Privacy Policy

1. Scope of Policy

This policy applies to Oklahoma Estate Finders' website, intake forms, claim review, communications, marketing, and digital onboarding. It does not apply to third-party government sites or third-party websites not controlled by us. Signed agreements may contain additional privacy or authorization terms.

2. Information We Collect

A. Contact Information

• Name, phone number, email address, mailing address, preferred contact method, and best time to contact.

B. Claim/Owner Information

• Listed owner name, prior names, aliases, maiden names, former addresses, relationship to owner, deceased owner details, estate/trust/business details, claim reference code or notice ID, property type, estimated claim value, known holder/company/agency, and prior claim status.

C. Identity and Verification Information (Secure Onboarding Only)

• Date of birth, last four digits of SSN, government ID information, proof of address, death certificate, probate documents, entity documents, trust documents, mineral/royalty documents, authorization forms, e-sign records, and any other documents required to process a claim.

Important: Full SSN, ID images, bank information, and highly sensitive documents should only be collected through secure onboarding or approved secure methods, not public intake forms.

D. Communications Information

• Call recordings or call notes (if used), voicemails, text messages, emails, mail responses, consent records, opt-out records, appointment records, support notes, and CRM activity.

E. Device, Website, and Analytics Information

• IP address, browser/device type, pages viewed, referral source, QR code source, UTM campaign, landing page version, cookies/pixels, form timestamps, user agent, approximate location derived from IP, and interaction with emails, ads, and forms.

F. Marketing and Lead Source Information

• Campaign source, notice ID, referral source, mail campaign, QR scan source, ad campaign, re-engagement status, and consent preferences.

3. Sources of Information

We may collect information from you directly, family members, heirs, estate representatives, business representatives, authorized contacts, public records, government or unclaimed property databases, property holders, probate/court/county/mineral/royalty/business/land records, referral partners, marketing campaigns, data providers, research vendors, CRM/analytics/call/SMS/email/mail vendors, and signed authorization documents.

4. How We Use Information

We use information to review potential claims, verify ownership/heirship/relationship/authority, contact users about their inquiry, send intake confirmations, send e-sign onboarding, prepare/support/submit claims after authorization, request missing documents, communicate with agencies/holders/courts/vendors/parties after authorization or where permitted, maintain internal lead and claim records, prevent fraud/identity misuse/duplicate submissions, improve website/forms/services, send transactional messages, send marketing and re-engagement communications where permitted, send physical mail notices and reminders, comply with legal obligations, enforce agreements, and protect company rights.

5. Communications, Calls, Texts, Email, and Physical Mail

We may use your contact information to communicate with you about your inquiry, potential claim, onboarding, documents, service updates, and related opportunities. Communications may be sent by phone, text message, email, voicemail, or physical mail. We may also send re-engagement reminders if you begin but do not complete an intake form or onboarding process. You may opt out of marketing emails using the unsubscribe link, opt out of texts by replying STOP or a similar request, and contact us to request removal from marketing call or mail lists.

6. How We Share Information

We may share information with service providers and processors, CRM vendors, e-sign providers, secure document storage providers, SMS/email/call vendors, mail houses and print vendors, analytics and advertising providers, identity verification vendors, data/research providers, government agencies or unclaimed property administrators, property holders, courts, probate offices, county offices, mineral/royalty holders, transfer agents, insurers, employers, banks, or other claim-related parties, attorneys, accountants, compliance consultants, professional advisors, business successors in merger/sale/financing/acquisition/reorganization/asset transfer, law enforcement, regulators, or legal process when required, and other parties with your consent or authorization.

We do not sell your personal information in the ordinary sense of exchanging it for money.

[Attorney/Privacy Review Needed: confirm whether any advertising pixels, retargeting, analytics, lead-sharing, or data-provider relationships count as 'sale', 'sharing', or 'targeted advertising' under applicable privacy laws.]

7. Sensitive Information

We may process sensitive information only when needed for claim review, verification, onboarding, legal compliance, fraud prevention, or authorized claim support. Sensitive info should be collected later through secure onboarding whenever possible.

8. Cookies, Pixels, Analytics, and Advertising

We may use cookies, pixels, analytics tools, ad platforms, CRM tracking, call tracking, and similar technologies to measure campaigns, understand QR-code sources, improve landing pages, prevent fraud, and re-engage interested users. You can control cookies in your browser settings.

9. Email Marketing and Re-Engagement

We may send claim reminders, incomplete onboarding reminders, educational content, service updates, and marketing messages. Every marketing email must include an unsubscribe link. We will honor unsubscribe requests. Transactional emails may still be sent when needed for active services.

10. SMS/Text Messaging Policy

By opting in, you agree to receive text messages from Oklahoma Estate Finders. Messages may include claim review updates, document reminders, onboarding links, appointment reminders, re-engagement reminders, and marketing where consented. Message frequency varies. Message and data rates may apply. Reply STOP to opt out. Reply HELP for help. Consent is not a condition of purchase or use of services. Carriers are not liable for delayed or undelivered messages.

11. Call Recording

[Do not include call recording language unless the company actually records calls.]

12. Physical Mail

We may send letters, postcards, notices, reminders, claim-related documents, and service offers by physical mail based on public records, user-submitted data, referral data, or claim research. You may request to be removed from marketing mail lists.

13. Data Retention

We keep information as long as necessary for intake review, claim processing, signed agreements, legal compliance, fraud prevention, tax/accounting, dispute resolution, audit, and business records.

[Attorney/Compliance Review Needed: Retention table placeholder]

• Intake leads: [X years]
• Signed client records: [X years after claim closure]
• Consent and opt-out logs: [X years]
• Marketing suppression records: as long as needed to honor opt-out
• Call recordings, if any: [X months/years]
• Website analytics: [X months]
• Secure document records: [X years or as required]

14. Security

We use reasonable administrative, technical, and physical safeguards. No method is 100% secure. You should not send sensitive documents through unsecured email or public forms unless specifically instructed.

15. Data Breach

We will respond to security incidents according to applicable law and notify affected individuals, regulators, or other parties if required.

16. User Choices and Privacy Rights

You may request access to, correction of, deletion of, or a copy of your information where legally available. You may also request marketing opt-out, text opt-out, email unsubscribe, do-not-call, or do-not-mail. We may need to verify your identity before fulfilling requests. Rights vary by state and effective law.

17. Children's Privacy

Our site is not intended for children under 13. We do not knowingly collect information from children under 13.

18. Third-Party Links and Government Sites

Our site may link to official government portals or third-party resources. We are not responsible for their privacy practices.

19. Business Transfers

Information may be transferred in connection with a merger, acquisition, sale, financing, reorganization, bankruptcy, or transfer of assets.

20. Changes to Privacy Policy

We may update this policy. Continued use after an update means you acknowledge the updated policy.

21. Contact Information

Oklahoma Estate Finders LLC
[Business Address]
[Phone]
[Email]
[Privacy Email]
[Mailing Address]

Privacy Requests: [privacy@domain.com]
Marketing Opt-Out Requests: [optout@domain.com]