Records Handling
You're being asked to send sensitive documents to a small firm. You should know exactly how those records are handled before you send anything. This page explains it in plain English.
What you may share with us
To prepare a CRSC packet, we typically need some combination of:
- DD-214 (Certificate of Release or Discharge from Active Duty)
- VA Rating Decisions and supporting C&P examination summaries
- Service treatment records, medical evaluation board records, and physical evaluation board records as relevant
- Prior CRSC correspondence (initial application, decision letters, prior reconsiderations)
- Awards and orders that establish hazardous duty, training events, or combat exposure
- Buddy statements and personal narratives
You only send what's needed for the engagement we agreed to. We don't ask for credit cards, banking information, or Social Security numbers in connection with the packet itself, except where a specific federal form requires it from you directly.
How we store your records
Encrypted at rest
Client records are stored using encryption at rest. The storage systems we use require authentication to access, and the underlying files are not readable to anyone outside the access list below.
Limited access
Three people inside Standfast can access client records:
- Loy O'Kelley, Founder & CEO
- Robert Kelley, Co-Founder & Head of Client Development
- Dr. Carrie Caldwell Johnson, DNP, APRN, FNP-c, Chief Nursing Officer (medical-evidence and nexus components only)
No one else inside Standfast has standing access. Third-party vendors (such as encrypted email or document-storage providers) are used only as needed and only under contracts that require them to safeguard your information.
How files move
We use standard, security-respecting tools to receive and exchange documents (encrypted email or a secure file-share link, depending on file size and your preference). We don't ask you to share documents through public-facing forms or unprotected email attachments. If you'd like to use a method we haven't suggested, tell us and we'll set it up.
How long we keep your records
We retain client engagement records for the duration of the engagement and for a reasonable period afterward to (a) support reconsideration if your initial decision is denied, (b) respond to follow-up questions from your service branch, and (c) meet any applicable legal, tax, or regulatory obligations.
You may request deletion of your records at any time after your engagement closes. Some records may be retained longer where required by law, but we will tell you which and why.
What we will never do
- Sell, rent, or share your records with anyone for marketing
- Post identifying information about your case publicly without your written consent
- Forward your records to other CRSC firms, lawyers, VSOs, or third parties without your direction
- Use your records as a "case study" or testimonial without your written consent
If something goes wrong
If we ever experience a security incident that affects your information, we will notify you as soon as we are reasonably able to confirm what happened, what was affected, and what steps we are taking. We will also comply with any breach-notification obligations imposed by Texas or other applicable state law.
Questions
If anything on this page is unclear, ask us before you send a single document. The right time to clarify how your records are handled is before they leave your hands, not after.
Email: intake@standfastvg.com
Phone: (830) 266-7140
Note: This page describes our current practices in plain English. It is not a contract; the binding terms governing your engagement are in our Terms of Service and our Privacy Policy.