SDAO Website Privacy Policy


Thank you for visiting the Special Districts Association of Oregon, Property and Casualty Coverage for Education, Oregon School Boards Association, and/or Special Districts Insurance Services web site and reviewing our Privacy Policy. We recognize that your privacy is important. Therefore, any information you give to us will be handled with the utmost care. But please note that this policy is not intended to apply to practices of any organization, person or thing that we do not own and/or control.

General
When we refer to “SDAO”, “we”, “our”, etc., we are referring to the “Special Districts Association of Oregon”, the “PACE Liability Trust” and/ or the “Special Districts Insurance Services”. When we refer to “you”, “your”, “your organization”, and/ or our employees, board members, volunteers, contractors, sub-contractors, etc., we are referring to your organization and/or district, community college, educational service district, charter school, any similar organizational structure, and/ or your employees, board members, volunteers, contractors, sub-contractors, etc.

Our Web sites are primarily for those who are members of SDAO and/or PACE. In addition, many portions of the sites are directed to those who are part of the SDAO Property and Casualty, PACE Property and Casualty and/or SDAO Workers Compensation Risk Pools. Our web sites are not intended for children. Our definition of children is any person under the age of eighteen years old. 

The goal of this policy is to explain how Special Districts Association of Oregon collects, uses and shares the information we obtain about you. To begin, it is important to note that we do not sell your personal and/ or medical information to anyone, do not share your information with non-affiliate organizations that would use it to contact you about products and services; unless permitted pursuant to a joint organizational or marketing agreement, require persons or organizations that represent or assist us in servicing your policy and claims to keep your information confidential, require our employees to protect your personal information and keep it confidential. Protecting your personal information is important to us. Our privacy practices continue to apply to your information even if you cease to be an SDAO member.

Terms of Use
This Privacy Policy is intended to be an addition to SDAO’s Terms of Use. Any and all portions of the Terms of Use also apply to this Privacy Policy. SDAO’s Terms of Use applies to use of this Site, and the Terms of Use’s terms are made a part of this Privacy Policy by this reference. Both the Terms of Use and this Privacy Policy were designed so they would not conflict with each other. But it should be noted that this Privacy Policy will take precedence in situations where the Terms of Use and this Privacy Policy are in conflict. To view SDAO’s Terms of Use, click here

Privacy for Children under the Age of 13
SDAO will never knowingly request personally identifiable information from anyone under the age of 13. The previous sentence represents SDAO’s ongoing commitment to remain consistent with the Children's Online Privacy Protection Act of 1998 (COPPA). We do not market any products or services to children under the age of thirteen years old, or knowingly collect any information from children under the age of thirteen years old. If we become aware that information is or has been submitted by or collected from a child under the age of thirteen years old, we will delete this information.


Information We Collect and How We Use It

We gather information about you, from you and from outside sources. Some examples of the information we collect may include, but are not limited to, your name, phone number, home and e-mail addresses, driver's license number, social security number, marital status, driving record, claims history, medical information, credit information, family member information and injury and/or healthcare information. Also, we gather data, and maintain recorded data, that include, but are not limited to, financial data, property data, automobile data, operational data, coverages, contributions, payment history, and more.

In addition, we and our business partners gather information through Internet activity, which may include, for example, your operating system, links you used to visit sdao.com and other similar and/or related web pages you viewed while visiting our sites and/or applications, Internet Protocol (IP) addresses, and cookies.

Even if you do nothing during your visit but browse through the web site, read pages, or download information, we will gather and store certain information about your visit automatically. This information does not identify you personally. But we will collect information on:
  • The Internet domain (for example, "xcompany.com" if you use a private Internet access account, or "yourschool.edu" if you connect from a university's domain) and IP address (an IP address is a number that is automatically assigned to your computer whenever you are surfing the Web) from which you access our web site
  • The type of browser and operating system used to access our site, including its version (HTTP header, “user-agent”);
  • The date and time of the user accesses our site;
  • The pages the user visits; and
  • If you linked to the SDAO web site from another web site, the address of that web site (HTTP header, “referrer”).
  • Cookies are small files of information that save specific information about your visit to a website on your computer. There are two types of cookies, persistent and session-based. Only persistent cookies remain on your computer after you've closed your browser or turned off your computer. SDAO web sites use persistent cookies to maintain your "User ID". The cookies we use identify you merely as a number, are used only to assist in Logging into the SDAO member site and expire after 30 days. Session cookies remain in your computer's memory only until your browser session has ended and is completely closed. They contain encrypted or encoded information about your account(s), and/or identifying information that you have previously provided to us. This information allows SDAO to process your online transactions and requests. Session cookies also help us make sure you are who you say you are after you've logged in. SDAO may show advertisements for approved vendors, partners, advertisers and other service providers on some of our pages. They do not have access to SDAO’s cookies.
Some areas of our web sites are password protected and require that you register for online access. We may request that you provide us with basic information before proceeding with this process. If you choose not to provide this information, you will not be able to use the portions of the site which require registration. When you register to use our web sites, we commonly request information such as your organization name, your first and last name, position/job title, phone number, e-mail address, and a self-chosen password. For some products and services we might also ask for your physical and/or mailing address and additional information about your organization.

