Privacy Policy & PII Protection

1. Scope and Authorization

This Privacy Policy governs the collection, processing, storage, and transmission of Personally Identifiable Information (PII) and military dependent verification records submitted through the Military Leave Coordination System. This portal operates as an authorized family readiness partner system and is not an official Department of Defense website.

2. Information Collected

To facilitate leave request coordination with military commands, the portal collects:

• Legal full name, residential address, telephone number, and email address of spouses/dependents.
• Relationship documentation (Marriage Certificates, Uniformed Services ID cards, Powers of Attorney).
• Service member unique identifiers (MIL-XXXXXX), branch, rank, and assigned unit.
• Leave coordination requests, travel dates, physical destinations, and emergency contact details.
• Supporting emergency documentation (physician letters, hospital admission statements, bereavement notices).

3. Row Level Security & Encryption

All records are stored in PostgreSQL databases protected by Row Level Security (RLS) policies. Sensitive documents are stored in private, non-public storage buckets and accessed exclusively through short-lived (60-300 second) signed URLs accessible only by authorized administrators holding explicit verification permissions.

4. Data Retention & Account Deactivation

Due to legal hold and military readiness audit compliance standards, records are maintained according to contracting retention schedules. Inactive accounts are deactivated rather than destructively purged to preserve chain-of-custody audit logs for formal military inquiries.

5. Contact Information

Inquiries regarding data protection, privacy rights, or records deactivation requests may be directed to support@militaryleave-portal.org.