Privacy Policy

Last updated: May 25, 2026

Summary of Privacy Policy

What we are. Woobie helps US veterans and active-duty service members navigate the VA disability claims process. We do this in two ways: (1) we connect veterans with independent medical providers who can perform Disability Benefits Questionnaires (DBQs), Independent Medical Opinions (IMOs), and nexus letters; and (2) we provide a software platform (the “Woobie App”) that helps veterans organize their claim, draft personal statements, request buddy letters, analyze uploaded documents with AI, and submit completed VA forms.

What we collect. Personal information, contact information, health information, financial information for payments, and (when you create an account) information you provide about your military service, disabilities, and supporting documents. Yes — this includes sensitive information.

How we use it. To provide the services you signed up for, to communicate with you, to process payments, and to improve the platform.

How we share it. Only with the medical providers you choose to connect with, the trusted third-party processors we need to operate (cloud hosting, AI processing, payment, email, SMS, CRM, fax delivery to the VA), and when legally required. We do not sell your personal data.

Your rights. You can access, correct, delete, or download your data. California residents have additional rights under the California Consumer Privacy Act (CCPA/CPRA) and the Confidentiality of Medical Information Act (CMIA).

1. Introduction

This Privacy Policy explains how Woobie USA Corp (“Woobie,” “we,” “us,” or “our”) collects, uses, discloses, and protects information about you when you visit our websites, use our software platform, or use our services to connect with independent medical providers (collectively, the “Services”).

By using our Services, you agree to the practices described in this policy. If you do not agree, do not use the Services.

2. Information We Collect

We collect information you provide directly, information generated when you use our Services, and information we receive from third parties.

2.1 Information you provide directly

Depending on which Services you use, this may include:

Identity: Full name, date of birth, Social Security Number or VA File Number, military service history (branch, dates of service, MOS, discharge status, deployments)
Contact: Email address, phone number, mailing address, country
Financial: Payment card information (processed by our payment processor, not stored by Woobie), billing address, transaction history
Health and disability information: Diagnosed conditions, symptoms, current VA disability ratings, toxic exposure history, medications, treatment facilities, and any medical records, examination results, rating decisions, or related documents you upload to the platform
Witness and provider information: Names and contact information for buddy-letter witnesses, healthcare providers, and authorized representatives you ask us to include in your claim
Communications: The content of statements you draft on the platform, messages you send to our AI assistant (Myra), feedback, and communications with our support team

2.2 Information collected automatically

When you use our websites or app, we collect:

IP address, browser type, device identifiers, operating system
Pages visited, features used, time spent, links clicked
Cookies and similar tracking technologies (see Section 8)
Marketing attribution data (UTM parameters, referring website) when you arrive via a campaign

2.3 Information from third parties

Medical providers we connect you with may share examination results and reports back to us, with your authorization, so we can store them in your account.
Identity providers share basic profile information when you sign in using federated (third-party) authentication.
Our CRM and marketing tools may share information about how you found us when you submit forms on our marketing pages.

2.4 Sensitive personal information

We do collect and process sensitive personal information, including Social Security Numbers, VA File Numbers, health and medical information, and information about your military service. We collect this information because it is essential to the Services we provide — building an accurate VA disability claim requires sensitive information. We treat this information with the security and care described in Section 6.

3. How We Use Your Information

We use your information to:

Deliver the Services you signed up for: maintaining your account, building your action plan, analyzing your documents, drafting personal statements, requesting buddy letters, generating VA forms, and faxing completed forms to the VA on your behalf
Connect you with medical providers who can perform DBQs, IMOs, or nexus letters relevant to your claim
Process payments for our paid services and subscriptions
Communicate with you about your account, your claims, important updates, customer support, and (with your consent) marketing
Improve our Services through analytics, error monitoring, and AI model performance review
Protect you, other users, and Woobie from fraud, abuse, and unauthorized access
Comply with legal obligations including subpoenas, court orders, and regulatory requirements

4. How AI Is Used in the Services

Several Woobie features use artificial intelligence, including:

Document analysis: When you upload medical records, rating decisions, or other documents, we use third-party AI inference services to extract structured information such as conditions, ratings, and dates.
Personal statement coaching: Our AI coaching feature helps you draft personal statements and may suggest phrasing.
Myra chat assistant: Myra answers questions about VA disability claims using both AI-generated responses and a knowledge base built from the Code of Federal Regulations.

