Privacy Policy

Effective date: 10/28/2026 | Last updated: 10/28/2026

1. Who we are and what this policy covers

VETS: Veterans Exploring Treatment Solutions, Inc. (“VETS,” “we,” “us”) is a United States nonprofit organization exempt from federal income tax under Section 501(c)(3) of the Internal Revenue Code (Tax ID 84-1956561). We help veterans access treatment and lifelong support. Our main website is vetsolutions.org.

This policy explains what personal information we collect, why we collect it, who we share it with, and the choices you have. It covers:

• joinvets.org, including our campaign pages and the online auction at joinvets.org/auction;
• the online charity auction of a 2026 Harley-Davidson 250th Anniversary Super Glide, No. 1776 of 2,500, and the collector items included with it (the “Auction”), which opens on November 5, 2026 at 8:00 a.m. Central Time and closes on December 12, 2026 at 8:00 a.m. Central Time, subject to the extended bidding described in our Terms of the Auction;
• the donation form on our campaign pages, including donations made by bidders;
• the “Want updates on the Harley auction?” signup form; and
• the emails and text messages we send in connection with any of the above.

Our main website, vetsolutions.org, has its own privacy policy.

Separate Terms of the Auction govern bidding, payment, delivery and the sale itself. This policy covers information only.

2. The short version

• We collect what we need to run a fair auction, process donations, deliver the motorcycle, and keep you updated if you ask us to.
• We never see or store your full credit card number. Card details go directly to our payment processor, Stripe.
• We do not sell, rent, trade, or share your personal information with other organizations for their own marketing. That includes your mobile number and your text-message consent.
• We do not share bidder or donor information with Harley-Davidson Motor Company, its affiliates, or its dealers, except as needed to transfer title or the factory warranty to the winning bidder.
• Registering to bid lets us email you about your bids, the Auction, and VETS marketing emails. It does not sign you up for VETS marketing SMS text messages. SMS marketing text messages are a separate checkbox which you can decide to opt into. You can say no and still bid.
• Some auction activity is public, including bid amounts. Section 7 explains exactly what others can see.
• You can ask to see, correct, or delete your information by emailing info@vetsolutions.org.

3. Information we collect

What we collect depends on how you take part.

a) Everyone who visits our pages

When you visit joinvets.org, your browser automatically sends some technical information. This includes your IP address (a number identifying your internet connection), your browser and device type, the pages you view, the site that referred you, and the date and time. Our hosting provider and our analytics tools receive this, as described in Section 11.

b) If you sign up for Auction updates

If you use the “Want updates on the Harley auction?” form, we collect your email address and mobile number, plus a record of which updates you agreed to receive, and when.

c) If you register to bid

To create a bidding account we collect:

• your name, email address, phone number, and postal address;
• a username and password (your password is stored in scrambled, “hashed” form, so nobody at VETS can read it);
• account settings such as time zone and language;
• your choice on the optional text-message consent box

To approve you to bid, we ask you to enter a payment card. Section 8 explains what happens to it.

Our Terms of the Auction let us ask for identity verification before we accept bids or complete a sale. If we do, we will tell you what we need and why. We also check that bidders are not VETS directors, officers or employees, who are not permitted to bid.

d) When you bid

We collect your bids (amount, date and time), whether you set an automatic or maximum bid, the notifications sent to you, and records of activity in your bidding account such as sign-ins and invoices viewed.

e) If you win

If you are the winning bidder, we collect what we need to take payment, transfer ownership, and deliver the motorcycle. That includes:

• invoice and payment records. Payment in full is due within 72 hours of notification, by wire transfer or ACH transfer. Section 8 explains how each method is handled;
• the delivery address you give us, and a contact phone number for the delivery company;
• your signature on the delivery receipt;
• the information required for the bill of sale, the title or certificate of origin, and the federal odometer disclosure statement, which includes your printed name, address and signature; and
• Identity documents needed to transfer the title, such as a copy of your driver’s license.

f) If you do not complete a purchase

If a winning bidder does not pay on time, we keep a record of that, because our Terms of the Auction let us disqualify a non-paying bidder from future VETS auctions. We also keep the bid history so that we can offer the motorcycle to the next highest bidder.

g) If you donate

If you donate on our campaign pages, your donation is made through a donation form provided by GoFundMe Pro (formerly Classy). The form collects your name, email address, billing address, donation amount and payment details. We receive your name, contact details, donation amount and date, so that we can thank you, send your tax receipt, and keep accurate records.

h) If you contact us

If you email, call or write to us, we keep your message and your contact details so that we can respond.

i) Information from other sources

We may combine the information above with information we already hold about you in our donor records, for example if you have supported VETS before.

