Privacy Policy

PRIVACY POLICY 

Timberline Property Management Group LLC 

Effective Date: January 16, 2025

1. Introduction and Scope

Timberline Property Management Group LLC, a limited liability company organized and existing under the laws of the State of Oregon ("Company," "we," "us," "our," or "Timberline") is committed to protecting the privacy, confidentiality, and security of personal information in its possession and under its control. This Privacy Policy ("Policy") sets forth the Company's practices and procedures regarding the collection, use, disclosure, and safeguarding of personal information and other data collected from visitors, users, clients, and other individuals who access, interact with, or use the website located at www.timberlinepmg.com (the "Site") and all related services, features, and content offered through the Site or otherwise in connection with the Company's property management services and business operations (collectively, the "Services"). This Policy applies to all processing of personal information by the Company, whether collected online through the Site, offline through direct interactions, or through third-party sources. The Company reserves the right to modify this Policy at any time in its sole discretion, and such modifications shall become effective upon posting to the Site. Continued use of the Site or Services following any such modification shall constitute acceptance of the modified Policy. Users are encouraged to review this Policy periodically to remain informed of the Company's current privacy practices. If you do not agree with the terms and conditions set forth herein, you should immediately discontinue your use of the Site and Services.

2. Definitions

For purposes of this Policy, the following terms shall have the meanings ascribed to them: (a) "Personal Information" means any information that identifies, relates to, describes, or could reasonably be linked with a particular individual or household; (b) "Processing" or "Process" means any operation performed on personal information, including but not limited to collection, recording, organization, storage, adaptation, retrieval, consultation, use, disclosure, transmission, or erasure; (c) "Service Providers" means third parties that Process personal information on behalf of the Company pursuant to a contract or other arrangement; (d) "Business Days" means Monday through Friday, excluding federal holidays; and (e) "Sensitive Personal Information" means personal information concerning racial or ethnic origin, religious beliefs, political affiliations, union membership, genetic data, or health information.
 

3. Information We Collect
 

3.1 Information Provided Directly by Users

 The Company collects personal information that users, clients, prospective clients, and other individuals voluntarily provide in connection with their use of the Site or Services. Such voluntarily provided information may include, without limitation: (a) Contact Information, including but not limited to full legal name, residential address, mailing address, email address, telephone number(s), and other contact details; (b) Account Information, including username, password, security questions and answers, and authentication credentials; (c) Professional and Business Information, including company name, business address, business type, title, role, and professional credentials; (d) Property Information, including but not limited to address, property type, number of units, square footage, construction date, property condition details, maintenance histories, and other property-specific data provided in connection with property management services; (e) Communication Data, including the content, nature, and substance of electronic messages, telephone conversations, written correspondence, and other communications initiated by users through the Site's contact forms, email systems, or other communication channels; (f) Application and Tenant Information, including information provided by prospective or current tenants in connection with rental applications, including rental history, employment information, references, and other details relevant to tenant screening; and (g) Other Information, including feedback, questions, comments, or suggestions provided through the Site or in direct communication with the Company.

3.2 Information Collected Automatically

The Company employs standard industry technologies and practices to automatically collect certain technical, navigational, and usage information when individuals access, browse, or interact with the Site. Such automatically collected information may include, but is not limited to: (a) Log Data and Server Information, including Internet Protocol (IP) address, Internet Service Provider (ISP), browser type and version, operating system and platform, pages visited and time spent on each page, referral source, links clicked, search terms entered, and other navigational data; (b) Device Information, including device type, device identifier, device model, hardware specifications, and unique identifiers; (c) Cookie Data, as described more fully in Section 5 below; (d) Analytics Data, including Site usage patterns, feature utilization, user behavior and interaction metrics, conversion data, and other analytical information collected through web analytics tools; and (e) Geolocation Data, including approximate geographic location based on IP address (though not precise GPS location unless specifically authorized).

3.3 Information from Third-Party Sources

In the course of providing its Services, the Company may receive personal information about individuals from third-party sources and service providers. Such third-party sources may include, without limitation: (a) Payment processors and financial institutions that facilitate transactions and business operations; (b) Property management software providers and technology partners that support the Company's operational infrastructure; (c) Background check services, credit reporting agencies, and tenant screening providers that assist in the evaluation and verification of prospective tenants; (d) Landlord-tenant reporting services and rental history databases; (e) Public records and government databases; and (f) Other vendors, partners, and service providers in the ordinary course of business. Information received from third-party sources shall be treated in accordance with the terms and conditions of this Policy.

