Privacy Policy

Who we are

Veterans Hockey United (“VHU”, “we”, “our”) is a federally recognized 501(c)(3) nonprofit organization that brings active-duty service members and veterans together through the sport of hockey. The VHU Player Portal (“the Service”) is the web and mobile platform that supports our members' participation in VHU events, communications, and member directory.

This Privacy Policy describes what information we collect, how we use it, who we share it with, and the choices you have. If you have questions, contact us at info@veteranshockeyunited.org.

What information we collect

We collect information you provide directly to us when you register for an account and use the Service:

• Account information: name, email address, and password (passwords are handled by AWS Cognito and we never see them in plaintext).
• Profile information: phone number (optional), city and state (optional), military status, military branch, hockey preferred position, highest skill level, current skill level, jersey number and colors (optional), and a short bio (optional).
• Chat content: messages, attachments, and reactions you send through the in-app chat. Chat is provided by Stream Chat (see “Third-party services” below).
• Event activity: RSVP status for VHU events you respond to.
• Push notification tokens: if you enable push notifications on the mobile app, we collect the device token issued by Apple Push Notification Service or Firebase Cloud Messaging so we can deliver notifications to your device.
• Usage and diagnostic data: standard server logs (IP address, request path, timestamps) collected by our hosting providers (AWS, Vercel) for security and operational purposes.

We do not collect or store payment card numbers, Social Security numbers, government identifiers, biometric data, or location data beyond the city/state you choose to share in your profile.

How we use your information

• To create and manage your VHU member account and verify your eligibility (military status).
• To display your information to other VHU members in the member directory, subject to the privacy settings you control in your profile.
• To enable chat, event RSVPs, and other member-to-member features.
• To send you VHU-related emails (event reminders, account verification, password resets, organizational announcements). We do not sell email lists or send marketing on behalf of third parties.
• To operate, maintain, and improve the Service, including troubleshooting and security monitoring.
• To comply with legal obligations applicable to VHU as a 501(c)(3) organization.

Privacy controls within the app

You can control what other members see about you. In your profile, the Privacy section lets you set per-field visibility for: full name (first vs. last), phone number, email, city and state, military status, and military branch. Each can be set to:

• Members only (default) — visible to other authenticated VHU members.
• Board only — visible only to elected board members.
• Just me (private) — visible only to you and to administrators for account management.

You can also opt out of the member directory entirely. These controls exist because many VHU members are active-duty military and have operational security (OPSEC) concerns about public visibility of personal information.

Third-party services

We use the following service providers to run the Service. Each processes some of your information on our behalf:

• Amazon Web Services (AWS): hosts our database, authentication (Cognito), email sending (SES), and file storage (S3). AWS operates in the United States. AWS Privacy Notice.
• Stream Chat (GetStream.io): stores and delivers chat messages and reactions. Stream operates in the United States. Stream Privacy Notice.
• Vercel: hosts the web version of the Service. Vercel Privacy Notice.
• Apple Push Notification Service (APNs) and Google Firebase Cloud Messaging (FCM): deliver push notifications to your iOS or Android device.
• Expo (Expo.dev): provides the build and over-the-air-update infrastructure for the mobile app. Expo Privacy Notice.

We do not sell your personal information to third parties. We do not share your information with third parties except those listed above and as required to operate the Service or comply with the law.

Data retention

We retain account information for as long as your account is active. If you delete your account, we delete your profile, chat-membership records, and event RSVPs within 30 days. Chat message content stored by Stream Chat is deleted on the same schedule. Server logs are typically retained for up to 90 days.

We may retain certain records longer where required by law (for example, donation records relevant to our 501(c)(3) tax obligations).

Your rights

You can, at any time:

• Access and update the information in your profile through the Profile section of the app.
• Change your password through the Account section of the app.
• Adjust your privacy settings (per-field visibility, directory listing) through the Privacy section of the app.
• Delete your account and personal information from inside the mobile app (Profile > Delete account) or the web portal. Account deletion is immediate and irreversible: your profile, photos, push notification tokens, and Cognito sign-in are erased. Messages you posted to team chats remain in those channels but are attributed to “Deleted User.” You can also request deletion by emailing info@veteranshockeyunited.org if you can't access the app.
• Request a copy of the data we have about you by emailing the same address.

If you are a resident of California, Virginia, Colorado, Connecticut, or other U.S. states with comprehensive privacy laws, you may have additional rights under your state's law, including the right to know what information we have collected, the right to delete that information, and the right to opt out of certain processing. Contact us at the email above to exercise these rights.

Children's privacy

The Service is not directed to children under 13. We do not knowingly collect personal information from children under 13. If you believe a child under 13 has provided information to us, please contact us and we will delete it.

Security

We use industry-standard measures to protect your information, including encryption in transit (HTTPS/TLS), encryption at rest for our database and file storage, and limited internal access on a need-to-know basis. No system is perfectly secure; if you believe your account has been compromised, contact us immediately.

Changes to this policy

We may update this Privacy Policy as the Service evolves or as required by law. When we do, we will update the “Last updated” date above and, for material changes, notify you through the Service or by email.

Contact

Questions or requests about this Privacy Policy:
Veterans Hockey United
info@veteranshockeyunited.org