What we do not collect

We do not ask for Social Security numbers. We do not ask about your health, medical history, or military service records in connection with the Auction, the donation form, or the signup form.

4. How the Auction works behind the scenes

We want to be straightforward about how the Auction is built, because it is unusual.

The Auction runs on software provided by Bidlogix Ltd, a company registered in England and Wales and based in Brighton, United Kingdom. That software is installed directly onto our own web page. That means you stay on joinvets.org the whole time: browsing, registering, bidding, and checking whether you have been outbid. You are never sent to another company’s website, and you will not see another company’s name on the page.

Behind the scenes, the information you enter in the Auction — your account details, your bids, and your invoices — is stored on Bidlogix’s servers in the United Kingdom on our behalf. Section 12 explains what that means for you.

Bidlogix is our service provider. It holds and processes this information so that it can run the Auction for us, under our instructions and under a written agreement with us. VETS decides how this information is used. Bidlogix’s own privacy policy is linked in Section 9.1.

We copy Auction and donation records into our own systems — our donor database and HubSpot, our email platform — so that we can manage the Auction, send receipts, honor your communication choices, and keep required records.

5. How we use information

We use personal information to:

• run the Auction: create and secure your bidding account, confirm you are eligible to bid, approve you to bid, record and display bids, tell you when you have been outbid, determine the winner, issue invoices, and arrange delivery;
• complete the sale: take payment, prepare the bill of sale, title paperwork and odometer disclosure, and meet state titling and registration requirements;
• contact the next highest bidder if a winning bidder does not pay, as our Terms of the Auction permit;
• process donations and send tax receipts and acknowledgments;
• send you the communications you asked for (see Section 6);
• prevent fraud and protect the integrity of the Auction: verify bidders, detect fake or abusive accounts, record non-payment, and resolve disputes;
• understand and improve our website and campaign, using analytics (see Section 11);
• keep accurate records and meet our legal, tax, audit and charitable reporting obligations; and
• thank and recognize supporters, subject to your privacy preferences (see Section 7).

We do not use automated decision-making that has legal or similarly significant effects on you.

6. Emails and texts: what you agreed to, and how to stop

Different messages rely on different permissions. We keep them separate.

A few important points:

• Agreeing to receive text messages is never a condition of bidding or donating. Message and data rates may apply to texts, and your mobile carrier is not responsible for delayed or undelivered messages.
• We do not share your mobile number or your text-message consent with any third party or affiliate for their marketing or promotional purposes. We share it only with the service providers who help us send our own messages.
• If you opt out of one kind of message, we will honor it promptly and within the time the law requires. If you tell us to stop all messages, we will stop all of them. You may still receive service emails about an open invoice or a winning bid.
• Some auction service emails may include a short note about other ways to support VETS. That note will not change what the email is for, and it will not sign you up for marketing.

7. What is public on the Auction

Auctions are public by nature, so please know what others can see.

Bid history. The Auction page shows bid activity, including bid amounts, times, and approximate city or region of the bidder. Your full name, email address, phone number and postal address are not shown publicly.

Bids cannot be withdrawn. Under our Terms of the Auction, every bid is a binding offer. That is one reason the bid record stays visible for the rest of the Auction.

Choose your username carefully. We cannot change your username once you have created it. If you would rather not be recognizable to other bidders, choose a username that does not contain your real name.

The winning bid. We may announce the final winning amount publicly. We will not publicly name the winning bidder without their permission.

Donor recognition. We may thank supporters by name in campaign materials or our annual report. If you would prefer to remain anonymous, tell us at info@vetsolutions.org or use the anonymity option on the donation form, and we will honor it.

8. Payment information

Card verification when you register

To approve you to bid, we ask you to enter a payment card. The card form is provided by our payment processor, Stripe, and your card number goes directly to Stripe. VETS never sees or stores your full card number or security code.

Stripe places a small temporary authorization of $1.00 on your card to confirm it is valid. This is a hold, not a charge. Your card issuer releases it according to its own process.

We keep only limited card information, such as the card brand, the last four digits, and a reference code (a “token”) that identifies the card to Stripe. A token cannot be used to recover your card number.

