notice and do not promise zero provider retention. Deleting a local file does not delete provider records. See OpenAI's API data controls and retention policy.
Email, Hosting, and Payments
Requested resume and report emails use Gmail. Google processes the recipient address, message, and any attached draft or report. Copies held by the sending account, provider, and recipient are separate from our temporary-file cleanup; no automatic deletion period for those email copies has been confirmed here.
The application is configured for Render hosting. Infrastructure logs and backups can have retention separate from feature records. Stripe handles payments when a paid workflow is enabled; the current free resume draft does not require checkout. Historical payment and support records are not covered by the new free-draft cleanup policy.
Public Website Traffic
When enabled, Cloudflare Web Analytics measures visits to public pages, referring sites, browser/device information, and page performance. A visit to a public condition guide may appear by that guide's page address; it is not treated as a diagnosis or a benefit application. This integration does not send form answers, selected ratings, email addresses, uploaded documents, or report contents, and does not add session recording or advertising cookies. Private profile, sign-in, and generated-report pages are excluded. The integration also skips local previews, links that contain question or selection values, and browsers sending Do Not Track or Global Privacy Control. These statistics estimate visits; they do not count identified people. See Cloudflare's data collection explanation.
6. User Choices
You can leave optional information blank and choose whether to request an email. To ask about or request deletion of support or submission data, contact vetopsai@gmail.com with the feature used, approximate date, and reference number if you have one. Leave sensitive records out of the initial email. We may need enough information to locate the record and verify the request. A request does not automatically erase downloaded files, recipient inboxes, or all provider records and backups.
7. Security
We use reasonable technical and organizational safeguards appropriate for an educational web service. No online service can be made risk-free, so users should upload only information they want processed for the feature they choose.
8. Children
The service is intended for adults and authorized family members, caregivers, or advocates helping with veteran-related benefit, career, business, or resource tasks.
9. Changes
We may update this policy as the service changes. The current version will be posted on this page.
10. Contact
Questions may be sent to vetopsai@gmail.com.