4. Use of Personal Information 

The Company Processes personal information for a variety of business, operational, and legal purposes. The lawful bases and specific purposes for Processing are set forth herein: (a) Service Delivery and Fulfillment, including managing residential and commercial properties, coordinating tenant placement, collecting rental payments and other fees, processing service requests, coordinating maintenance and repairs, providing property management services, and otherwise performing its contractual obligations to clients and users; (b) Account Administration and Management, including establishing and maintaining user accounts, verifying user identity and authorization, managing login credentials and authentication, providing account-specific information and functionality, and administering account-related communications; (c) Client Communication and Customer Support, including responding to inquiries and requests, providing technical support, troubleshooting Site or Service issues, sending administrative notices and service announcements, and maintaining correspondence with clients and users; (d) Marketing and Business Development, including sending newsletters, promotional communications, information regarding new services or features, and marketing materials (all in compliance with applicable opt-in and opt-out requirements); (e) Analytics, Improvement, and Optimization, including analyzing Site usage and performance, understanding user preferences and behavior patterns, improving Site functionality and user experience, conducting user research and testing, and optimizing the Company's Services; (f) Tenant Screening and Evaluation, including conducting background checks, verifying rental applications, assessing tenant suitability and creditworthiness, and complying with fair housing obligations; (g) Legal Compliance and Regulatory Obligations, including complying with applicable federal, state, and local laws and regulations, responding to lawful requests from government authorities, enforcing the Company's terms and conditions, and protecting against fraud, abuse, and illegal activity; (h) Risk Management and Business Security, including preventing, detecting, and investigating fraud, security breaches, and unauthorized access; assessing credit and financial risk; and protecting the rights, property, and safety of the Company, its clients, users, employees, and the public; (i) Financial Management and Record-Keeping, including invoicing and billing, accounting and bookkeeping, tax compliance and reporting, and maintaining records as required by law; and (j) Other Lawful Purposes, including any other purpose disclosed at the time of collection or as otherwise authorized by applicable law.
 

5. Cookies and Tracking Technologies

The Company's Site utilizes cookies and similar tracking technologies to enhance user experience, analyze Site traffic and performance, remember user preferences, and facilitate Site functionality. Cookies are small text files stored locally on a user's device that enable the Site to recognize and remember user information and preferences across sessions. The Company uses the following categories of cookies: (a) Essential or Strictly Necessary Cookies, which are required for the Site to function and provide basic features and security; (b) Performance and Analytics Cookies, which collect information regarding Site usage and performance metrics to enable continuous improvement; (c) Functionality Cookies, which enable the Site to remember user preferences and settings; and (d) Marketing and Targeting Cookies, which track user behavior to deliver relevant content and advertisements. Users may control cookie settings through their browser's privacy settings and cookie management tools, though disabling cookies may limit Site functionality and user experience. The Company also uses Google reCAPTCHA technology on the Site to protect against fraudulent activity, automated abuse, and unauthorized access. Use of Google reCAPTCHA is governed by Google's Privacy Policy and Terms of Service, which users should review independently. The Company may also utilize other tracking technologies, including but not limited to web beacons, pixels, tags, and similar technologies, to collect information regarding user interactions and Site performance. Users who do not consent to tracking technologies may elect to opt out through available mechanisms, though such opt-out may impact Site functionality.

6. Disclosure and Sharing of Personal Information

The Company may disclose and share personal information in the following circumstances and to the following categories of recipients: (a) Service Providers and Vendors, including third-party service providers who assist in operating the Site, providing Services, processing transactions, delivering communications, conducting analytics, hosting data, and performing other business functions. All Service Providers are contractually obligated to maintain strict confidentiality and use personal information only for the purposes authorized by the Company; (b) Legal Requirements and Law Enforcement, including disclosure when required by law, court order, subpoena, government request, or legal process; to comply with applicable federal, state, and local laws and regulations; to protect against fraud and illegal activity; to enforce the Company's rights and obligations; to protect the safety, rights, and property of the Company, its clients, users, employees, and the general public; and to respond to claims of illegal or unauthorized activity; (c) Business Transfers and Succession Events, including in connection with merger, acquisition, bankruptcy, dissolution, asset sale, or other business transfer or corporate change, all of which may involve the transfer of personal information as a business asset. The Company shall provide notice to affected individuals before personal information becomes subject to a different privacy policy; (d) Affiliate Sharing, including sharing with Company affiliates and related entities for business, operational, and marketing purposes, all of which shall be bound by this Policy or substantially similar privacy protections; (e) Client Access and Transparency, including disclosure to property owners and clients regarding their properties, tenants, and Services in the ordinary course of providing management services; (f) Authorized User Consent, including disclosure to third parties when the user has explicitly authorized or consented to such disclosure; and (g) De-identified or Aggregated Information, including disclosure of de-identified, anonymized, or aggregated information that cannot reasonably identify individuals, which may be disclosed without restriction for research, analytics, marketing, or other purposes.
 

