Privacy Notice
What we collect, and why.
This notice explains what information promesa-properties.com and the Promesa tools collect, how it is used, how long it is kept, who can see it, and the choices you have. It is written to be read, not skimmed past.
Who we are
This website and the tools behind it are operated by Promesa Real Co LP, doing business as Promesa Investment Properties ("Promesa", "we", "us"). Licensed real estate activity is conducted by Ryan McMillan, Oregon real estate license 201262100, brokered by eXp Realty. Questions and requests about this notice go to ryan@promesa-properties.com, by phone to (541) 941-8301, or by mail to Promesa Investment Properties, c/o eXp Realty, 4800 Meadows Rd, Ste 300, Lake Oswego, OR 97035.
Information you give us
Forms on this site. Book a Call and Sell My Property ask for your name and at least one way to reach you (email or phone), what you would like to talk about, the days and times that suit you, a property address, and any notes you choose to add. We use this to reply, to prepare for the conversation you asked for, and to keep a record of the request.
Working with us. If you go on to sell, buy or invest with Promesa, we collect what the engagement needs: your name and contact details, a mailing address, the name of an entity or trust you hold property in, the property's address and public record, its rents, expenses, leases and loan terms, documents you provide (leases, statements, listings, photographs), your preferences, and your signature on brokerage forms. This information is used to underwrite the property, to prepare the proformas, worksheets and offering memorandum described in our Disclosures, to carry out the transaction, and to keep the records Oregon's real estate rules require.
The Client Login. If you ask for an Offering Memorandum, we keep your name, email, phone and company, the memoranda you asked for, when you opened them, and your sign-ins. When you sign our confidentiality agreement we keep your full legal name, the signature you draw, the time, your connection's address, approximate location and browser, and the exact text you signed. When you acknowledge the notice shown before a memorandum opens, we keep the same details of that acknowledgement.
Emailing or calling us gives us whatever you include in that message, and we keep the exchange with the file it belongs to.
Information collected automatically
To keep the site secure and working, standard connection details are recorded for each visit: the Internet Protocol (IP) address the request came from, the approximate location and network that address resolves to, the type of browser and device, the pages requested, the page that linked here, and the time. Our hosting provider, Cloudflare, also processes this information to deliver the site and protect it from abuse. We count page views ourselves; we use no third-party analytics and no advertising networks. We use these records to detect and investigate misuse, to see which pages are used, and for nothing else.
Pages that show listings from the MLS. Listing photographs, and the logo of the multiple listing service, are loaded by your browser directly from the MLS's listing service (FBS, which runs the Oregon Data Share's systems), so that service receives your browser's request for each image, with its IP address, as any image host would. The MLS's rules require us to keep a record of activity on pages that show its listings and to make that record available to the MLS if it investigates a security breach or a misuse of listing information; the connection records described above are that record.
Public records and other sources
When we underwrite a property we look up public information about it: the county assessor's record (owner of record, tax lot, assessed value, year built), the U.S. Department of Housing and Urban Development's fair market rents for its ZIP code, and, when you or a seller gives us a listing link, the listing page itself. These lookups send the property address, and nothing about you, to the county, to HUD and to a reading service. Contacts also reach us through referrals and from public owner records, in which case this notice still applies and you can ask where your details came from.
Automated document reading
Staff may have the tools read a document or a listing page to pull out figures, rents and the facts a proforma needs, instead of retyping them. That reading is done by an artificial-intelligence service (Anthropic) and, for listing pages that refuse a plain read, by a page-reading service (Jina AI). Each receives only the document or page being read, processes it under contract terms that limit its use to providing the service to us, and returns the extracted figures. A person at Promesa reviews what comes back; automated extraction can make mistakes, which is one reason every figure is checked before it is relied on. No decision about you is made by automated means alone.
On Value My Property, a file you drop is first read in your own browser. Once you are signed in to your Client Login and have signed the tool's agreement, a PDF or a photo of a page (its first pages) is also read by Anthropic in the same way, to fill in the tool's figures for you to check; the file itself is not kept by us, only the figures you then use. The address you enter is looked up in Jackson County's public records, including the recorded sales near it.
Connected accounting data
Promesa's internal tools, used only by Promesa staff behind the sign-in, can connect to Promesa's own QuickBooks Online company through Intuit's developer platform, once a person at Promesa authorizes the connection. Through it the tools read, and where Promesa's bookkeeping needs it write, Promesa's own accounting records: the company's accounts, transactions, customers and vendors as they appear in QuickBooks. That data is Promesa's business information; it is used for Promesa's bookkeeping, owner reporting and the reports shown to Promesa staff, and for nothing else. It is not sold, not shared with anyone outside Promesa and its bookkeepers, and not used for marketing. The connection can be removed at any time from within QuickBooks Online or Intuit's app settings. Intuit's handling of the data on its side is governed by Intuit's own privacy statement.
