Privacy Policy

Updated September 9, 2024

Original Effective Date: September 23, 2013

Welcome to Travel Portland’s Privacy Policy (“Policy”).

This Policy describes how Travel Portland manages personal information collected from our websites, apps and related technologies (collectively, our “Site”) in the course of providing information or services to you (“Services”).

TLDR

For the vast majority of Site visitors, we neither collect nor retain any personally identifiable information about your visit.
Unless we have a business relationship with an individual, we only collect such personal information as is necessary to provide any Services requested by that individual, and we only retain that data for as long as necessary to transact that Service.
We do not collect geolocation data from our recommendation app, Near Me Now.
We do use industry standard digital marketing techniques (e.g. tracking cookies) in support of our marketing work. See our Cookies Policy for further details.

This Policy is provided in a layered format so you can click through to the specific areas set out below.

INFORMATION WE COLLECT
HOW WE COLLECT YOUR PERSONAL INFORMATION
HOW WE USE YOUR PERSONAL INFORMATION
DISCLOSURES OF YOUR PERSONAL INFORMATION
MARKETING COMMUNICATIONS
YOUR LEGAL RIGHTS (U.S)
INTENDED USERS OF THE SITE; CHILDREN’S PRIVACY
RETENTION (U.S)
SECURITY (U.S)
EXTERNAL LINKS
ENFORCEBILITY
USERS/CUSTOMERS BASED IN THE EU
CONTACT US

1. Information We Collect

When you use the Site or our Services, we collect personal data, or personal information, which means any information about an individual from which that person can be identified (hereafter, “Personal Information”).

Personal Information which we may collect falls into the following categories:

Identity Information including your first and last name.

Contact Information including the name of the company you work for, your business address, billing address, email address and telephone numbers.

Transaction Information: including details about payments made by you and other details of products and services you have purchased from us.

Profile Information including your interests, contact preferences and feedback.

Usage Information: including information about how you use our Site and Services.

Geolocation Information i.e. the physical location of your device if you choose to center the map on your current location in our Near Me Now app. This data is used only in this context. The data is only stored locally on your device, where we do not access it, and we do not store or otherwise record your geolocation information.

Special Categories of Data including information about your health, such as health concerns and physical limitations. For example, if you fill out an RSVP form for a Travel Portland hosted dinner event and you inform us of your shellfish allergy.

We may also collect information that results from your online activity but which cannot directly or indirectly reveal your identity to Travel Portland. This includes technical information including the time and duration of your visit, the type of device and browser you’re using, your IP or MAC address, your mobile device ID, your generalized physical location (e.g. the city, state or country your device was located in when you visited the site) the actions you take on the Site (such as pages viewed and links clicked), and ads or websites you visited before and after visiting the Site. Most of this information is not considered Personal Information in law and is outside the scope of this Policy. However, if we combine or connect aggregated information with your Personal Information so that it can directly or indirectly identify you, we treat the combined information as Personal Information which will be used in accordance with this Policy.

2. How We Collect Your Personal Information

We use different methods to collect information from and about you including through:

Direct interactions: You may give us your Personal Information by filling in forms or by corresponding with us by mail, phone, email, our social media channels or otherwise. This includes Personal Information you provide when you:

fill out and submit forms on our Site to…
- Register for Travel Portland hosted events
- Request printed materials or other physical items be sent to you
- Make general inquiries
- Directly contact Travel Portland staff/departments
- Request support for journalistic endeavors
- Submit a Request For Proposal
- Apply for Partnership
subscribe to our Services or newsletters
engage with us on Social Media Channels (including LinkedIn, Facebook, Instagram, TikTok and YouTube)
sign up for our extranet to pay bills
attend webinars and other Zoom meetings we host

Third parties: We also receive Personal Information about you from providers of logistical, payment and delivery services who are based in the US.

3. How We Use Your Personal Information

We will only use your Personal Information when the law allows us to. Most commonly, we will use your Personal Information in the following circumstances:

Where we need to perform the contract we are about to enter into or have entered into with you. For example, to:

process requests for printed guides or other physical materials;
communicate with you about your use of our Sites and Services;
respond to, or follow up on, your comments and questions and otherwise provide customer service.
respond to an RFP;
provide access to and use of privileged areas of our Site and Services;

Where it is necessary for our legitimate interests and your interests and fundamental rights do not override those interests, including to:

manage our relationship with you;
ask you to take a survey;
notify you about promotions and special offers;
advertise to you;
administer our business;
deliver relevant website content and advertisements to you and to measure the effectiveness of the advertising we serve to you;
personalize your experience on our Site and deliver relevant content to you on our Social Media Channels.

Where we need to comply with a legal obligation.

Where we have your consent. We will only use your Special Categories of Data for the specific purpose it was collected for and where you have given us your explicit consent to do so.

We may also use aggregated information such as statistical or demographic data for any purpose, for example, to calculate the percentage of users accessing a specific Site feature.

