NCTP Referral System Privacy Statement

Last updated: September 9, 2026

Scope

The National Caregiver Training Program Referral System, referred to as the “NCTP Portal,” supports caregiver training referrals, enrollment, coordination, communication, and completion tracking for the U.S. Department of Veterans Affairs (VA) Caregiver Support Program.

VA owns and controls the information maintained in the NCTP Portal. TechWerks, LLC operates and supports the Portal under contract with VA and may access information only as necessary to provide authorized services.

This statement supplements the VA Website Privacy Policy.

Authority

VA collects and maintains this information under the Caregivers and Veterans Omnibus Health Services Act of 2010, Public Law 111-163; 38 U.S.C. § 1720G; 38 CFR Part 71; and the Privacy Act of 1974, 5 U.S.C. § 552a.

Records are maintained consistent with the VA system of records notice titled Caregiver Support Program, Caregiver Record Management Application, 197VA10, as applicable.

Information the NCTP Portal Collects

The Portal may collect and maintain the following information:

Caregiver and Veteran referral information

Caregiver and Veteran names and associated referral or CARMA identifiers
Caregiver contact information, including mailing address, telephone number, and email address
Caregiver relationship or role
Preferred language, training format, delivery method, and accessibility needs
Referring VA facility, VISN, Caregiver Support Program team, and referring staff member
Referral, enrollment, prior-training, completion, withdrawal, certificate, and delivery status
Communications, service requests, referral comments, and administrative notes needed to coordinate training

Authorized Portal-user information

Name, VA or contractor business email address, organization, facility, and assigned role
Access permissions and enterprise sign-in identifiers
Records of actions taken within the Portal

Information collected automatically

Internet Protocol address
Browser, device, and operating-system information
Date and time of access
Pages accessed and actions performed
Session, authentication, error, audit, and security logs
Session cookies necessary for authentication, navigation, and system security

The Portal uses VA enterprise authentication. It does not store the password used to access the VA sign-in service.

The NCTP Portal is not designed to collect Social Security numbers, financial-account information, or clinical treatment information. Users must not enter this information into comments or other fields unless specifically directed through a VA-approved process.

Why VA Collects This Information

VA collects the information necessary to:

Create, process, and manage caregiver training referrals
Enroll caregivers in the appropriate training
Provide training in the requested language and format
Mail or electronically deliver authorized training materials
Communicate with caregivers and authorized VA personnel
Identify duplicate or previous referrals and appropriately process re-referrals
Track training progress, completion, withdrawals, and certificates
Respond to support requests and resolve delivery or enrollment issues
Produce authorized program, workload, performance, and compliance reports
Evaluate and improve program operations
Maintain system security, investigate incidents, and prevent unauthorized access or misuse
Meet applicable legal, contractual, records-management, audit, and oversight requirements

How VA Uses and Shares Information

Information is available only to authorized VA personnel and contractors whose official duties require access. This may include TechWerks and VA-authorized service providers that support learning management, electronic communications, cloud hosting, printing, mailing, system maintenance, security, or related program operations.

Only the information necessary to perform the authorized service is provided. Contractors and service providers must protect the information in accordance with applicable federal requirements and their agreements with VA.

VA may also disclose information when permitted by the Privacy Act and the routine uses published in the applicable system of records notice. Examples include disclosures necessary for authorized program administration, records management, legal proceedings, law enforcement, oversight, research, congressional inquiries made at an individual’s request, or response to a suspected or confirmed data breach.

VA and TechWerks do not sell, rent, or use Portal information for advertising or commercial marketing.

Voluntary Disclosure and Effect of Not Providing Information

For caregivers and Veterans, providing information is voluntary. However, VA may be unable to create or process a referral, enroll a caregiver, deliver training materials, communicate about the referral, or verify training completion if required information is not provided.

Authorized VA and contractor personnel may be required to provide business-identification and authentication information as a condition of obtaining Portal access and performing their official duties.

Security and Retention

The NCTP Portal uses administrative, technical, and physical safeguards appropriate for VA information, including access controls, multifactor authentication, role-based permissions, encryption, audit logging, monitoring, and account deactivation.

Information is retained and disposed of according to National Archives and Records Administration-approved VA records schedules and the applicable VA system of records notice. Records governed by 197VA10 are scheduled for destruction 75 years after enrollment.

Accessing or Correcting Your Information

You may request access to or correction of a VA record about you in accordance with the Privacy Act. Instructions are available through the VA Privacy Service or from the Privacy Officer at your nearest VA facility.

To report a privacy concern, contact:

Veterans Health Administration Privacy Office
VACOVHAPrivIncoming@va.gov
VA Privacy Service
PrivacyService@va.gov
202-273-5070

Additional instructions are available on the VA privacy complaint page.

Changes to This Statement

VA may update this statement when Portal functions, information practices, legal requirements, or applicable system documentation change. The current version and revision date will be posted on the NCTP Portal.