Paying for a winning bid

Payment in full is due within 72 hours of notification. Two methods are accepted: wire transfer and ACH transfer. Winning bids cannot be paid by card.

By wire transfer. A wire is arranged directly with VETS staff and does not involve the Auction system at all. You send the payment from your bank to ours. We do not ask for, receive or store your bank account number.

By ACH transfer. An ACH transfer is also arranged directly with VETS staff, outside the Auction system. You send the payment from your bank to ours, and we do not ask for, receive or store your bank account number.

A warning about payment instructions. We will never ask you to send bank details by unencrypted email, and we will always confirm wire or transfer instructions with you by telephone before you send money. If you receive payment instructions that appear to come from VETS and you were not expecting them, or if instructions you already have appear to change, stop and call us before acting on them.

Donations

Donations made on our campaign pages are processed by GoFundMe Pro and its payment processor. VETS does not receive your full card or bank account number.

9. Who we share information with

We share personal information only as described here, and only so that these companies and organizations can provide services to us.

We name the companies you deal with directly — the ones whose forms you fill in or whose name you will see. For our internal tools we describe what each one does rather than naming the product, which is a security practice rather than a reluctance to tell you. If you would like the name of any specific service provider, email info@vetsolutions.org and we will tell you.

Harley-Davidson. Harley-Davidson Motor Company, Inc., its affiliates and its dealers are not sponsors, partners, administrators or operators of this Auction. VETS owns the motorcycle and runs the Auction. We do not share bidder, donor or subscriber information with Harley-Davidson, its affiliates or its dealers, except as needed to transfer title or the factory warranty to the winning bidder.

Other situations. We may also disclose information:

• when required by law, for example in response to a subpoena, a tax audit, or a request from a state charity regulator;
• to protect the rights, safety or property of VETS, our supporters or others, including to investigate fraud;
• to our professional advisors — accountants, auditors and attorneys — under confidentiality obligations; and
• if VETS ever merges with or transfers its operations to another charitable organization, in which case this policy would continue to protect your information.

9.1 Privacy policies of the companies we name

This policy describes what VETS does with your information. Each company named above handles information under its own privacy policy, which we do not control and which may change. If you want to know how any of them handles information, read their policy directly:

• Bidlogix Ltd — https://support.bidlogix.com/en/articles/5639375-privacy-policy
• GoFundMe Pro — https://pro.gofundme.com/c/legal/privacy-notice/
• Stripe — https://stripe.com/privacy
• HubSpot — https://legal.hubspot.com/privacy-policy
• Google — https://policies.google.com/technologies/partner-sites

10. What we do not do

• We do not sell your personal information.
• We do not rent, trade or exchange our donor, bidder or subscriber lists with other organizations.
• We do not share your mobile number or your text-message consent with third parties for their marketing.
• We do not share bidder or donor information with Harley-Davidson or its dealers for any marketing purpose.

11. Cookies, analytics and advertising

What cookies are. Cookies are small files a website stores in your browser so that it can remember things, such as keeping you signed in.

Cookies and similar tools on our pages:

• Essential cookies. The Auction uses a sign-in cookie so that you stay signed in while you bid. The Auction will not work properly without these.
• Analytics. We use Google Analytics 4 to understand how people find and use our pages. The Auction is set up to send certain auction activity to our own Google Analytics account, including page views, registrations, sign-ins, and bid events with the bid amount, along with a random account identifier for signed-in users. That identifier is a code, not your name or email address. We use this to measure the campaign.
• Usage statistics sent to Bidlogix. The Auction software can send usage statistics back to Bidlogix. See Bidlogix’s privacy policy, linked in Section 9.1, for how they use it.
• Donation form. The GoFundMe Pro donation form may set its own cookies.
• Advertising. We use advertising tools (from Meta & Google Ads) to show VETS ads to people who have visited our pages and to measure whether our ads work. These tools may collect information about your visits to our site and to other sites.

Your choices. You can block or delete cookies in your browser settings, but parts of the Auction may stop working. You can opt out of Google Analytics using Google’s browser add-on. Some browsers send “Do Not Track” signals. Because there is no common standard for them, our site does not respond to them.

12. Where your information is stored, including outside the United States

VETS is based in the United States, and most of our systems store information in the United States.

Auction information is stored in the United Kingdom. Bidlogix is a United Kingdom company, and the servers holding your Auction account, your bids and your invoices are located in the United Kingdom. Bidlogix staff in the United Kingdom may access that information in order to provide technical support to us.

