Privacy Policy
How Transport for Troops handles your information.
Draft — final legal language will be reviewed before public cutover.
Transport for Troops ("TFT," "we," "us") is a private 501(c)(3) nonprofit organization. This policy describes how we collect, use, and protect information you provide through our public site and applicant portal.
Information We Collect
- Personal information: name, email, phone, mailing address, and preferred contact method.
- Military information: branch, status, pay grade, duty station, and household role.
- Orders information: orders type, orders number, issue/effective/report dates, origin and destination installations.
- Vehicle information: year, make, model, type, VIN, and operability for each POV.
- Financial information: shipping costs, government reimbursement amounts, and out-of-pocket expenses you report.
- Uploaded documents: orders, proof of payment, reimbursement statements, invoices, and supporting materials.
- Referral and attribution data: URL parameters (ref, source, campaign, command, partner) that indicate how you found our site.
- Communications: messages you send through the portal or contact forms.
- Account information: email and authentication data for your portal login.
How We Use Information
We use your information to process assistance requests, verify eligibility, coordinate transportation services, communicate with you about your case, report aggregate impact, and improve our programs. We never sell your personal information.
Data Sharing
We may share information with sponsors, carriers, or partners only as necessary to arrange your assistance, and only with your awareness. Sensitive documents are released only through controlled, logged processes with time-limited access. We do not share your information for commercial marketing purposes.
Analytics
We use session attribution parameters and aggregate analytics to understand how applicants find us and improve our outreach. This data is not linked to your identity in external analytics tools.
Service Providers
We use trusted service providers for hosting, authentication, payment processing, and email delivery. These providers have access to personal information only as necessary to perform their functions and are obligated to protect it.
Data Retention
We retain applicant and case records for as long as necessary to provide services and maintain accurate program history. Draft intake records that are never submitted are retained for up to 30 days and then expired. Documents associated with submitted cases are retained as part of the case record.
Security
Access to your data is restricted by role-based and row-level security. Staff access is logged. Documents are stored privately and accessed via time-limited signed links, not public URLs. No system can guarantee absolute security, and we do not represent that our platform is impenetrable. We take reasonable measures to protect your information consistent with our resources as a nonprofit.
Your Rights
You may request access to, correction of, or deletion of your personal information by contacting TFT through our contact page. You may also withdraw from the applicant portal at any time. Certain records may be retained for legal, financial, or program-integrity purposes.
Children's Privacy
Our services are designed for service members, veterans, and their families. We do not knowingly collect personal information from children under 16.
Changes to This Policy
We may update this policy from time to time. We will post the updated version on this page with a revised date.
Contact
Questions about this policy can be directed to TFT through our contact page.
Last reviewed: September 2026. This is a draft policy pending final legal review.