Oregon Real Estate Forms, LLC
PRIVACY POLICY OF OREGON REAL ESTATE FORMS, LLC
Oregon Real Estate Forms, LLC ("OREF") operates an on line real estate forms service located at http://www.orefonline.com ("the Website"). Subscribers who otherwise qualify must pay a nominal fee to OREF and must provide information about themselves. OREF takes the privacy of our subscriber’s personal information very seriously. This Privacy Policy outlines the information that OREF may collect from subscribers and users of the Website and how we may use that information.
Definitions:
"Personal Information" is information or data about you as a user or subscriber that distinguishes who you are and is generally not otherwise available to the public. This privacy policy describes if, when and how, we may use Personal Information about subscribers and users. Information that our subscribers may have stored on the Website about their clients’ transaction, or their clients’ property or property information, or that may be included in a form stored on our Website is not included within the definition of "Personal Information" but will not, under any circumstances, be distributed by OREF to any third parties for any commercial or marketing purposes whatsoever. (See, Section 3, below.)
All references to "the Website" or "OREF websites" include all areas (public and private) of the OREF websites, including orefonline.com and all related testing and development databases.
A "Cookie" is a small amount of data, often including an anonymous unique identifier, transmitted to your browser from a website, which includes information about you and your computer. "Cookies" are stored on your computer’s hard drive. A "session cookie" is sent to the subscriber’s computer during the log-in process to the Website when the username and password is entered. With most Internet browsers, you can erase cookies from your computer hard drive, block a cookie or receive a warning before a cookie is stored. Please refer to your browser instructions or help screen to learn more about these functions.
1. OREF websites and systems covered by this privacy statement.
This privacy statement covers the OREF websites available to OREF subscribers or other users. Other computer systems are used within OREF to store information and provide services to our subscribers, including Filemaker™ (membership), BusinessWorks (accounting), and Clientele™ (support call tracking system).
2. Identification of specific information that is collected.
OREF collects and stores subscriber information including, but not necessarily limited to, such things as your personal/company name and address, preferred mailing address, phone numbers (office, home, cell, fax), e-mail addresses, subscriber membership statuses (active, terminated, etc.), related URLs, and passwords used to access the Website. Although this information is available to OREF, its employees and contractors to assure your continued security, it will not be authorized for release to, or use by, any third party.
OREF may also store records of subscriber accounts, including such things as records of attendance at OREF training classes and technical information about our subscribers to better assist them with hardware and/or software problems. If you send us correspondence, including e-mails and faxes, OREF may retain such information in the records of your account. OREF may also retain customer service correspondence and other correspondence from OREF to you.
OREF collects data from "cookies." These cookies allow OREF to recognize the same visitor viewing multiple pages on the Website during the same session. This avoids the need to logon multiple times. The functions performed on the Website are also tracked to provide usage information and assist us with development decisions. Logging out or closing the browser will expire the cookie and it will no longer be operable.
Because of the way that World Wide Web communication standards work, when you arrive at or leave an OREF website, OREF can receive the web address of the site that you came from or are going to. OREF also collects information of website pages visited while you are on OREF’s websites, the type of browser you use and times you access our Website.
3. Identification of specific information that is collected from the public and other sources and documented at the Website.
OREF subscribers have the option to create an address book entry at the Website, which by its nature contains confidential information about persons who are not OREF subscribers. OREF does not use that information for commercial purposes, and will not sell, rent or market it to any third parties.
OREF subscribers have the ability to save a completed form online at the OREF website. If subscribers save a completed form online, then the OREF website will contain the information populated on the form by the subscribers.
4. How collected information is used.
OREF is a fee-based organization which provides services to subscribing licensed real estate agents. The computer systems that collect and store subscriber information are used for billing purposes. This information is used to notify subscribers of changes to the Website, provide updated information, notification of upcoming member events, etc. Technical information collected in the call tracking system is used to determine product usage and issues, and to determine training needs and future development efforts.
From time to time OREF may use subscriber’s e-mail addresses, preferred mailing address or fax numbers to notify our members of technical problems, upcoming events, important issues, for collection of OREF fees and similar related matters. As a user or subscriber, or both, of the Website, your acceptance of the terms and conditions of use of the Website shall constitute your express consent to OREF’s use of your e-mail address, mailing address and/or fax number for the limited purposes described herein.
OREF does not sell, provide or make available any membership lists to any third parties.
Website traffic information is used only to better understand our subscribers’ preferences and to manage the load on our servers in order to improve system response time and provide you a quality experience using the Website.
