Privacy Policy
Who we are
Undersea Warriors, Inc. is a 501(c)(3) nonprofit that provides a recreational SCUBA diving therapy program to disabled Veterans. This policy describes what personal information the organization collects through this website and its member registration process, why, who can see it, and how it is deleted.
What we collect, and why
From the member registration pack
Joining as a member is done on a paper or PDF registration pack returned by email. It asks for: your name, email, address, phone, age and date of birth, height and weight (for fitting dive gear), family and background details, your military service history (branch, unit, years, rank, MOS), your VA disability rating and mental health diagnosis (beneficiary members only — eligibility requires them), a diver medical questionnaire, and supporting documents such as your DD-214 and VA award letter. The pack itself tells you that you may redact personal information, including your Social Security number, from those documents. It also includes signed releases: liability, media, communications preferences, and consent to treat.
Through the member portal
If you create a portal account, we store your email address and a password (held by our database provider in protected form — we never see it). The one-time member entry form collects contact details, date of birth, emergency contact, and height and weight for gear sizing. You can upload eligibility documents there; they go into private storage that only administrators can open. Optional profile details — first name, branch, rank, bio, fun facts, photo — are yours to add or not.
What we deliberately do not store
The member database has no field for a diagnosis, a medical condition, or a disability rating — there is nowhere to type one. Eligibility is recorded only as a yes-or-no determination. The documents you provide as evidence are stored as files in a locked bucket, separate from the database, readable by administrators only.
Events and messages
If you sign up for an event, we record the signup and, afterwards, whether you attended. Messages you send inside the portal are readable only by you and the person you sent them to — not by administrators, unless the message was sent to one. Help requests go to the administrators.
What this website does not do
The public pages set no analytics, no advertising trackers, and no third-party fonts. We do not sell or rent anyone's information.
Who can see your information
- You can see your own profile and entry details in the portal.
- Undersea Warriors administrators can see member records, eligibility determinations and uploaded documents. Access rules are enforced by the database itself, not by promises.
- The public sees a member on the roster page only if that member has turned on the roster listing themselves — it is off by default — and then only their first name, chapter, branch, rank, bio, fun facts and photo. Never contact details, never a date of birth, never anything medical.
- Nobody else. The engineering contractor who builds this system works against synthetic test data and is barred by the database's own rules from reading eligibility documents.
How documents are deleted
When a member leaves, their eligibility documents are deleted through the storage service itself, which removes the stored files — not just the records that point at them — and their contact details, date of birth, and sizing information are cleared. Their roster entry is kept in a retired style (name, branch, rank), the way a military roster keeps its history; it stops appearing on the public roster. A fuller erasure, removing the entire record, is built and awaits the organization's decision to switch it on. To request deletion, contact us or message an administrator in the portal.
Services we rely on
- Supabase hosts the member database, sign-in system and document storage.
- Vercel hosts this website.
- Zeffy runs the donation forms embedded on our Donate page and issues donation receipts. Card details are entered on Zeffy's form, never on this site.
- PayPal handles donations made through the PayPal buttons, on PayPal's own pages.
Each of those services has its own privacy policy that applies to what happens on their side.
Contact
Questions about this policy or your information: use thecontact page.