Military Veterans Motorcycle Association (MVMA)

Effective Date: October 9, 2026

We are committed to respecting and protecting the privacy of our members, applicants, and website visitors. We recognize that personal information and military service documentation must be handled with care, confidentiality, and respect.

This Privacy Policy explains what information we collect, how it is used, who may access it, and how we protect and retain it.

When individuals visit our website, contact the association, or submit a membership application, we may collect:

• Full name, mailing address, telephone number, and email address
• Military service information relevant to membership eligibility
• Requested membership category
• Membership application information
• Military verification documents, when required
• Information voluntarily submitted through website forms or correspondence

We collect personal information for legitimate association purposes, including processing membership applications, verifying eligibility, maintaining membership records, and communicating with members.

To verify eligibility for certain membership categories, the MVMA may request documentation such as a DD Form 214 (DD-214), accepted VA identification or benefit documentation, or other approved proof of military service.

These documents are requested solely for the purpose of verifying military service and membership eligibility.

Our verification procedures include:

• Restricted Access: Military verification documents are submitted through Jotform, our designated online application system. Access to the association's Jotform account is currently restricted to one authorized membership verification representative.
• Confidential Review: Submitted documents are reviewed only for membership eligibility verification.
• Document Deletion: Once military service has been verified, the uploaded DD-214 or accepted VA documentation is deleted from the MVMA's active Jotform records. The membership application itself is retained as part of the association's official membership records.
• Limited Retention: The MVMA may retain confirmation that military service was verified without retaining the original verification document in its active membership records.
• No Unnecessary Distribution: Military verification documents are not routinely shared with association officers, chapter representatives, or other members.

Applicants are strongly encouraged to redact Social Security numbers and other sensitive information not necessary to establish membership eligibility before uploading documents.

The MVMA uses Jotform to collect and process online membership applications.

Application information and uploaded documents are processed and stored through Jotform's systems while necessary for application administration and verification.

Although access to the MVMA's application account is restricted, Jotform may process or retain information in accordance with its service agreements, privacy policies, security procedures, and applicable laws.

Deletion from the MVMA's active records does not necessarily mean immediate deletion from all third-party backups or recovery systems.

Personal information may be used to:

• Review and process membership applications
• Verify eligibility for membership
• Maintain accurate membership records
• Communicate association news, activities, and events
• Coordinate volunteer and community activities
• Administer association programs and services
• Fulfill applicable legal and organizational obligations

The MVMA does not sell or rent applicants' or members' personal information.

The MVMA respects the confidentiality of personal information.

Information may be made available to authorized association personnel when reasonably necessary to administer membership, communicate with members, or conduct legitimate association business.

Information may also be processed by service providers supporting our website, online applications, and other association services.

We may disclose information when required by applicable law or lawful legal process.

Military verification documents are subject to additional access restrictions and are not distributed as part of routine membership administration.

The MVMA recognizes the importance of protecting personal information belonging to youth members and applicants.

For membership categories involving individuals under 18 years of age, the association seeks appropriate parent or legal guardian involvement and consent.

Information concerning youth applicants is collected and used only for legitimate membership administration, eligibility verification, program participation, safety, and related organizational purposes.

Access to youth information is limited to authorized individuals with a legitimate need for that information.

The MVMA is committed to handling youth information in accordance with applicable privacy and child-protection requirements.

The MVMA takes reasonable administrative and technical precautions to protect personal information against unauthorized access, disclosure, alteration, or misuse.

These precautions include restricting access to sensitive verification documents, limiting unnecessary collection and retention, and using designated online application services.

While we strive to protect personal information, no internet-based system or method of electronic storage can be guaranteed completely secure.

The Military Veterans Motorcycle Association (MVMA) is committed to protecting personal information while maintaining accurate membership records.

Military Service Verification Documents

Military verification documents, including DD-214s and accepted VA documentation, are used solely to establish eligibility for membership.

Once military service has been verified, the submitted verification document is deleted from the MVMA's active Jotform records. Copies may remain temporarily in third-party backup or recovery systems according to the service provider's retention procedures.

The MVMA does not retain copies of military verification documents in its active membership files after verification is complete.

Membership Applications and Records

Membership applications are retained as part of the association's official membership records.

These records may include:

• Applicant's name and contact information
• Membership category
• Relevant application details
• Confirmation of military service verification, when applicable
• Membership status and administrative information

Membership records are maintained for legitimate organizational purposes and are accessible only to authorized individuals who require the information to perform their association responsibilities.

Our Commitment

The MVMA strives to collect only the information necessary for membership administration and to limit the retention of sensitive personal documents whenever possible.

Members and applicants may contact the MVMA to:

• Request information about personal records maintained by the association
• Request corrections to inaccurate information
• Request deletion of information no longer required for legitimate organizational or legal purposes
• Ask questions about how their personal information is handled

Requests will be reviewed in accordance with applicable law and the association's recordkeeping responsibilities.

Our website may contain links to external websites, application services, donation platforms, or other third-party resources.

These services may maintain their own privacy policies and information-handling procedures.

The MVMA encourages visitors to review the privacy practices of external services before submitting personal information.

The MVMA may update this Privacy Policy as our services, membership procedures, technology, or applicable legal requirements change.

Updates will be published on our official website with a revised effective date.

For questions, concerns, or requests regarding this Privacy Policy or the handling of personal information, please contact:

Military Veterans Motorcycle Association (MVMA)

Email: secretary@mvmassoc.com

Website: https://mvmassoc.com

The Military Veterans Motorcycle Association is committed to protecting the privacy of those who have served, those who continue to serve, and the families who stand beside them.