5. With whom the information may be shared.
We may use or disclose Personal Information if required to do so in a good-faith belief that such action is necessary to (a) conform to applicable law or comply with legal process served on us or the Website; (b) protect and defend our rights or property, the Website or our users, and (c) act under emergency circumstances to protect the personal safety of us, our affiliates, agents, or the users of the Website or the public.
OREF shares aggregated statistical data with our business partners as well as for public relations. For example, we may disclose that a specific percentage of our users live in a particular county. However, this aggregated information is not tied to Personal Information about our members or those clients served by our members.
OREF may disclose the Personal Information we collect, as described above, to companies that perform marketing services on our behalf. However those companies are subject to confidentiality agreements with us as well as other legal restrictions that prohibit them from using the information except to market the specified OREF-related products or services.
OREF also shares Personal Information with the OREF shareholders. The OREF shareholders may use this information to market other products and services which may be of interest to you.
OREF gives access to Personal Information to those employees who need that information to provide products or services to you, or in order to do their jobs, such as fulfill customer service requests. We require our employees to protect the privacy of Personal Information about our subscribers consistent with the policies described herein.
6. What choices are available to our subscribers regarding collection, use and distribution of Personal Information?
According to the OREF Rules and Regulations and the OREF Terms of Service Agreement located on the Website, subscribers agree that OREF or its authorized affiliates may send to them communications via regular mail, electronic mail or facsimile in accordance with Section 4, above.
7. Identification of OREF security procedures that are in place to protect the loss, misuse or alternation of information under OREF control.
OREF hosts most of the systems containing personal and property information. Those systems that are not located in the OREF facilities are hosted by authorized entities that have executed an agreement with OREF specifically restricting further distribution of content
OREF employs security practices, including firewalls, fire suppression system, virus protection and disaster recovery planning. Vendor recommended patches are installed in a regular and timely manner. Physical access to the computer room is restricted to authorized personnel. Regular data backups and off site storage practices are followed. A separate facility is retained with redundant hardware to continue services in the event of a disaster.
We restrict access to your Personal Information to employees who need to know that information in order to provide products or services to you. We enforce physical and electronic measures to guard your Personal Information.
The security of your OREF account also relies on your safeguarding your own OREF private ID passwords. If you do share your passwords with a third party for any reason other than those authorized by OREF rules, that person or others may have access to your account and your personal information. This is a violation of the OREF Rules and Regulations, and, in addition to any liability you may have for the use of your password by others, you may also be fined by OREF and denied the use of its services including access to the Website. If you believe someone else has obtained access to your password, please contact OREF immediately to change your password.
8. How to correct or update personal or property information with OREF.
Personal subscriber information can be changed by written notification to OREF at the address below.
From time to time, OREF may elect to add new features to products and services provided by OREF or their authorized providers.
The OREF websites include links to some third party websites. These sites are governed by their own privacy policies, and OREF is not responsible for their operations, including but not limited to their information practices. Subscribers or users submitting information to or through these third party websites should review the privacy statement of these sites before providing them with Personal Information.
If you are no longer an OREF subscriber, your account in our database will be identified as "Terminated," but we will retain your account information in our database.
For more information about this Privacy Statement, contact OREF:
Oregon Real Estate Forms, LLC
5331 SW Macadam Ave. #207
Portland, OR 97239
503- 459-0195
9. Limitation on Damage Claims; Mandatory Arbitration.
By accepting the terms of this Privacy Policy, the user and/or subscriber agree that OREF will have no liability to you, your clients or customers, or to any other third parties in connection with any use of this Website, the Content or the Forms, in any manner whatsoever. In no event shall OREF be liable for direct, indirect, special, incidental, punitive or consequential damages, or costs or attorney fees, including, but not limited to, loss resulting from any violation of privacy rights based upon OREF’s use of any information, Personal Information or otherwise, in accordance with this Privacy Policy. In the event of any dispute between a user, subscriber and OREF, all parties agree to submit the matter to final and binding arbitration in accordance with the then-applicable rules of Arbitration Service of Portland.
By visiting or using our Website, you are accepting the practices described in our Privacy Policy. If you do not agree to the terms of this Privacy Policy, please do not use the Website and exit immediately. We reserve the right to modify or amend the terms of our privacy Policy from time to time without notice. You are encouraged to review the Privacy Policy from time to time to make sure that it does not contain any changes with which you do not agree.
Approved September 14, 2005
OREF Board of Managers