Care Essentials Data Retention & Access Policy
Warrior Excel’s Care Essentials program is designed to minimize the amount of personal information retained, limit access to people who need it for program operations, and remove or de-identify information when it is no longer reasonably necessary.
Access Control
Access to identifiable Care Essentials records should be restricted to authorized administrators and personnel whose role requires it. Sponsor and marketing workflows should not receive detailed applicant records. Administrative access should use individual accounts, appropriate permissions, strong authentication, and available security controls.
Data Separation
Basic communication information may be maintained in the CRM when needed for program communications. Application status, product fulfillment, shipping information, and TENS training status should remain in the operational program record and should not be copied into general marketing lists. Optional marketing consent should be recorded separately.
Retention Principle
Identifiable information should be retained only for the period reasonably necessary for active review, fulfillment, support, program integrity, accounting or reporting obligations, dispute handling, and applicable legal requirements. Warrior Excel will establish a documented retention schedule before accepting live applications and will review that schedule periodically.
Shipping Information
A full shipping address should not be requested during initial screening when it is not yet needed. It should be collected only after approval or at the fulfillment stage, disclosed only to authorized fulfillment providers as necessary, and deleted or restricted according to the program’s adopted retention schedule.
Deletion, Correction & De-identification
When operationally and legally appropriate, unnecessary identifiable information should be deleted, corrected on request, or converted to aggregated or de-identified program statistics. Backups, fraud-prevention records, accounting records, and records subject to legal preservation requirements may require different retention treatment.
Incident Handling
Suspected unauthorized access, disclosure, loss, or misuse of Care Essentials information should be documented, contained, investigated, and escalated promptly under an incident-response procedure, including any legally required notifications.
Program notice: These program controls support responsible administration and do not create a guarantee of legal or regulatory compliance. Warrior Excel should periodically review these practices with qualified privacy, security, and legal professionals as the program, vendors, and applicable laws change.