Privacy Policy

Effective and last updated: September 27, 2026.

This Privacy Policy explains how the independent Duty, Honor, Country song archive (the “Site”) handles information when you visit the Site, request protected sheet music, authorize a free lead-sheet download, or submit a reflection or comment.

Information we collect

Protected sheet-music requests. The request form collects separate first and last names, an email address, organization or ensemble, role, requested arrangement, intended use, optional event date, message, and required consent.

Free lead-sheet downloads. The download form collects separate first and last names, an email address, optional organization or ensemble, optional West Point or class connection, intended use, and required consent. The private record includes the consent wording, version, and UTC timestamp. Completing the form authorizes the Site to initiate the official PDF stream; it does not prove that a browser finished or saved the file.

Reflections and comments. The reflection form collects private first and last names, a private email address, a separate public display name, an optional West Point or class connection, the reflection, and required consent. Only the public display name, optional connection, reflection, and submission date may be published after approval.

Basic technical information. WordPress, the hosting provider, security tools, and embedded services may process information such as an Internet Protocol address, browser or device type, requested pages, referring page, and timestamps. Cookies or similar technologies may be used when necessary to operate, secure, measure, or provide embedded features on the Site.

Human verification and anti-abuse controls

Each public form uses a first-party typed question, a signed expiring token, a hidden anti-spam field, and temporary rate limits or deduplication controls. These controls are intended to reduce automated abuse; they do not prove a person’s identity. The Site does not send form information to a third-party CAPTCHA provider.

The identified lead-sheet record and aggregate human-verification statistics do not store a raw Internet Protocol address or browser user agent. Short-lived, one-way keyed values derived from network, browser, or email information may be used for rate limiting and duplicate-notice suppression and then expire. The hosting provider and security services may separately maintain ordinary server or security logs under their own practices.

How we use information

We use information to operate and secure the Site; document and serve authorized free lead-sheet downloads; understand intended uses in aggregate; review and answer sheet-music and permission requests; prepare an individualized response or quote when appropriate; moderate, publish, and preserve approved reflections; prevent spam or abuse; maintain records; respond to the person who submitted a form; and comply with legal obligations.

Notifications and archive administration

Operational notifications containing the submitted details are sent or attempted to the two designated archive stewards, Paul Lima and Howard D. “Doug” McInvale, so they can review and respond. Closely repeated lead-sheet authorizations may suppress a duplicate email notice while still creating a private record and increasing the aggregate authorization count. Reflection messages include links to the standard authenticated WordPress review, approval, spam, and trash screens; using those links may require a WordPress sign-in and confirmation. After the September 27, 2026 privacy migration, the Site’s bounded operational mail log stores only the event time, delivery handoff status, workflow kind, and a short error code, for at most 500 events. It does not duplicate names, email addresses, message text, recipient addresses, or raw transport diagnostics. Copies of notifications may remain in the stewards’ mailboxes under the applicable mailbox-retention settings.

How information is disclosed

Request and submission information may be shared with the people responsible for the music and with site administrators who need it to evaluate, moderate, fulfill, or answer the submission. Information may also be processed by service providers that host, maintain, secure, measure, or support the Site, and may be disclosed when reasonably necessary to comply with law, protect rights or safety, or investigate misuse. We do not sell or rent personal information.

Public reflections

Every reflection is held for administrator approval. An approved reflection may publicly display the submitter’s chosen public display name, optional West Point or class connection, reflection, and submission date. The private first name, private last name, and email address are used for administration and are not displayed with an approved reflection. Do not include private or sensitive information about yourself or another person in text intended for publication.

Embedded media and third-party links

The Site may link to or display content from audio, video, analytics, social-media, publication, and archival services. Those third parties may collect information under their own policies when you load, play, or follow their content. The Site does not control those third-party practices.

Retention and security

The Site keeps no more than the newest 1,000 private identified lead-sheet download records. Older identified records beyond that limit are permanently removed, while aggregate counts and a bounded timestamp-only event history may remain for reporting. The launch baseline includes 37 legacy anonymous download notices; because those notices did not collect a downloader’s identity, the Site cannot reconstruct the names or email addresses for those historical events.

Protected sheet-music requests, reflections, approved public content, and related administrative records are kept for as long as reasonably needed to evaluate or fulfill a request, administer permissions, moderate or preserve approved content, maintain security and records, and meet legal obligations. Reasonable safeguards are used, but no website, transmission, or storage system can be guaranteed completely secure.

Children

The Site is intended for a general audience and is not directed to children under 13. Please do not submit personal information for a child under 13 through the Site.

Your choices

You may browse without submitting a form. A free lead-sheet download now requires the requested information, consent, and human-verification step. To ask about information you submitted, request a correction or deletion, or raise a privacy question, use the protected-arrangement request form and write “Privacy request” in the message, or write to the mailing address below. Requests may be retained or declined where reasonably necessary for legal, security, permissions, or archival purposes.

Changes to this policy

This policy may be updated as the Site and its features change. The date at the top identifies the current version.

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