Sharing Information
In the course of normal business activities, we use, combine and share your information. We may provide your information to persons or organizations within and outside of SDAO. In every case, we strive to only share information as required or permitted by law. Some examples of the ways we are likely to use your information are to: Fulfill a transaction you requested or service your account, market our products and services, handle your claim, attempt to prevent fraud, comply with requests from regulatory and law enforcement authorities, participate in insurance support organizations, etc.

Use of your information by us and others
All of our web sites provide information about us, our products and others who represent us and/or our members. We use many online technologies to help us provide users with a better service and a more customized web experience. Additionally, our partners and/or vendors may use tracking services, analytics and other technologies to monitor visits to our web sites. Our web site may also use cookies, web beacons (also called "clear GIFs" or "pixel tags") in conjunction with cookies, and other similar tracking devices. It is important to note that many commercial Internet sites use cookies; a cookie enables the site to label you as a particular user, but it does not identify you by name or address unless you have provided us with such information (over the Internet or otherwise) or set up preferences in your browser to do so automatically.

Currently you can choose to not accept cookies by changing the settings on your web browser. However, rejecting cookies may prevent you from using certain functions and you may have to repeatedly enter information to take advantage of services or promotions. Cookies allow us to provide you with a more customized service and are used to track and measure Web site usage. This information may be used to manage and customize our Web site's content, layout, and services in order to improve our site, enhance customer service, and provide tailored messages.
 
Sharing Personal Information
We do not rent, sell, or share personal information about you with other people or non-affiliated companies. Exceptions to this rule are products or services you have requested and:
• When trusted partners (third parties) assist SDAO under confidentiality agreements provide technical assistance. We require they comply with our Privacy Policy and any other appropriate confidentiality and security measures. These companies do not have any independent right to share this information. 
  • When we respond to subpoenas, court orders, or legal process, or must establish or exercise our legal rights or defend against legal claims.
  • When we believe it is necessary to share information in order to investigate, prevent, or take action regarding illegal activities, suspected fraud, situations involving potential threats to the physical safety of any person (imminent harm), violations of SDAO’s terms of use, or as otherwise required by law.
  • In the event that SDAO is acquired by or merges with another organization. In this event SDAO will notify you and your insurance agent before information about you is transferred and becomes subject to a different privacy policy.
SDAO approved third parties (vendors, partners, advertisers and other service providers) that pay the association a fee to become Subscribers may request member mailing labels. The information on the labels includes the name and title of the key contact, the name of your organization and your mailing address. This information may be contained in documents filed with the State of Oregon and may already be accessible to the public through the State of Oregon’s Municipal Records Audits Division. SDAO only allows third parties to become Subscribers if they are identified as providing information deemed likely to be of interest to the SDAO membership. SDAO does not collect or store your information with the intent of commercial marketing.
Examples of persons or organizations that may be supplied with your personal information include, but are not limited to:
  • Your agent, broker or SDAO affiliated organizations
  • Organizations that perform services, such as marketing, credit/debit card processing, and communication services on our behalf
  • Business partners that assist us with tracking how visitors use our web sites
  • Organizations with whom we have a joint marketing agreement
  • Organizations that play a role in an insurance transaction with you
  • Independent claims adjusters
  • Organizations that conduct actuarial or research studies
  • Those who request information pursuant to a subpoena or court order
  • Repair shops and other claims vendors

We do not currently, but may in the future elect to start using third-party advertising companies to present ads on sites on which we advertise. Third-party advertising technology uses information derived from your visits to this Web site and the sites on which we advertise to present ads to you and uses cookies to track activity. We may also use Web beacons, provided by third-party advertising companies, on both our Web site and on other sites, to help manage and optimize our online advertising. Web beacons enable us to recognize a browser's cookie when a browser visits this site, to learn which banner ads bring users to our Web site, and enable us to deliver more relevant ads to users. We may also use member information to send you promotional communications about products, features, and options that we believe may be of interest to you. If we have your e-mail address, we may do this by e-mail.

Although we will strive to make sure that any sites to which we target our ads, or from which we collect data, is posting a privacy statement that fully describes the advertising and data collection activities on its site, we cannot guarantee that all of those sites post such a statement.

You can request that we not share your personal information now and in the future. To request that we not allow others to use your personal information to market their products and services, please contact us, via mail, at:

Special Districts Association of Oregon
Attn. Member Services
PO Box 12613
Salem, OR 97309

Please keep in mind that it may take up to four weeks to process your request.

Regardless of your request: Any and all information will be shared as required by law, congressional subpoena and/or judicial subpoena.
 