4. Disclosures of Your Personal Information

Third-party service providers. We may share your Personal Information with our third-party service providers who provide services on our behalf, including:

Act-On and MailChimp, based in the US, who provide us with email marketing services;
Advertising networks, based both in the US and EU, who provide us with online advertising services.
Caterers or event planners, based in the US, who may need to be informed of your dietary restrictions in order to cater to your individual needs at Travel Portland events.
Other services providers necessary for us to provide the Services you request, such as shipping companies when we need to send you something.

These third-party service providers are not authorized to use your Personal Information in any way other than as described in this Policy and are required to keep your Personal Information confidential.

Social Media Channels. We may share your Personal Information with Social Media Channels, based both in the US and EU, who provide us with online advertising services. If you use Social Media sites and services, your information is subject to that site’s privacy policies, and you should read those policies to learn how they use your information.

Merger, acquisition, or sale. We may share or transfer Personal Information to third parties to whom we may choose to sell, transfer or merge parts of our business or our assets. Alternatively, we may seek to acquire other businesses or merge with them. In this event, we will, if allowed, use reasonable efforts to notify you when your Personal Information is shared with or transferred to any third party by posting such notice on the Site and/or by contacting you via the Personal Information you have provided us, if any.

Required by law. We reserve the right to disclose your Personal Information if we reasonably believe we are required to do so by law, rule, regulation, a judicial proceeding, court order, subpoena, or similar legal process; if we reasonably believe disclosure is necessary to protect, establish, or exercise our rights or property, or to defend against legal claims; or if we reasonably believe that disclosure is necessary to protect our other Site users or our employees, property, or business, or to take action regarding illegal activities or suspected fraud.

De-identified information. We may share de-identified, aggregated information with third parties, including advertisers and investors without restriction. For example, we may tell our advertisers the number of visitors to our Site; the most popular venues, hotels and activities. This information does not contain any Personal Information and is used by us to develop content and our Services.

5. Marketing Communications

Email Marketing

Travel Portland strives to provide valuable information to its partners, customers and other individuals that specifically request such information.

We may use your Technical, Usage and Profile Information to form a view on what may be of interest to you.

We will only send you marketing communications by email if you have opted in to receive marketing communications from us or we have an established business relationship with you.

At any time, you may request that we stop sending you marketing communications by clicking the unsubscribe link at the bottom of any e-newsletter or invitation you receive from us. All of our e-newsletters and marketing emails include links in the footer of the email for managing all aspects of your subscription, including the ability to globally unsubscribe from all marketing communications.

Please note that we will continue to send you transactional communications, for example confirmation of your attendee status at an upcoming Travel Portland event, even if you have unsubscribed from our newsletters.

Targeted Advertising

We may deliver content and advertisements to you about Portland and our Services on other Websites and Social Media Channels. We do this through use of targeting cookies and/or email address matching.

6. Your Legal Rights (US)

You can modify and update, or ask us to delete from our databases, Personal Information you have given us by contacting us at the contact information listed in Section 13 below. If you request that we delete or change your Personal Information, we will use commercially-reasonable efforts to remove your existing Personal Information, but see Section 8 below for reasons why we may retain some information.

7. Intended Users of the Site; Children’s Privacy

Our Site and Services are directed to people who are at least the age of 18. We do not and will not knowingly (i) collect or permit submission of Personal Information by anyone under age 18 through the Site; (ii) contact children under age 18 for marketing purposes; or (iii) sell products or services to children under age 18. If we learn that we have received information from a child under age 18, we will delete that information from our files. If you are a parent or legal guardian and you think your child under age 18 has given us information, you can contact us at the information listed below.

8. Retention (US)

We may retain all Personal Information in our databases for as long as is necessary or relevant for our business unless applicable laws require otherwise. This includes as long as we need it to complete a transaction or to do the things described in this Policy. You can contact us and ask us to remove your information from our databases. Note that even after you ask us to remove your information from our databases, it may be impossible to remove some information, such as information tracked in our web server log files and information that may reside in backup files. We may also retain Technical Information even after you request that we remove your information from our databases, for use in the aggregate and to analyze and improve the Site. Further, even after you request that we remove your information from our databases, we may retain Personal Information and technical information to comply with any applicable law, rule, regulation, or guideline; to prevent fraudulent activity; to protect ourselves against liability; to allow us to enforce our contractual or other rights and to pursue available remedies and limit any damages we may sustain.

9. Security (US)

We use standard security measures to protect against the loss, misuse, and unauthorized access, disclosure, and alteration of Personal Information that is under our control. The standard security measures we take will depend on the type of information collected.

We encourage you to use caution when using the Internet. Please do not send us sensitive information via email as this is not secure. Please notify us if you become aware that your Personal Information is lost, stolen, or used without permission.

Unfortunately, no data storage system or system of transmitting data over the Internet or wireless network can be guaranteed to be 100% secure, and no security system can prevent all security breaches. As a result, we do not and cannot guarantee the security of our servers or any Personal Information provided to us. Any transmission of your information to us is at your own risk.

10. External Links

This Site includes links to third-party websites and applications. Clicking on those links may allow third parties to collect or share data about you. We are not responsible for these websites or their owners’ and operators’ practices and use of your information collected as you use the websites.

