Online Privacy Policy

Purpose and Scope

The Virginia Birth-Related Neurological Injury Compensation Program (“the Program,” “we,” “our,” or “us”) respects the privacy of individuals and organizations that visit our website, use our Hosted Payment Page, submit online forms, or communicate with us through general online services.

This Online Privacy Policy explains how the Program may collect, use, share, protect, and retain information through its public website, Hosted Payment Page, contact forms, and related online services.

This policy is intended for the Program’s public website and general online services. Separate notices, policies, terms, or procedures may apply to participant systems, secure portals, mobile applications, internal systems, and other Program services.

Information We Collect

The Program may collect or receive the following types of information through its website and related online services:

Website and Technical Information

When you visit our website or use related online services, we may collect technical information such as:

• IP address
• Browser type
• Device information
• Operating system
• Date and time of access
• Pages visited
• Referring website
• Cookies or similar usage data

Contact and Communication Information

When you contact the Program through online forms, email links, or other communication tools, we may collect information such as:

• Name
• Organization
• Email address
• Phone number
• Mailing address
• Subject matter of the inquiry
• Information included in your message or form submission

The Program administers benefits and services that may involve protected health information, medical records, and other sensitive personal information. While this public website is not intended for the routine collection or transmission of such information, the Program maintains administrative, technical, and physical safeguards designed to protect sensitive information entrusted to the Program and generally follows privacy and security practices consistent with applicable legal and regulatory requirements.

Do not submit participant-specific medical, eligibility, claim, reimbursement, child, family, or other confidential or sensitive information through general website forms unless the Program expressly directs you to use that form or channel for that purpose.

Hosted Payment Page Information

The Program may provide or link to a Hosted Payment Page to support provider, assessment, or other payment-related transactions.

The Hosted Payment Page may include search, selection, and cart-style features that allow users to identify applicable payment items before being directed to a payment gateway.

Information submitted or generated through the Hosted Payment Page may include:

• Payer name
• Provider or organization name
• Contact information
• Medical license number, licensure status, or related provider/licensure information
• Search criteria, selected payment items, cart details, or payment reference information
• Payment amount
• Transaction status
• Payment confirmation information
• Technical and security information related to the transaction

Payment card, bank account, or other payment credential information may be collected and processed by a third-party payment gateway, payment processor, or financial service provider. The Program may receive transaction confirmation, payment status, and related payment records. The Program does not request or intentionally store full payment card, bank account, or other payment credential information through the Hosted Payment Page.

The Hosted Payment Page is intended for payment-related information only. Do not submit participant-specific medical, eligibility, claim, reimbursement, child, family, or other confidential or sensitive information through the Hosted Payment Page unless the Program expressly directs otherwise.

How We Use Information

The Program may use information collected through its website, Hosted Payment Page, and related online services to:

• Operate and maintain the website and online services
• Respond to inquiries and communications
• Provide public information and resources
• Support payment-related transactions
• Process, confirm, reconcile, and support payment activity
• Maintain website and payment security
• Detect, prevent, and respond to misuse, fraud, technical issues, or security concerns
• Communicate with users, providers, payers, vendors, and other stakeholders
• Support audit, accounting, recordkeeping, operational, legal, and program requirements
• Improve website content, accessibility, performance, and user experience

Information Sharing

The Program does not sell personal information.

The Program may share information as needed to carry out its statutory, operational, payment, legal, and program responsibilities, including:

• With service providers, vendors, contractors, website hosts, security providers, payment processors, banks, and support providers
• With governmental, regulatory, oversight, audit, or legal authorities as required or permitted by law
• In response to subpoenas, court orders, legal process, public records requests, audits, investigations, or other lawful requests
• To process, confirm, reconcile, support, or investigate payment-related transactions
• To protect the rights, property, security, or safety of the Program, its systems, its users, providers, payers, vendors, or others
• In aggregated, statistical, or de-identified form for reporting, analysis, operational, or public information purposes

Some information submitted to or maintained by the Program may be subject to public records, legal, audit, or oversight requirements. The Program will handle those requests consistent with applicable law and any available confidentiality protections.

Public Records and Government Operations

As a Virginia statutory entity, the Program is subject to various recordkeeping, audit, oversight, and transparency requirements. Information submitted to the Program may be maintained in accordance with applicable records retention schedules and may be subject to disclosure, review, or inspection as required by law. The Program will evaluate requests for information consistent with applicable confidentiality protections, exemptions, and legal requirements.

Cookies and Similar Technologies

The Program’s website and related online services may use cookies or similar technologies to support website functionality, security, analytics, payment workflows, and user experience.

Cookies are small files or similar technologies that may be stored on your browser or device when you visit a website. They help websites function properly, support security, improve performance, and help the Program understand how visitors use the site.

Some cookies or similar technologies may be provided by third-party service providers that support website hosting, analytics, CAPTCHA or bot-detection tools, security monitoring, web application firewall services, accessibility, or payment processing.

You may adjust your browser settings to limit, block, or delete cookies. If cookies are disabled, some website or Hosted Payment Page features may not function properly.

The Program does not use cookies to sell personal information.

Data Security

The Program maintains reasonable administrative, technical, and physical safeguards designed to protect information from unauthorized access, use, disclosure, alteration, or destruction.

No website, Hosted Payment Page, system, or method of transmission can be guaranteed to be completely secure. Users should use caution when submitting information online and should not submit confidential or sensitive information through general website forms or public payment workflows unless directed by the Program.

Data Retention

The Program retains information as needed to support website operations, payment processing, communications, audit, accounting, recordkeeping, legal, operational, and program requirements.

Records may be retained in accordance with applicable records retention schedules, legal requirements, audit obligations, litigation holds, and operational needs. Retention periods may vary based on the type of information, the purpose for which it was collected, applicable law, public records requirements, contractual obligations, audit requirements, and operational needs.

Third-Party Websites and Services

The Program’s website or online services may contain links to third-party websites, payment processors, resources, or services.

The Program is not responsible for the privacy practices, security, availability, accuracy, or content of third-party websites or services. Users should review the privacy policies and terms of any third-party websites or services they access.

Children’s Privacy

The Program’s public website and Hosted Payment Page are intended for use by adults, organizations, providers, and other authorized users. They are not directed to children or minors for independent use.

The Program does not knowingly collect personal information directly from children or minors through its public website or Hosted Payment Page. If the Program becomes aware that information has been submitted directly by a child or minor, the Program will review and handle the information as appropriate under applicable law and program requirements.

Questions or Privacy Inquiries

Questions about this Online Privacy Policy may be directed to:

Updates to This Policy

The Program may update this Online Privacy Policy from time to time. Updated versions will be posted on the Program website with a revised effective date.