When AI processes your information, the AI provider acts as our sub-processor. Your information is sent to the AI service for the limited purpose of producing the requested output. Our AI providers contractually agree not to use your data to train their own or any third party’s models, and not to retain your content after processing your request. Outputs are returned to Woobie and stored only in your account.

AI outputs are not perfect. You are responsible for reviewing and confirming any AI-generated content before relying on it or submitting it to the VA.

5. How We Share Your Information

We share your information only in the following circumstances:

5.1 Medical providers you choose to connect with

When you pay Woobie to be connected with an independent medical provider, we share the information needed for that provider to perform their assessment (typically your contact information, relevant medical history, and the condition(s) being evaluated). The provider is an independent third party and handles your information under their own privacy practices.

5.2 Service providers (sub-processors)

We share information with trusted service providers who help us operate the Services. We use providers in the following categories:

Category	Purpose	Data Shared
Cloud hosting & infrastructure	Hosting, databases, file storage, transactional email, and document text recognition (OCR)	All categories, as needed to run the Services
AI / machine-learning inference	Analyzing documents you upload and powering AI features and assistant responses	Document text and the information you provide to AI features
Payment processing	Billing and managing subscriptions	Payment card details and billing information
Fax transmission	Sending completed VA forms to the VA at your direction	Completed VA forms
Customer relationship management (CRM)	Managing leads, contacts, and email communications	Name, email, phone, and marketing-attribution data
Authentication	Federated sign-in when you choose to sign in with a third-party account	Email and basic profile
Internal notifications	Operational alerts to Woobie staff about account activity	Limited identifiers (not your full data)

We choose service providers that contractually commit to handle your information only for the purposes we direct and to maintain reasonable security. The specific providers we use may change over time as we improve the Services.

AI processing. Some features send the text of documents you upload and the information you enter to third-party AI inference services so we can analyze your records and generate guidance. The AI providers we use do not use your data to train their models and do not retain it after processing your request.

5.3 Legal and safety reasons

We may share information when we believe in good faith that disclosure is required to: – Comply with a subpoena, court order, or other legal process – Cooperate with government or law enforcement requests where we are legally required to do so – Enforce our Terms and Conditions or protect Woobie’s rights, property, or safety – Protect the safety of users or the public

5.4 Business transfers

If Woobie is involved in a merger, acquisition, financing, reorganization, bankruptcy, or sale of assets, your information may be transferred to the successor or acquiring entity. We will notify you of any change of control by email at least 30 days in advance, and you will retain the right to delete your account before the transfer takes effect.

5.5 With your consent

We may share your information for other purposes with your explicit consent.

6. How We Protect Your Information

We use industry-standard technical, organizational, and physical safeguards to protect your information:

Encryption in transit: All connections to our websites and APIs use HTTPS/TLS.
Encryption at rest: Stored data is encrypted using industry-standard, provider-managed keys.
Access controls: Access to your information is limited to Woobie personnel who need it to perform their job duties, and is governed by role-based permissions and audit logs.
Multi-factor authentication: Woobie staff accounts require MFA. Veteran accounts can enable MFA from their Profile.
Audit logging: Sensitive operations (uploads, document views, fax submissions, account deletions) are logged for security review.
Sub-processor agreements: We require all service providers to maintain commercially reasonable security practices and to notify us promptly of any incident affecting your data.

No security program is perfect. While we work hard to protect your information, we cannot guarantee absolute security. If we become aware of a breach affecting your personal information, we will notify you within 72 hours of identifying the breach (consistent with applicable state breach notification laws and our Terms and Conditions).