Email from us
We send two kinds of email. Replies and records answer a request you made, confirm a call, or deliver a document you asked for. Updates and marketing go to people who have asked to hear from us, worked with us, or made an inquiry, and tell them about properties, events or how Promesa works. Every marketing email says who it is from, carries our postal address, and has an unsubscribe link that works with one click; we honor an opt-out within ten business days and usually at once. We do not buy email lists, and we do not send marketing texts or make marketing calls without your prior express consent. You can also opt out by writing to the address above.
The Rogue Valley Pulse, our monthly email, goes only to addresses that signed up and then confirmed by pressing the link we emailed; we keep when and from where each sign-up and confirmation came, as the record of that consent. Each issue has its own one-click unsubscribe link.
Cookies and similar technologies
The public pages set no cookies of their own. Your light-or-dark theme choice is kept in your browser's local storage and never sent to us. The staff area sets one cookie that keeps a Promesa employee signed in after they authenticate with Google; it is not used for visitors. Cloudflare may set cookies needed to deliver the site securely. We use no advertising or tracking cookies, so there is nothing to consent to and no banner to click.
Who can see it
Form submissions, client files and connection records are seen only by Promesa staff who need them to respond to you, to carry out your transaction or to keep the site secure; each staff member sees what their role allows. The one exception is the record of activity on pages that show MLS listings, which may be provided to the Oregon Data Share as described above. We do not sell personal information, we do not share it with third parties for their marketing, and we do not use it for targeted advertising or profiling.
Service providers process information on our behalf and only under our instructions: Cloudflare hosts the site and stores our records and files; Google provides sign-in for staff only; Resend delivers our email; Intuit provides the QuickBooks Online connection; Anthropic and Jina AI provide the document and page reading described above; FBS (the Spark platform) supplies the MLS listing information and photographs those pages show, which our server requests without sending anything about you; county assessor and HUD services answer the property lookups. Each processes only what its task needs.
Where a transaction requires it, information is shared with the people the transaction involves: the brokerage (eXp Realty) for its records and supervision, the other party and their agent, lenders, appraisers, inspectors, escrow and title, and your own advisors, in each case as you direct or as the transaction documents provide. We may also disclose information to the Oregon Data Share when its rules require it, as described above, when the law requires it, to protect our rights or the safety of others, or in connection with a sale or reorganization of the business, in which case this notice continues to apply.
How long we keep it
- Connection records are kept for up to 180 days and then deleted automatically.
- Form submissions and inquiries are kept for as long as they are relevant to a possible transaction and then deleted or archived; an inquiry that goes nowhere is removed within three years.
- Client files and transaction records are kept for at least six years after the transaction closes or ends, as Oregon's brokerage record-keeping rules require, and then deleted or archived.
- A Client Login can be deleted by its owner at any time, from its Account page, and what it holds goes with it. A signed confidentiality agreement and the notices acknowledged before each memorandum are kept permanently, also after the account is deleted, as the legal record of what was agreed.
- Records of the marketing email we send, including opt-outs, are kept so that an opt-out is honored.
- Staff sign-in and security records are kept as part of our internal audit history.
Your rights and choices
You can ask what personal information we hold about you, ask us to correct it, ask us to delete it, ask for a copy in a portable form, and opt out of marketing, by writing to the address above. We will confirm your identity in a way that fits the request, respond within 45 days (extendable once by 45 days when a request is complex, in which case we will tell you), and confirm what was done. If we decline a request we will say why, and you may appeal by replying to that answer; we will answer the appeal within 45 days and tell you how to reach the Oregon Attorney General's office if you are still unsatisfied. These are the rights the Oregon Consumer Privacy Act gives Oregon residents, and we extend them to everyone whose information we hold. We do not sell personal data, do not use it for targeted advertising, and do not make profiling decisions, so there is nothing to opt out of on those counts; a browser's Global Privacy Control signal is respected as an opt-out all the same. California residents have the same rights under their own law and may exercise them the same way. You can use the public pages of this site without submitting any form.
Security
The site is served over HTTPS. Records are held in Cloudflare's data stores behind access controls; staff sign in with a Promesa Google account and see what their permissions allow; sign-ins and changes to client files are logged. No system is perfectly secure, and if a breach of your personal information occurs we will notify you as Oregon law requires.
Children
This site is for adults considering real estate transactions. We do not knowingly collect information from anyone under 18, and we will delete it if we learn we have.
Changes
If this notice changes, the date at the top will change with it. Material changes will be noted on this page for a period after they take effect, and where we hold your email address we will tell you.
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