Privacy Policy

Oregon Automations LLC (“Oregon Automations,” “we,” “us,” or “our”) is committed to protecting the privacy of individuals who visit our website at oregonautomations.com (the “Website”) and who use our proprietary business platform and related services (collectively, the “Services”). This Privacy Policy describes how we collect, use, store, and disclose personal information and Client Data, and the choices available to you.

Oregon Automations is a limited liability company organized under the laws of the State of Oregon, with its principal place of business in Bend, Oregon.

1. Client Data Ownership

1.1 Client Data Is and Remains the Client’s Property

For the avoidance of doubt: Client Data — defined as data directly entered by the Client or its Authorized Users into the Platform, transactional records generated by the Client’s operations within the Platform, and customer or contact records maintained by the Client within the Platform — is and remains the sole property of the Client. Oregon Automations claims no ownership over Client Data and acts solely as a data custodian and processor on the Client’s behalf.

1.2 Oregon Automations Will Never Sell Client Data

Oregon Automations will never sell, rent, license, share, trade, or otherwise commercialize any Client Data containing personal, identifying, or business-confidential information. This commitment is absolute and is not contingent on any change in ownership, financial circumstance, business model, or product offering of Oregon Automations.

1.3 Aggregate and Anonymized Data

Oregon Automations may collect, generate, and use aggregated, anonymized, or de-identified data that cannot reasonably be traced back to any Client, individual, business, or specific record. Such aggregate data may be used for internal analytics, research, product improvement, industry insights, and commercialization. Aggregate data does not constitute Client Data for the purposes of Sections 1.1 or 1.2.

2. Information We Collect

2.1 Information You Provide Directly

We collect information you voluntarily submit through our Website, including:

• Contact Form Submissions: Your name, email address, phone number, business type, and the content of your message when you submit our contact form.
• Interactive Tools: Any business information you voluntarily enter into assessment tools or interactive features on our Website.
• Email Subscriptions: Your email address when you opt in to receive updates, insights, or other communications from us.
• Consultation Requests: Business information you share when scheduling or participating in a consultation.
• Platform Use: Account information (name, email, role) and any Client Data Client or its Authorized Users submit to the Platform.

2.2 Information Collected Automatically

When you visit our Website or use the Platform, we automatically collect certain technical information:

• Analytics Data: We use Umami, a privacy-focused analytics platform self-hosted on our own infrastructure, to collect anonymized usage data including pages visited, time spent on pages, referring websites, general geographic region, browser type, and device type. Umami does not use cookies for tracking and does not collect personally identifiable information.
• Platform Telemetry: For Clients using the Platform, we collect access logs, IP addresses, device identifiers, browser fingerprints, session metadata, and behavioral telemetry for security, compliance, fraud prevention, forensic investigation, and trade secret protection purposes. See Section 9 of our Terms of Service.
• Essential Cookies: We use strictly necessary cookies to maintain basic Website and Platform functionality, such as session management and security. These cookies do not track your browsing activity across other websites.

2.3 Information We Do Not Collect

We want to be transparent about what we do not collect:

• We do not use third-party advertising cookies or tracking pixels.
• We do not collect financial information (credit card numbers, bank accounts) directly. Payment processing is handled through secure third-party processors and through separate invoicing arrangements.
• We do not collect information from children under the age of 16.
• We do not process Protected Health Information (PHI) as defined under the Health Insurance Portability and Accountability Act (HIPAA).

3. How We Use Your Information

We use the information we collect for the following purposes:

• To respond to inquiries and communicate with you about our Services.
• To provide consultation services and prepare proposals tailored to your business needs.
• To deliver and operate the Platform for Clients with an active Service Agreement.
• To deliver assessment results from any interactive tools or resources on our Website.
• To improve our Website and Platform by analyzing anonymized usage patterns and identifying areas for enhancement.
• To detect and prevent fraud, abuse, and trade secret misappropriation, including through automated systems and machine learning models.
• To send you communications about our Services, industry insights, and updates, but only when you have opted in to receive such communications.
• To comply with legal obligations and enforce our Terms of Service.

4. How We Store and Protect Your Information

4.1 Data Storage

All personal information and Client Data is stored on infrastructure owned and operated by Oregon Automations. We do not use third-party cloud hosting providers (such as Amazon Web Services, Google Cloud, or Microsoft Azure) to store your data. Our servers are physically located within the United States and maintained under our direct control.