7. Data Retention and Deletion

We retain your information for as long as your account is active and as needed to provide the Services. Specifically:

Active accounts: While your account is active, we retain all information necessary to operate your account.
Account deletion: When you delete your account, we move your data to a secure archive for 45 days. During this window, you may request restoration by contacting us. After 45 days, all personally identifying information is permanently anonymized or deleted, and only aggregated, non-identifying analytics may be retained.
Files in cloud storage: Documents you uploaded are deleted from primary storage at account deletion and removed permanently after the 45-day retention window.
Legal holds: We may retain certain information longer when required by law, to resolve disputes, or to enforce our agreements.
Backups: Backup copies of our databases may persist for up to 35 days after deletion as part of standard disaster-recovery practice.

You may request deletion at any time by following the instructions in your Profile or by emailing info@woobie.io.

8. Cookies and Tracking Technologies

Our websites use cookies and similar technologies for:

Strictly necessary cookies: Authentication, session management, security. Required for the Services to function.
Analytics cookies: Help us understand how visitors use our websites.
Marketing cookies: Used by third-party advertising and conversion-measurement tools on our public marketing pages to measure ad effectiveness. These are not used inside the authenticated app.
Functional cookies: Remember your preferences and settings.

You can manage cookies through your browser settings. For interest-based advertising opt-out, see the Digital Advertising Alliance (optout.aboutads.info) or the Network Advertising Initiative (optout.networkadvertising.org).

9. SMS / Text Messaging

If you opt in to SMS communications, you consent to receive automated text messages from Woobie. Message frequency varies. Message and data rates may apply. Reply STOP to opt out at any time, or HELP for help.

We do not share your phone number or SMS opt-in data with unrelated third parties for their marketing.

10. Children’s Privacy

Our Services are intended for users 18 years of age or older. We do not knowingly collect personal information from children under 18. If we learn we have collected information from a child, we will delete it promptly.

11. Your Rights and Choices

You have the following rights with respect to your personal information:

Access: Request a copy of the personal information we hold about you
Correction: Ask us to correct inaccurate or incomplete information
Deletion: Ask us to delete your account and personal information (subject to retention exceptions in Section 7)
Portability: Request a copy of your data in a structured, commonly used format
Opt out of marketing: Unsubscribe from marketing emails using the link in any marketing email, or text STOP to opt out of marketing SMS. Note that even if you opt out of marketing, we will still send you essential transactional communications about your account and claims.
Withdraw consent: Where processing is based on consent, you may withdraw consent at any time

To exercise any of these rights, email info@woobie.io from the email address associated with your account, or use the controls in your Profile page within the Woobie App.

11.1 California Residents (CCPA/CPRA + CMIA)

If you are a California resident, you have additional rights:

Right to know: What categories of personal information we collect, the sources, the business purposes, and the categories of third parties we share with
Right to delete: Request deletion of your personal information (subject to applicable exceptions)
Right to correct: Request correction of inaccurate personal information
Right to opt out of sharing/selling: We do not sell your personal information and we do not share it for cross-context behavioral advertising
Right to limit use of sensitive personal information: You can ask us to limit our use of your sensitive personal information to only what is necessary to provide the Services
Right to non-discrimination: We will not discriminate against you for exercising your rights

Under the California Confidentiality of Medical Information Act (CMIA), we treat your medical information as confidential and disclose it only with your authorization or as permitted by law. The medical providers we connect you with are separately regulated under CMIA and have their own obligations.

To exercise California-specific rights, email info@woobie.io with “California Privacy Request” in the subject line. We will verify your identity before responding.

12. International Users

The Services are operated from and intended for users in the United States. If you access the Services from outside the United States, your information will be transferred to and processed in the United States, which may have different data protection laws than your country. We do not currently offer the Services to users outside the United States.

13. Changes to This Policy

We may update this Privacy Policy from time to time. When we make material changes, we will:

Update the “Last updated” date at the top
Post the new version at the URL where you found this one
For material changes affecting how we collect or use your information, notify active account holders by email at least 14 days before the changes take effect

Your continued use of the Services after the effective date constitutes acceptance of the updated policy.

14. Contact Us

For questions, concerns, or to exercise your privacy rights:

Woobie USA Corp 132 W. Nees Ave., Suite 106 #3004 Fresno, CA 93711 United States

Email: info@woobie.io

For California-specific privacy requests, please include “California Privacy Request” in the subject line.

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