Roy E. Davis VFW Post 2375
Effective Date: 01 September 2026
Last Updated: 01 September 2026
Roy E. Davis VFW Post 2375 (“the Post,” “we,” “us,” or “our”) is a chartered subordinate unit of the Veterans of Foreign Wars of the United States, operating in Kingsville, Texas under District 6, Department of Texas. This Privacy Policy explains how we collect, use, share, protect, and retain the personal information of our members, donors, volunteers, and website visitors, and how that information relates to the records maintained by VFW National Headquarters.
This policy applies to www.vfw2375.org and any related Post documents, forms, donation tools, membership systems, and social media pages.
Our Relationship to VFW National, Department, and District
Roy E. Davis VFW Post 2375 does not operate independently. We are governed by the VFW Congressional Charter, National Bylaws, and Manual of Procedure, and we report through District 6 to the Department of Texas and VFW National Headquarters. This structure directly affects how your information is handled:
- National Headquarters maintains the official Online Membership System (OMS), the system of record for membership status and dues.
- Department of Texas and District 6 review our governing policies and receive periodic reports confirming that member and donor information is being handled appropriately.
- Post 2375 is your local point of contact and the day-to-day custodian of your information — collecting it, entering it into the national system, and keeping it secure.
Because of this structure, some information you provide to the Post (such as membership applications and dues) is also recorded in VFW’s national membership system, in addition to being kept in our local Post records.
Information We Collect
We may collect personal information that you voluntarily provide through membership applications, event registrations, donations, newsletter sign-ups, volunteer forms, service requests, surveys, and social media interactions, including:
- Name, mailing address, email address, and phone number
- Military branch and dates of service
- Post membership number and volunteer or committee roles
- Donation amount, payment method (processed by a third-party payment processor), and donor designation
- Information submitted to support a requested service (for example, funeral honors or a benefits referral), which may include discharge status, next-of-kin details, or other service records you choose to share
- Event photos or video used for Post publicity
- Standard website technical data (IP address, browser type, pages visited)
How We Verify Veteran Eligibility
Membership in the VFW is based on honorable service and specific service criteria set by the National Bylaws. Proof of eligibility may include a DD-214, a Purple Heart certificate, a Leave and Earnings Statement showing qualifying pay, or similar documentation. This information is:
- Collected only to confirm eligibility for membership or office
- Stored separately from general Post communications, with access limited to the Post Adjutant, Quartermaster, Commander, and Membership Committee
- Never shared outside the official VFW reporting chain (Post → District 6 → Department of Texas → National Headquarters) without your consent, except as required by VFW governing documents or law
How We Use Your Information
We use personal information to:
- Administer membership and verify Veteran eligibility
- Coordinate requested veteran services, such as honor guard requests or benefits referrals
- Process and acknowledge donations and maintain required financial records
- Send newsletters, event invitations, and advocacy communications
- Operate and improve our website and social media presence
- Meet legal, tax, and VFW reporting obligations, including the reports we provide to District 6 and Department of Texas leadership
We do not sell your personal information. We may share it with service providers who support our operations (such as website hosting, payment processing, or email delivery) under agreements that limit their use of your data to providing those services, and with VFW District, Department, and National leadership as required by VFW governing documents.
Donations
Donation transactions are processed through a third-party payment processor. We retain records of the donation amount, date, and designation for financial reporting and tax purposes. We do not store full payment card numbers.
Texas Privacy Notice
The Texas Data Privacy and Security Act (TDPSA) took effect July 1, 2024. Nonprofit organizations like Roy E. Davis VFW Post 2375 are exempt from the Act’s requirements. Even though the law does not require it of us, we choose to give Texas residents the following options on a voluntary basis:
- Confirm whether we are processing your personal information
- Access the information we hold about you
- Correct inaccurate information
- Request deletion of your information, subject to our recordkeeping obligations
- Request a copy of your information in a portable format
You can exercise any of these options using the contact information below. We do not sell personal information or use targeted advertising.
Data Security
We use reasonable safeguards to protect your information, including restricted access to membership and eligibility files, secure storage, and vetted third-party service providers. No method of storage or transmission is completely secure, and we cannot guarantee absolute security.
Data Retention
We retain personal information only as long as reasonably necessary: membership and eligibility records for the duration of membership plus three years; donation and financial records for seven years, consistent with nonprofit recordkeeping requirements; and other records as needed for legal compliance and Post operations.
Third-Party Service Providers
Any vendor that processes member or donor information on our behalf — such as a payment processor, email platform, or website host — does so under a written data processing agreement that limits their use of your information and requires them to notify us promptly of any security incident.
Children’s Privacy
This website is not directed to children under 13, and we do not knowingly collect personal information from children under 13 without appropriate parental or guardian involvement.
Changes to This Policy
We may update this Privacy Policy from time to time. Material changes will be posted on this page with a new effective date. This policy is reviewed on a regular cycle in coordination with District 6 and Department of Texas leadership.
Contact Us
If you have questions about this Privacy Policy or would like to exercise any of the options described above, contact:
Roy E. Davis VFW Post 2375
P.O. Box 1062, Kingsville, TX 78364
info@vfw2375.org
361-355-9138
For requests related to a specific veteran service i.e. Honor Guard Requests, contact vso@vfw2375.org.