4.2 Security Measures

We implement appropriate technical and organizational security measures to protect your personal information and Client Data against unauthorized access, alteration, disclosure, or destruction. These measures include:

• Encrypted data transmission (HTTPS/TLS) for all Website and Platform communications.
• Encryption at rest for sensitive Client Data.
• Network segmentation and access controls on our infrastructure.
• Regular security monitoring and system updates.
• Restricted access to personal information and Client Data limited to authorized personnel.
• Audit logging and anomaly detection on all Platform access.

While we take reasonable steps to protect your information, no method of electronic storage or transmission is completely secure. We cannot guarantee absolute security, but we are committed to maintaining industry-appropriate safeguards.

5. Information Sharing and Disclosure

Oregon Automations does not sell, rent, trade, or otherwise disclose your personal information or Client Data to third parties for their marketing or commercial purposes. We may share information only in the following limited circumstances:

• Legal Requirements: We may disclose information when required by law, regulation, legal process, or governmental request, including in response to a subpoena, court order, or similar compulsory legal process.
• Protection of Rights: We may disclose information when we believe in good faith that disclosure is necessary to protect our rights, your safety, or the safety of others, or to investigate potential violations of our Terms of Service, including misappropriation of trade secrets.
• Business Transfers: If Oregon Automations is involved in a merger, acquisition, or sale of all or a portion of its assets, your personal information may be transferred as part of that transaction. We will notify you via email or a prominent notice on our Website of any change in ownership. The acquiring entity will be bound by the same commitments regarding Client Data, including the absolute prohibition on the sale of Client Data set forth in Section 1.2.

Because we operate our infrastructure entirely in-house, there are no third-party data processors with routine access to your information.

6. Data Retention

We retain personal information and Client Data only for as long as necessary to fulfill the purposes for which it was collected, or as required by law. Specifically:

• Contact form submissions are retained for two (2) years from the date of submission, after which they are permanently deleted.
• Interactive tool submissions are retained for one (1) year from the date of submission.
• Client service records are retained for the duration of the service relationship plus three (3) years following termination.
• Client Data on the Platform is retained for the duration of the active Service Agreement. Upon termination, Client Data is retained for thirty (30) days to facilitate export under Section 6 of our Terms of Service, after which it is deleted or anonymized.
• Analytics data collected by Umami is anonymized and does not constitute personal information.

You may request deletion of your information at any time by contacting us (see Section 9).

7. Your Privacy Rights

Depending on your jurisdiction, you may have certain rights regarding your personal information. Oregon Automations honors the following rights for all individuals, regardless of where you reside:

• Right to Know: You may request information about the categories and specific pieces of personal information we have collected about you.
• Right to Access: You may request a copy of the personal information we hold about you.
• Right to Correct: You may request that we correct inaccurate personal information.
• Right to Delete: You may request that we delete the personal information we have collected from you, subject to certain exceptions (such as information required for legal compliance).
• Right to Opt Out: You may opt out of marketing communications at any time by clicking the “unsubscribe” link in any email or by contacting us directly.
• Right to Obtain a List of Third Parties: You may request a list of the specific third parties to which we have disclosed your personal data (unique to Oregon under the OCPA).
• Right to Non-Discrimination: We will not discriminate against you for exercising any of your privacy rights.
• Right to Data Portability: Clients may request export of Exportable Client Data per Section 6 of the Terms of Service.

7.1 Oregon Consumer Privacy Act (OCPA)

If you are an Oregon resident, the Oregon Consumer Privacy Act (ORS 646A.570–646A.589) may provide you with additional rights regarding your personal data. While Oregon Automations may not currently meet the processing thresholds that trigger OCPA obligations, we voluntarily extend the consumer rights described in this section to all Oregon residents as a matter of good practice.

Under the OCPA, Oregon consumers may have the right to:

• Confirm whether a controller is processing their personal data and access such data.
• Correct inaccuracies in personal data.
• Delete personal data provided by or obtained about the consumer.
• Obtain a copy of personal data in a portable, readily usable format.
• Obtain a list of specific third parties to which personal data has been disclosed.
• Opt out of the processing of personal data for purposes of targeted advertising, the sale of personal data, or profiling in furtherance of decisions that produce legal or similarly significant effects.

Oregon Automations does not sell personal data, does not engage in targeted advertising, and does not profile consumers for decisions that produce legal or similarly significant effects.

