What is personal information?
Personal information is:
- information in a consumer report; or
- an individual's first name or initial and last name in combination with any of the following:
- birth date;
- social security number or other government issued identification number (including Driver's License number);
- mother's maiden name;
- unique biometric data (fingerprint, voice print, retina image);
- unique electronic identification number or routing code;
- telecommunication access devices including debit or credit card information; or
- financial institution account or information.
A consumer report is a report related to a person's credit worthiness, credit standing, credit capacity, character, general reputation, personal characteristics, or mode of living prepared by or obtained from an agency that collects such information such as a credit reporting agency.
How is personal information collected?
This association obtains personal information in the following ways:
- In dues and MLS fee payments made by credit card;
- In PAC contributions made by credit card;
- dues and MLS fee payments made by personal check;
- In PAC contributions made by personal check;
- In social security numbers to identify members;
- In meeting registration and hotel reservations made by credit card; and
- In driver's license copies to identify members.
Individuals may send the information to this association by mail, fax, personal delivery, or by e-mail. Individuals may occasionally provide personal information to this association and its employees by other means such as telephone calls, fax messages, or e-mail messages in order to expedite a transaction in which the individual is involved.
How and when is the personal information used?
Personal Information from Prospective Members: Personal information is used for prospective members during their membership application process. Driver's License information may be obtained for identification purposes and credit card and financial account information may be used for payment of dues and other membership costs.
Personal Information from Members: Personal information is used for Members when processing dues payments for membership as well as use of the multiple listing service. Driver's license information may be obtained for identification purposes and credit card, financial account, and personal check information may be used for the payment of member dues and usage of the MLS. Personal information may also be used to assist members with meeting registration and hotel reservations.
TREPAC Contributors and Trustees: Personal information is used for TREPAC Contributors when processing PAC contributions. Personal information is also used to designate Trustees as signers on certain checking accounts.
How is the personal information protected?
Written files in this association are protected under lock and key for no longer than 2 years after personal information is provided. After the requisite time period, the personal information is destroyed and no longer retained by the association.
Electronic records are protected under an access name and password assigned to employees of this association and personal information such as credit card numbers are encrypted such that only the last four digits are visible on a computer screen.
This association and its employees exercise reasonable discretion when discussing any personal information with others and releases personal information to others only as described by this policy.
Who has access to the personal information?
The following persons have access to personal information in this association's files:
- the Association Executive;
- the Membership Coordinator;
- the MLS Coordinator;
- the Director of Board Services;
- the MBM Coordinator
- the TREPAC Director
- the TREPAC Accounting Manager
- the TREPAC Coordinator
- the Director of Meeting Planning; and
- the Controller.
Personal information from an individual may be discussed with others only as is reasonably necessary to provide the services the individual seeks from this association.
This association may share the personal information in the association's files with the National Association of REALTORS®, the Texas Ethics Commission, the Federal Election Commission, Frost Bank, Global Payments as necessary, and certain hotels as necessary.
If the association is required by law to allow others to access the personal information in the association's files, the association will comply with the law (for example, compliance with court orders, subpoenas, or governmental investigations). The association will also allow law enforcement agencies access to personal information in order to cooperate with such investigations.
How is the personal information disposed?
This association uses reasonable measures to dispose of personal information. Personal information is usually disposed of by shredding or burning documents, erasing electronic files by means that make the files unreadable or undecipherable, or by eradicating personal information from documents or electronic files in ways that make the personal information unreadable.
To further ensure that all documentation containing personal information is adequately destroyed, this association has retained the following document and record destruction company:
If this association erroneously reports information to a consumer reporting agency, the association will act to correct the information in the association's records and request the reporting agency to correct the information in its records promptly after the association has learned and determined that the report was in error.
If this association maintains an erroneous record that a member has issued a dishonored check, the association will promptly delete the record after the association and member agree that the information is in error or after the member provides the association with a law enforcement agency report stating that the dishonored check was not authorized.
Notice: This association asks any person who provides personal information to this association or one of its employees to identify the information at that time as "personal information."