This means that if you register to bid, your Auction information will be transferred to and stored in the United Kingdom. Bidlogix holds that information as our service provider, on our behalf and under our instructions.

We also copy Auction records back into our systems in the United States, so that we can issue receipts, honor your communication choices, and keep accurate records.

The Auction is open only to residents of the United States, under our Terms of the Auction. If you visit our pages from another country, the information described in Section 3(a) will be processed in the United States and, for Auction pages, in the United Kingdom.

13. How long we keep information

We keep personal information only as long as we need it for the purposes in this policy, or longer where the law requires.

• Donation and winning-bid records, including receipts, invoices and payment records: generally 7 years after the transaction, to meet tax, audit and charitable reporting requirements.
• Sale, title and delivery records, including the bill of sale, the odometer disclosure statement and the signed delivery receipt: 5 years after the sale.
• Bidder account and bid records: 2 years after the Auction closes, so that we can resolve disputes and keep an accurate record of the Auction. After that, we will remove your personal details from the Auction system. The bid record itself remains as part of the Auction’s history, with no name attached to it.
• Records of non-payment: 2 years after the Auction closes, so that we can apply the disqualification described in our Terms of the Auction.
• Marketing contacts: until you unsubscribe, or until we determine that you are no longer engaged. We keep a record of opt-outs so that we can continue honoring them.
• Consent records — what you agreed to and when: for as long as we rely on that consent, plus 4 years.
• Analytics data: according to our Google Analytics retention setting of 14 months.

14. How we protect information

We use reasonable administrative, technical and physical safeguards designed to protect personal information. These include encrypted connections on our pages, limiting access to the staff and vendors who need it, choosing vendors with established security programs, and confirming payment instructions by telephone before any large payment is sent or received. Payment cards are handled by Stripe and by GoFundMe Pro rather than stored by VETS.

No website, database or email system is completely secure, and we cannot guarantee the security of information sent over the internet. If we learn of a security incident affecting your personal information, we will notify you and the relevant authorities as required by applicable law.

15. Your choices and rights

For everyone. Whatever state you live in, you may ask us to:

• tell you what personal information we hold about you and give you a copy;
• correct information that is wrong;
• delete your information. We may need to keep certain records, such as donation receipts, sale documents and winning-bid records, to meet legal requirements, and we will tell you if that applies;
• stop marketing emails or text messages at any time; and
• not be recognized publicly as a donor or a bidder.

How to ask. Email info@vetsolutions.org with “Privacy Request” in the subject line, or write to us at the address in Section 20. To protect you, we will verify your identity before acting on a request, usually by confirming details from your account or by contacting you at the email address on file. You may use an authorized agent, and we will ask them for proof of your permission. We aim to respond within 45 days.

If you disagree with our response, you can ask us to reconsider by replying to our decision with “Appeal” in the subject line. We will respond to appeals within 60 days. If you live in a state that gives you a legal right to appeal and you remain unhappy, you may contact your state Attorney General.

If you live in a state with a consumer privacy law. Residents of some states, including Colorado, Delaware, Maryland, Minnesota, New Jersey and Oregon, may have additional legal rights. These can include the right to opt out of the sale of personal data, of targeted advertising, and of certain profiling, and in some states the right to request a list of the third parties we have disclosed data to. We do not sell personal data. To opt out of targeted advertising, email info@vetsolutions.org. We will not discriminate against you for exercising any privacy right.

16. Who may take part, and children’s privacy

Under our Terms of the Auction, you must be at least 18 years old and a resident of the United States to register or bid. Donations are also intended for adults.

Our pages are not directed to children, and we do not knowingly collect personal information from anyone under 13. If you believe a child has given us personal information, contact info@vetsolutions.org and we will delete it.

17. Links to other websites

Our pages link to other websites, including vetsolutions.org and social media. Their privacy practices are governed by their own policies, not this one.

18. Changes to this policy

We may update this policy. When we do, we will change the “Last updated” date at the top. If we make a significant change to how we use personal information we have already collected, we will notify you by email or with a prominent notice on our site before the change takes effect. Where the law requires it, we will ask for your consent.

19. Accessibility

If you need this policy in another format, contact info@vetsolutions.org.

20. Contact us

VETS: Veterans Exploring Treatment Solutions, Inc.

Attn: Privacy

MAILING ADDRESS: P.O. Box 92040, Southlake, TX 76092

Email: info@vetsolutions.org (please put “Privacy” in the subject line)