Confidentiality and Security

Security Technology
SDAO currently uses Secure Socket Layer (SSL) certificates issued by Network Solutions to offer secure communications by encrypting all data to and from the web site. The SSL Web Server Certificate offers comprehensive authentication procedures (domain name and identity verification). It also employs 128-bit encryption ensuring that information is kept private while in transit between the web server and your client web browsers.

Security Visual Reminder
There are two visual reminders of the security status of your connection at any given time. When you are in a secure state, the URL (web address) showing in your browser will begin with https (the "s" stands for "secure"). Normal unsecured transmissions show a URL beginning with http.

Individual browsers also give a second indication that secured transmissions are being sent and received. Typically, a solid key or a locked padlock icon in the lower left-hand corner of your browser window indicates a secured session is in progress, while an icon showing a broken key, an open lock, or no icon at all, indicates an unsecured mode.

For site security purposes this computer system employs software programs to monitor network traffic to identify unauthorized attempts to upload or change information, or otherwise cause damage. Unauthorized attempts to upload information or change information on this service are strictly prohibited and may be punishable under the Computer Fraud and Abuse Act of 1986 and the National Information Infrastructure Protection Act.

SDAO, as developer and manager of the SDAO web site, has taken steps to safeguard the integrity of its telecommunications and computing infrastructure, including but not limited to authentication, monitoring, and auditing. Security measures have been integrated into the design, implementation, and day-to-day practices of the entire operating environment as part of its continuing commitment to risk management.

We limit access to personal information about you to SDAO employees who we believe need to come into contact with that information to provide products or services to you or in order to do their jobs. We use strict measures to protect against the loss, misuse and alteration of data on our web site.

Your User ID and Passwords
We provide registered users with a unique user ID.  And each registered user must choose their own password.  Due to the fact that no method of transmission over the Internet, or method of storage, is 100% secure, we in-no-way guarantee the absolute security of any information.

E-Mail
All users should note that e-mail submissions over the Internet may not be secure and are subject to the risk of interception by third parties. Please consider this fact before e-mailing any personal or confidential information.  E-mail messages are not secure. Our security software is not able to encrypt e-mail messages. Anyone on the internet can view, alter, copy, etc. your e-mail messages. Therefore, you should exercise discretion with respect to the submission of any personal or financial information via e-mail. If you are concerned about security, we encourage you to communicate via the postal service or telephone. Similarly, although extensive precautions have been taken and procedures are in place to prevent the transmission of viruses via e-mail messages, the recipient should check all e-mails and any attachments for the presence of viruses. This is due to the fact that e-mail transmission cannot be guaranteed to be secured or error-free as information could be intercepted, corrupted, lost, destroyed, arrive late or incomplete, or contain viruses.

We accept no responsibility (are not responsible) for the security, validity, authenticity or confidentiality of any e-mail communications. We accept no liability for any damage caused by any virus transmitted by e-mail. And we accept no liability for any errors or omissions in the contents of e-mail messages, which arise as a result of e-mail transmissions. 

Privacy on other web sites
In order to provide you with a wide variety of information about SDAO and our programs and services, our web site has links to other web sites. SDAO provides external links as an information service only. Each of these agencies, associations, entities, non-profit organizations, other organizations and private businesses has the responsibility of setting their own privacy policy and posting it on their web site. Once you link to another site, you are subject to the privacy policy of the new site. SDAO is not responsible for the privacy practices or content of such web sites. We encourage you to be aware when you leave our site and to read the privacy policies of every Web site that you visit, as the privacy policies of those sites may differ from ours. Our Privacy Statement applies solely to official SDAO Web sites.

Information on the web
We do not warrant the accuracy, reliability, or timeliness of any information published on any SDAO site, SDAO related site or linked site; nor endorse any content, viewpoints, products, or services linked from these sites; and shall not be held liable for any losses caused by reliance on the accuracy, reliability, or timeliness of such information. Portions of such information may be incorrect or not current. Any person or entity that relies on any information obtained from these sites does so at their own risk.

Questions
SDAO web sites are operated and maintained by SDAO employees. If you have questions, suggestions, or complaints please contact us at 800.285.5461 or send an e-mail to memberservices@sdao.com. You will not be penalized for filing a complaint.

Disclaimer
We hope you have found this Privacy Statement helpful. If you are not comfortable with any of the terms or policies described in this Privacy Statement, we ask, suggest, recommend and demand that you discontinue use of our web sites.

WE RESERVE THE RIGHT TO CHANGE OUR PRIVACY PRACTICES, PROCEDURES, TERMS AND THIS STATEMENT AT ANY TIME. Please be aware that we may periodically update or revise this Privacy Statement. Users will not be notified of changes but may review our privacy policy at any time. The date changes were last made is shown at the bottom of this privacy policy.

Effective Date: 5/19/2008
Last Updated: 11/7/2012