7. Data Security and Safeguards

The Company takes the protection of personal information and the security of its systems with the utmost seriousness and implements comprehensive administrative, physical, and technical safeguards designed to protect personal information from unauthorized access, alteration, disclosure, destruction, and other misuse. Such safeguards may include, without limitation: (a) Access Controls, including limiting access to personal information to authorized personnel and implementing role-based access restrictions; (b) Encryption and Data Protection, including encryption of sensitive data in transit and at rest using industry-standard encryption protocols; (c) System and Network Security, including firewalls, intrusion detection systems, and other network security measures; (d) Employee Training and Awareness, including regular training for personnel regarding data protection, privacy obligations, and information security best practices; (e) Monitoring and Audit Procedures, including regular monitoring, testing, and auditing of security measures and systems; and (f) Incident Response Plans, including procedures for detecting, investigating, and responding to security incidents and data breaches. Notwithstanding the Company's implementation of comprehensive security measures, no method of transmission over the internet or electronic storage is completely secure or immune from unauthorized access, interception, or other security risks. The Company cannot and does not guarantee absolute, perfect, or perpetual security of personal information, and users accept the inherent risks associated with electronic transmission and storage of information. Users are responsible for maintaining the confidentiality of their login credentials and account information and should immediately notify the Company of any unauthorized access or security breach.
 

8. Data Retention and Deletion

The Company retains personal information for the duration necessary to fulfill the purposes for which it was collected, to satisfy contractual obligations, to comply with applicable legal and regulatory requirements, and to address any potential legal claims or disputes. Specific retention periods vary based on the category of information, the context of collection, and applicable law, as follows: (a) Financial Records, including invoices, receipts, accounting records, and transaction documentation shall be retained for a minimum of six (6) years in accordance with federal tax law and generally accepted accounting principles; (b) Tenant Information and Screening Records, including rental applications, background check results, and tenant files, shall be retained for the duration of the tenancy plus such additional period as required by law or necessary for dispute resolution; (c) Account Information, including user account data and credentials, shall be retained for the duration of the account relationship plus a reasonable period thereafter; (d) Communication Records, including emails, correspondence, and support tickets, shall be retained for such period as necessary to address inquiries and maintain business records; (e) Analytics and Log Data, including Site usage information and server logs, shall be retained for a period not to exceed twelve (12) months unless longer retention is required by law; and (f) Marketing and Preference Information shall be retained until the user requests deletion or opts out. Upon termination of the business relationship or user request, the Company shall make commercially reasonable efforts to delete or de-identify personal information, provided that the Company may retain information as required by law, for legal proceedings, dispute resolution, or other legitimate business purposes.

9. User Privacy Rights and Data Subject Rights

Depending upon jurisdiction and applicable law, users and individuals whose personal information is Processed by the Company may have certain legal rights regarding such information. The Company is committed to facilitating the exercise of such rights to the extent required by law. Specific rights may include: (a) Right to Access, including the right to request confirmation of whether personal information is being Processed and to obtain a copy of such information; (b) Right to Correct or Rectify, including the right to request correction of inaccurate, incomplete, or outdated personal information; (c) Right to Erasure or Deletion, including the right to request deletion of personal information in certain circumstances, subject to legal limitations; (d) Right to Restrict Processing, including the right to request that Processing be limited in certain situations; (e) Right to Data Portability, including the right to obtain and reuse personal information across different services; (f) Right to Object, including the right to object to certain types of Processing; and (g) Right to Information, including the right to be informed of the Company's privacy practices. Requests to exercise any of these rights should be submitted in writing to the contact information provided in Section 12 below. The Company shall respond to valid requests within a reasonable timeframe and in accordance with applicable law. The Company may require verification of the requester's identity before fulfilling such requests and may impose limitations based on legal exceptions or business necessities.

10. Oregon Residents and State-Specific Rights

The Company is located in Portland, Oregon and is subject to applicable Oregon state privacy and data protection laws. Oregon residents have certain rights regarding personal information, which the Company respects and honors to the extent required by law. Such rights may include the ability to request access to, correction of, and deletion of personal information; the right to opt out of certain Processing activities; and the right to request information regarding the Company's data handling practices. Oregon residents may exercise these rights by contacting the Company as set forth in Section 12 below. The Company shall respond to requests in a timely manner and in accordance with Oregon law. The Company complies with all applicable Oregon data breach notification laws and shall notify affected individuals of any breach of personal information as required by law.
 