7.2 Universal Opt-Out Mechanisms

Oregon Automations honors universal opt-out preference signals, including Global Privacy Control (GPC), as required by the OCPA as amended by HB 2008. If your browser or device transmits a recognized opt-out preference signal, we will treat it as a valid request to opt out of any sale of personal data or targeted advertising. Because Oregon Automations does not sell personal data or engage in targeted advertising, this signal will be acknowledged but will not result in a change to your experience.

7.3 Sensitive Data

Under the OCPA, certain categories of personal data are considered “sensitive,” including data revealing racial or ethnic origin, religious beliefs, health diagnoses, sexual orientation, citizenship status, genetic or biometric data, data from a known child, and precise geolocation data. Oregon Automations does not knowingly collect sensitive personal data. If we were to process sensitive data in the future, we would obtain your explicit, affirmative consent before doing so, as required by ORS 646A.574.

7.4 How to Exercise Your Rights

To exercise any of the rights described above, please contact us using the information in Section 9. We will respond to verified requests within forty-five (45) days. If we need additional time, we will notify you of the reason and the extended timeline, not to exceed an additional forty-five (45) days.

If you believe we have not adequately addressed your privacy request, you have the right to appeal our decision by contacting us at the same address. We will respond to appeals within forty-five (45) days. If the appeal is denied, you will be provided with information on how to file a complaint with the Oregon Attorney General.

8. Cookies and Tracking Technologies

8.1 Cookies We Use

Our Website and Platform use only strictly necessary cookies required for basic functionality, such as:

• Session management cookies that enable core functionality.
• Security cookies that help protect against unauthorized access.
• Preference cookies that remember your settings (such as theme selection).

We do not use advertising cookies, social media tracking cookies, or any third-party analytics cookies.

8.2 Umami Analytics

We use Umami, a privacy-focused web analytics platform, to understand how visitors use our Website. Umami collects anonymized, aggregated data and does not use cookies. It does not track individual users across sessions or websites, does not collect IP addresses, and does not create user profiles. Umami is hosted on our own infrastructure, meaning no analytics data is shared with any third party.

8.3 Managing Cookies

You can control or delete cookies through your browser settings. Disabling strictly necessary cookies may affect the functionality of certain Website and Platform features. Because our analytics platform does not use cookies, disabling cookies will not affect our ability to collect anonymized usage statistics.

9. Contact Information

If you have questions about this Privacy Policy, wish to exercise your privacy rights, or have concerns about how we handle your personal information or Client Data, please contact us:

• Email: [email protected]
• Phone: (458) 206-3140
• Mail: Oregon Automations LLC, Bend, Oregon 97701

We aim to respond to all privacy inquiries within five (5) business days. For formal rights requests under Section 7, the response timeline is forty-five (45) days as described above.

10. Use of Artificial Intelligence and Machine Learning

Oregon Automations utilizes artificial intelligence and machine learning technologies in the delivery of the Platform and Services. In accordance with guidance from the Oregon Attorney General, we provide the following disclosures:

• The Platform may incorporate AI and machine learning technologies to perform business process tasks on behalf of Clients.
• Personal information you submit through the Website (such as contact form data) is not used to train, fine-tune, or improve any general-purpose AI model, machine learning algorithm, or similar technology.
• If you become a Client, the specific AI and ML capabilities applicable to your Platform will be configured in accordance with your Service Agreement.
• AI- and ML-generated outputs are tools to assist business operations and may require human review. We do not represent AI or ML interactions as human interactions.

11. Children's Privacy

Our Website and Services are not directed to individuals under the age of sixteen (16). We do not knowingly collect personal information from children. If we learn that we have collected personal information from a child under 16, we will take steps to delete that information as promptly as possible. If you believe a child has provided us with personal information, please contact us at the address above.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technologies, legal requirements, or other factors. When we make material changes, we will update the “Effective Date” at the top of this page and post the revised policy on our Website. For significant changes that affect how we process your personal information or Client Data, we will provide notice through email (if we have your email address) or through a prominent notice on our Website at least thirty (30) days before the changes take effect.

Your continued use of our Website, Platform, or Services after the effective date of any changes constitutes your acceptance of the revised Privacy Policy.

13. Governing Law

This Privacy Policy is governed by and construed in accordance with the laws of the State of Oregon, without regard to its conflict of laws principles. Any disputes arising under or in connection with this Privacy Policy shall be subject to the exclusive jurisdiction of the state and federal courts located in Deschutes County, Oregon.