11. Enforceability

If any part of this Policy is determined to be invalid or unenforceable pursuant to applicable law, then the invalid or unenforceable provision will be deemed superseded by a valid, enforceable provision that most closely matches the intent of the original provision and the remainder of the Policy shall continue in full force and effect.

12. Site Visitors/Customers in the EU

Section 12 applies only if you are based in the EU.

Your Legal Rights

In certain circumstances you have rights under data protection laws in relation to the Personal Information we hold about you. You have the right to:

Request access to your Personal Information. This enables you to receive a copy of the Personal Information we hold about you and to check that we are lawfully processing it.
Request correction of your Personal Information. This enables you to have any incomplete or inaccurate information we hold about you corrected, though we may need to verify the accuracy of the new information you provide to us.
Request erasure of your Personal Information. This enables you to ask us to delete or remove Personal Information where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your Personal Information where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your Personal Information to comply with local law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.
Object to processing your Personal Information where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground as you feel it impacts your fundamental rights and freedoms. You also have the right to object where we are processing your Personal Information for direct marketing purposes. In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your rights and freedoms.
Request restriction of processing your Personal Information. This enables you to ask us to suspend the processing of your Personal Information in the following scenarios:
- If you want us to establish the information’s accuracy.
- Where our use of the information is unlawful but you do not want us to erase it.
- Where you need us to hold the information even if we no longer require it as you need it to establish, exercise or defend legal claims.
- You have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.
Request transfer of your Personal Information to you or to a third party. We will provide to you, or a third party you have chosen, your Personal Information in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you.
Right to withdraw consent. Where we are relying on consent to process your Personal Information. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain products or services to you. We will advise you if this is the case at the time you withdraw your consent.

If you wish to exercise any of the rights set out above, please contact us at privacy@travelportland.com.

You will not have to pay a fee to access your Personal Information (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we could refuse to comply with your request in these circumstances.

We may need to request specific information from you to help us confirm your identity and ensure your right to access your Personal Information (or to exercise any of your other rights). This is a security measure to ensure that Personal Information is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.

We try to respond to all legitimate requests within one month. Occasionally it could take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.

International transfers

Travel Portland is based in the United States. Information we collect from you will be processed by us in the United States. This is not a regulated data transfer for data protection purposes. We will however always protect the privacy and security of your Personal Information and use your Personal Information only as described in this Policy.

By using our Services, you understand that your Personal Information will be transferred to third parties based outside of the European Economic Union (“EEA”) with whom we share your information as described in this Policy.

Whenever we store or transfer your Personal Information outside of the EEA, we will do so in accordance with applicable law, and we will ensure a similar degree of protection is afforded to it by ensuring that specific contracts approved by the European Commission are in place, which give personal data the same protection it has in Europe. For further details, see European Commission: Standard contractual clauses for international transfers.

Please contact us if you want further information on the specific mechanism used by us when transferring your Personal Information out of the EEA.

Retention

We will only retain your Personal Information for as long as reasonably necessary to fulfill the purposes we collected it for, including for the purposes of satisfying any legal, regulatory, tax, account or reporting requirements, after which we shall delete it. This includes data concerning any dietary restrictions you may have informed us about prior to attending a Travel Portland event. By law we have to keep basic information about our customers (including Contact, Identity, Financial and Transaction Information) for six years after they cease being customers for regulatory purposes.

We may retain your Personal Information for a longer period in the event of a complaint or if we reasonably believe there is a prospect of litigation with respect to our relationship with you.

We may also need to retain some of your Personal Information indefinitely to support the services we offer. For example, if you have unsubscribed from marketing communications or opted out of certain types of processing (i.e. a suppression list), we would need to retain your unsubscribe or opt-out request indefinitely in order to comply with such request.

Content (such as your photographs, video and notepad) that you have shared publicly on our Site, or on Social Media Channels that are visible to other users may continue to be visible indefinitely.

In some circumstances you can ask us to delete your data: see your legal rights above for further information.

In some circumstances, we will anonymize your personal information (so that it can no longer be associated with you) for research or statistical purposes, in which case we may use this information indefinitely without further notice to you.

Security

We have put in place appropriate security measures to prevent your Personal Information from being accidentally lost, used or accessed in an unauthorized way, altered or disclosed.

In addition, we limit access to your Personal Information to those employees, agents, contractors and other third parties who have a business need to know. They will only process your Personal Information on our instructions and they are subject to a duty of confidentiality.

We have put in place procedures to deal with any suspected data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.

Right to complain

You have the right to make a complaint at any time to the supervisory authority for data protection issues in your jurisdiction. We would, however, appreciate the chance to deal with your concerns before you approach the supervisory authority so please contact us in the first instance.

13. Contact Us

If you have questions regarding our information practices, please contact us.

Travel Portland
Attn: Marketing & Public Relations
100 S.W. Main St, Suite 1100
Portland, OR 97204
privacy@travelportland.com
503.427.1372

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