11. Opt-Out and Communication Preferences

Users have the right to opt out of certain types of communications and Processing activities. Specifically: (a) Marketing Communications, including promotional emails, newsletters, and marketing materials, may be declined by following the unsubscribe instructions provided in such communications or by contacting the Company directly; (b) Transactional and Administrative Communications, including service-related notices, account updates, and legally required communications, cannot be opted out of as they are necessary for Site and Service functionality; and (c) Cookies and Tracking Technologies may be controlled through browser settings and privacy controls as described in Section 5 above. To modify communication preferences or opt out of specific Processing activities, users should contact the Company using the contact information provided below.
 

12. Third-Party Links and External Websites

The Company's Site may contain links to third-party websites, applications, and online resources that are not operated by or affiliated with the Company. The Company is not responsible for, and does not endorse, the privacy practices, terms of service, content, or operations of third-party websites and online services. Users are strongly encouraged to review the privacy policies and terms of service of any third-party website before providing any personal information or engaging with such sites. The Company's Privacy Policy applies only to information collected through the Company's Site and Services, and does not extend to any third-party websites or services, regardless of whether such sites are linked to or from the Company's Site.

13. Children's Privacy and Minors

The Company's Site and Services are not directed to, marketed to, or intended for use by children under the age of eighteen (18) years old or any individual defined as a minor under applicable law. The Company does not knowingly or intentionally collect personal information from children or minors. If the Company learns that it has inadvertently collected personal information from a child or minor without verifiable parental consent, the Company shall promptly delete such information and take appropriate corrective action. Parents or guardians who believe the Company has collected information from a minor should contact the Company immediately at the contact information provided below. The Company complies with the Children's Online Privacy Protection Act (COPPA) and other applicable laws protecting children's privacy.

14. International and Cross-Border Transfers

The Company's Site and Services are operated from the United States. All personal information collected through the Site is processed and stored in the United States and may be subject to U.S. laws and regulations. By using the Site and Services and providing personal information, users acknowledge and consent to the collection, Processing, and storage of their information in the United States and to its transfer to and Processing by the Company and its Service Providers, which may be located in the United States or other jurisdictions. Different countries have different privacy and data protection laws, and personal information may receive different levels of protection in the United States compared to the user's home country. Users should be aware of these differences and make an informed decision regarding their use of the Site and provision of personal information.

15. Modifications and Updates to Privacy Policy

The Company may modify, amend, or update this Policy at any time in its sole discretion to reflect changes in its privacy practices, technological developments, legal requirements, or other circumstances. Any such modifications shall become effective upon posting to the Site, and the "Effective Date" at the top of this Policy shall be updated accordingly. In the event of material changes to this Policy that materially reduce the protection afforded to personal information, the Company shall endeavor to notify affected users through email or prominent notice on the Site. Continued use of the Site or Services following the posting of any modified Policy shall constitute acceptance of the modified Policy. Users are responsible for periodically reviewing this Policy to remain informed of any changes. If any modification is unacceptable to a user, the user's sole recourse is to discontinue use of the Site and Services.

16. Contact Information and Privacy Requests 

For questions, concerns, or requests regarding this Privacy Policy, the Company's privacy practices, or the handling of personal information, please contact the Company at the following address and using the contact information provided below. The Company will make commercially reasonable efforts to respond to all inquiries and requests in a timely manner. Timberline Property Management Group LLC, 1155 SW Morrison Street, Suite 200, Portland, Oregon 97214. Telephone: (503) 506-8873. Email: info@timberlinepmg.com. Office Hours: By Appointment. Additionally, users may submit privacy-related inquiries through the Site's contact form. All communications regarding privacy matters shall be treated with appropriate confidentiality.
 

17. No Representation or Warranty

This Privacy Policy is provided on an "as is" basis without representations or warranties of any kind, either express or implied. The Company does not warrant that this Policy or the Company's privacy practices will meet any particular standard or expectation or that they will be error-free or free from all security risks. Users utilize the Site and Services at their own risk.

18. Severability

If any provision of this Privacy Policy is determined by a court of competent jurisdiction to be invalid, illegal, or unenforceable, such provision shall be modified to the minimum extent necessary to make it valid and enforceable, or if such modification is not possible, such provision shall be severed. The remainder of this Policy shall continue in full force and effect. The parties' intent is that this Policy be construed to the maximum extent permitted by law.
 

19. Entire Agreement

This Privacy Policy, together with the Company's Terms of Service and any other agreements referenced herein, constitutes the entire agreement between the Company and the user regarding privacy, data handling, and related matters. This Policy supersedes all prior negotiations, representations, warranties, and agreements, whether written or oral, regarding these matters. No amendment or modification of this Policy shall be effective unless made in writing and signed by an authorized representative of the Company.