Terms of Service

Please read these Terms of Service ("Terms") carefully before using VA Record Ready ("Service," "we," "us," or "our"). By accessing or using our Service, you agree to be bound by these Terms.

1. Service Description

VA Record Ready provides medical record organization services for veterans preparing VA disability claims. Our Service includes:

• Organizing medical records by body system
• Creating evidence summaries and indexes
• Generating chronological timelines of medical history
• Providing organized digital file packages

2. User Responsibilities

By using our Service, you agree to:

• Provide accurate account information
• Only upload medical records that you own or have legal authority to share
• Maintain the confidentiality of your account credentials
• Use the Service only for its intended purpose of organizing medical evidence
• Comply with all applicable laws and regulations

3. Eligibility

You must be at least 18 years old to use our Service. By using the Service, you represent and warrant that you meet this age requirement and have the legal capacity to enter into these Terms.

4. Scope Limitations

Our Service is strictly limited to medical record organization. We expressly DO NOT:

• File VA disability claims on your behalf
• Provide legal advice or representation
• Provide medical advice or diagnosis
• Predict claim outcomes or ratings
• Recommend what conditions to claim
• Represent you before the VA or any government agency
• Guarantee any particular outcome for your VA claim

For claims advice and representation, we recommend working with a Veterans Service Organization (VSO), VA-accredited claims agent, or VA-accredited attorney.

5. Protected Health Information (PHI)

We take the protection of your medical information seriously and follow HIPAA-aligned practices:

• Storage: All PHI is stored exclusively on Amazon Web Services (AWS) infrastructure within the United States
• Encryption: Data is encrypted in transit using TLS and encrypted at rest using AES-256
• Access Controls: Strict access controls limit who can view your records
• Audit Logging: All access to PHI is logged for security and compliance
• No External Transmission: Your PHI never leaves our secure AWS environment except when you download it

For complete details, please review our Privacy Policy.

6. AI-Generated Report Disclaimer

All reports generated by VA Record Ready are produced entirely by artificial intelligence (AI) and are not reviewed, verified, or approved by any human analyst, medical professional, attorney, or VA-accredited claims agent.

• No Human Review: Reports are generated automatically without human oversight or quality review.
• Potential Errors: The AI system may miss medical conditions, misinterpret clinical findings, produce inaccurate CFR mappings, or omit relevant evidence.
• Not Professional Advice: Reports do not constitute legal advice, medical advice, or VA filing guidance and are not a substitute for consultation with a VSO, VA-accredited attorney, or medical professional.
• User Responsibility: You assume all risk associated with using any report in connection with a VA disability claim or any other purpose.
• No Guarantees: VA Record Ready makes no guarantee of accuracy, completeness, or fitness for any particular purpose.

7. Limitation of Liability

TO THE MAXIMUM EXTENT PERMITTED BY LAW:

• The Service is provided "AS IS" and "AS AVAILABLE" without warranties of any kind
• We make no guarantees regarding VA claim outcomes, ratings, or decisions
• We are not responsible for decisions made by the VA or any other entity based on your records
• Our liability is limited to the amount you paid for the Service
• We are not liable for indirect, incidental, special, consequential, or punitive damages

The organization and summaries we provide reflect what is contained in your records. We do not create, alter, or fabricate evidence.

8. Termination and Data Deletion

Your Rights:

• You may request account deletion at any time by contacting us at contact@varecordready.com
• Upon deletion request, we will remove your account and associated data, subject to our retention requirements
• You may download your organized files before requesting deletion

Our Rights:

• We may suspend or terminate accounts that violate these Terms
• We may discontinue the Service with reasonable notice to users

Data Retention: Certain records may be retained for up to 7 years to comply with legal and regulatory requirements. See our Privacy Policy for details.

9. Dispute Resolution

Informal Resolution: Before initiating formal proceedings, you agree to contact us at contact@varecordready.com to attempt to resolve any dispute informally.

Binding Arbitration: Any dispute not resolved informally shall be resolved by binding arbitration in accordance with the American Arbitration Association's Consumer Arbitration Rules. The arbitration shall be conducted in English, and judgment on the award may be entered in any court having jurisdiction.

Class Action Waiver: You agree to resolve disputes with us on an individual basis and waive any right to participate in a class action lawsuit or class-wide arbitration.

Governing Law: These Terms are governed by the laws of the State of Florida, without regard to conflict of law principles.

10. Modifications to Terms

We reserve the right to modify these Terms at any time. When we make changes:

• We will update the "Last updated" date at the top of this page
• For material changes, we will notify you via email or through the Service
• Your continued use of the Service after changes take effect constitutes acceptance of the revised Terms

If you do not agree to the revised Terms, you must stop using the Service and may request account deletion.

11. Intellectual Property

The Service, including its design, features, and content (excluding your uploaded records), is owned by VA Record Ready and protected by copyright and other intellectual property laws. You may not copy, modify, or distribute our Service without permission.

You retain all rights to your medical records. By uploading records, you grant us a limited license to process them solely for providing the Service to you.

12. Contact Information

For questions about these Terms, please contact us:

Email: contact@varecordready.com