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Privacy Policy for Texas Association of REALTORS®

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The Texas Association of REALTORS® (“we”, “us”, “our”) is committed to protecting your privacy. This privacy policy informs you of the personal information that we collect about you. Please read the complete privacy policy below and contact us if you have any questions. This privacy policy is part of and incorporated into the privacy policy for texasrealestate.com.

IF YOU ARE NOT COMFORTABLE WITH THIS PRIVACY POLICY, PLEASE DO NOT PROVIDE US WITH PERSONAL INFORMATION.

Notice: We ask any person who provides personal information to us or one of our employees to identify the information at that time as "personal information."

I. What is personal information?

  1. Personal information is considered a first name or initial and last name in combination with any of the following:
  2. Birth date;
  3. Social security number or other government issued identification number;
  4. Telecommunication access devices as defined by Section 32.51, Penal Code, including debit or credit card information;
  5. Financial institution account number, routing code, or any other financial information; or
  6. Account number or credit or debit card number in combination with any required security code, access code, or password that would permit access to an individual's financial account.

Personal information is also considered a username or email address in combination with any password or code that would permit access to an individual’s account held or affiliated with us. Personal information does not include information that is generally available and known by the public (other than as a result of improper disclosure by TAR or our employees).

II. How is personal information collected or obtained?

We obtain personal information in the following ways:

  1. In dues and MLS fee payments made by credit card, debit card, or personal check;
  2. In PAC contributions made by credit card, debit card, or personal check;
  3. In birth dates and social security numbers when designating TREPAC Trustees as signers on certain checking accounts;
  4. In meeting registration and hotel reservations made by credit card, debit card, or personal check;
  5. In board services fee payments made by credit card, debit card, or personal check;
  6. In professional development fee payments made by credit card, debit card, or personal check;
  7. In payments made by credit card, debit card, or personal check for other TAR products or services; and
  8. In the creation of or assistance with member accounts for access to the MLS and other TAR online services.

You may provide the information to us by mail, fax, personal delivery, via our website, or by e-mail. You may occasionally provide personal information to us and our employees by other means such as telephone calls in order to expedite a transaction in which you are involved.

III. 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. Credit card, debit card, or 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. Personal information may also be used to assist members with meeting registration and hotel reservations, or with TAR online services. Finally, personal information is used for members when processing: (i) professional standards ethics or arbitration hearing fees; (ii) professional development registration, application, or product fees; or (iii) payment for other TAR products or services.

TREPAC Contributors and Trustees: Personal information of TREPAC contributors is used when processing PAC contributions. Personal information is also used to designate Trustees as signers on certain checking accounts.

Personal Information from Other Non-Members: Personal information of non-members is used when processing: (i) professional standards ethics or arbitration hearing fees; (ii) professional development registration, application, or product fees; or (iii) payment for other TAR products or services.

IV. Is personal information retained?

Personal information is retained according to the Texas Association of REALTORS® Record Retention Policy. According to the Record Retention Policy, personal information is to be retained only as long as necessary for a legitimate business need.  After this legitimate business need ends, the personal information is disposed of according to Section. VI of this policy.

V. How is the personal information protected?

How personal information is protected depends on the type of record. Paper records containing personal information are protected under lock and key.  Electronic records containing personal information are protected under an access name and password assigned to our employees.  Additionally, personal information in electronic records such as credit card or debit card numbers are encrypted.

We, including our employees, exercise reasonable discretion when discussing any personal information with others and release personal information to others only as described by this policy.

VI. Who has access to the personal information?

The following persons have access to some or all of the personal information in our files:

  • The Association Executive;
  • the Chief Operating Officer;
  • the Controller;
  • the Membership Manager;
  • the Membership Coordinator;
  • the MLS Coordinator;
  • the Staff Accountant;
  • the Accounts Payable;
  • the MBM Bookkeeper;
  • the MBM Membership Coordinator;
  • the Director of Board Services;
  • the Board Services Administrative Assistant;
  • the Professional Standards Coordinators;
  • the MBM Manager;
  • the TREPAC Director;
  • the TREPAC Accountants;
  • the TREPAC Coordinators;
  • the Director of Meeting Planning;
  • the Meeting Coordinator;
  • the Meeting Planning Program Assistant;
  • the Director of Professional Development;
  • the Associate Director of Professional Development;
  • the Professional Development Coordinators;
  • the Professional Development Assistant; and
  • the IT Director and IT staff, as necessary.

Personal information from an individual may be discussed with others only as is reasonably necessary to provide the services the individual seeks from us.

We may share the personal information in our files with the National Association of REALTORS®, the Texas Ethics Commission, the Federal Election Commission, Frost Bank, and certain hotels as necessary.

If we are required by law to allow others to access the personal information in our files, we will comply with the law (for example, compliance with court orders, subpoenas, or governmental investigations). We will also allow law enforcement agencies access to personal information in order to cooperate with such investigations.

VII. How is the personal information disposed?

We use reasonable measures to dispose of personal information. Personal information is usually disposed of by shredding 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 documentation containing personal information is adequately destroyed, we have retained the following document and record destruction company:

Iron Mountain

1-800-934-3453

VIII. Erroneous Records:

If we erroneously report information to a consumer reporting agency, we will act to correct the information in our records and request the reporting agency correct the information in its records promptly after we have learned and determined that the report was in error.

If we maintain an erroneous record that you have issued a dishonored check, we will promptly delete the record after we and you agree that the information is in error, or after you provide us with a written statement that the dishonored check was not authorized and a law enforcement agency report stating that the dishonored check was not authorized.

Notice: We ask any person who provides personal information to us or one of our employees to identify the information at that time as "personal information."

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