Privacy Policy

Doug Ross Mortgage

www.rossloan.com

Effective Date: June 22, 2026 | Last Updated: June 22, 2026

Our Commitment to Your Privacy

At Doug Ross Mortgage, we believe that technology should serve people, not exploit them. This Privacy Policy reflects our core value of data sovereignty—your information belongs to you, and we’re committed to protecting it with the same integrity we bring to securing our clients’ business data.

We will NEVER sell, rent, or trade your personal information to third parties. Period.

1. Information We Collect

Information You Provide Directly

When you interact with our services, we may collect:

Contact Information

Name (first and last)
Email address
Phone number
Company name and industry
Business address (if provided)

Assessment Data

Income and employment information
Credit history and financial statements
Property information and purchase details
Loan application data

Communication Preferences

Consent for email communications
Consent for phone calls (including AI-assisted calls)
Consent for text message communications
Opt-in/opt-out preferences

Consultation Information

Meeting notes and recorded sessions (with consent)
Business requirements and objectives
Implementation preferences and constraints

Information Collected Automatically

Website Usage Data

IP address and general location
Browser type and version
Device information
Pages visited and time spent
Referral sources

Cookies and Tracking

Essential cookies for website functionality
Analytics cookies to improve user experience
Preference cookies to remember your settings

We do NOT use tracking cookies for advertising or to build profiles for third-party marketing.

2. How We Use Your Information

We use your information solely to provide and improve our mortgage services.

Primary Business Purposes

Loan Processing: To evaluate your mortgage application, verify financial information, and process your loan
Pre-Approval Services: To assess your purchasing power and issue pre-approval letters
Client Communication: To send you loan status updates, document requests, rate information, and closing details
Customer Support: To respond to inquiries and provide guidance throughout the loan process

Communication Activities

Email Communications: Loan updates, document requests, appointment reminders, and rate notifications
Phone Calls: Follow-up discussions about your application, scheduling, and loan progress
Text Messages: Appointment reminders, loan status updates, and urgent service notifications
Educational Content: Home buying guides, mortgage tips, and financing best practices

Business Operations

Lead Management: Tracking client inquiries and communication preferences
Service Improvement: Analyzing aggregate data to improve our client experience
Legal Compliance: Meeting federal and state mortgage lending regulations including RESPA, TILA, and NMLS requirements

3. Information Sharing and Disclosure

We DO NOT Sell Your Information

Doug Ross Mortgage will never sell, rent, or trade your personal information to third parties for marketing or any other purposes.

Mobile Information Sharing Disclosure

No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. Information sharing to subcontractors in support services, such as customer service, is permitted. All of the above categories exclude text messaging originator opt-in data and consent; this information will not be shared with any third parties, excluding aggregators and providers of the Text Message services.

Limited Third-Party Services

We work with select service providers who help us deliver our mortgage services. These providers are contractually bound to protect your information:

Technology Infrastructure

GoHighLevel (GHL): Customer relationship management, marketing automation, and communication platform
Pacific Wholesale Mortgage: Wholesale lending platform and lender network access
Twilio: Text message and voice delivery services
Email Service Providers: Secure email delivery

Business Services

Calendar Services: Appointment scheduling
Payment Processors: Secure payment processing for applicable fees
Website Analytics: Understanding website usage patterns

All third-party providers:

Are carefully vetted for security and privacy practices
Receive only the minimum information necessary
Are contractually prohibited from using your data for their own purposes
Must meet or exceed our data protection standards

Legal Disclosures

We may disclose information only when required by law:

In response to valid legal process (subpoenas, court orders)
To protect against fraud or security threats
To protect the safety of individuals or property
In connection with a business transfer (with continued privacy protection)
As required by federal mortgage lending regulations and oversight authorities

4. Data Security and Protection

Our Security Measures

Encryption: All data transmitted and stored is encrypted using industry-standard protocols
Access Controls: Strict limits on who can access personal information
Regular Audits: Ongoing security assessments and improvements
Staff Training: All team members trained on privacy and security best practices

Data Sovereignty Commitment

Unlike many tech companies, we believe in local data control:

Client implementation data stays on their premises where applicable
Assessment and contact data is stored in secure, US-based servers
No foreign government access to your information
You maintain control over your data throughout our relationship

5. Your Privacy Rights

Communication Preferences

Email: Unsubscribe links in every email, or contact us directly
Phone Calls: Request to be removed from call lists at any time
Text Messages: Reply “STOP” to opt out of SMS communications
All Communications: Email ross.team@outlook.com to update preferences

Data Access and Control

Right to Access: Request a copy of all personal information we have about you
Right to Correction: Ask us to correct inaccurate or incomplete information
Right to Deletion: Request deletion of your personal information (subject to legal requirements)
Right to Portability: Receive your data in a portable format

California Privacy Rights (CCPA)

If you’re a California resident, you have additional rights:

Right to know what personal information is collected and how it’s used
Right to delete personal information
Right to opt-out of sale (though we never sell personal information)
Right to non-discrimination for exercising your privacy rights

You can exercise these rights up to two times every 12 months. To do so, contact us at ross.team@outlook.com or 209-298-0544. We may ask you to complete a verification process. We will confirm receipt and respond within the time frames prescribed by the CCPA.

European Privacy Rights (GDPR)

If you’re in the European Union, you have additional protections:

Lawful basis for processing (consent, legitimate interest, contract performance)
Right to data portability and erasure
Right to object to processing
Right to lodge complaints with supervisory authorities

6. Data Retention

Assessment Data: Retained for 3 years to provide ongoing support and service improvements
Communication Records: Retained for 2 years for customer service and legal compliance
Website Analytics: Aggregated data retained indefinitely; individual data deleted after 26 months
Marketing Communications: Until you unsubscribe or request deletion
Business Relationship Data: Retained throughout our business relationship and for 7 years after termination for legal and tax purposes

You can request earlier deletion by contacting us, subject to legal retention requirements.

7. Cookies and Tracking Technologies

Essential Cookies

Required for website functionality:

Authentication and security
Session management
Form data preservation

Analytics Cookies

Help us improve user experience:

Website usage patterns
Popular content identification
Performance monitoring

We use Google Analytics, a web analytics service provided by Google, Inc. For more information on how Google uses this data, visit www.google.com/policies/privacy/partners/. You can opt out at https://tools.google.com/dlpage/gaoptout.

Preference Cookies

Remember your choices:

Communication preferences
Display settings
Language preferences

Managing Cookies

You can control cookies through your browser settings, though disabling essential cookies may limit website functionality.

8. Children’s Privacy

Our services are designed for business professionals and are not intended for children under 13. We do not knowingly collect personal information from children under 13. If we become aware that we have collected such information, we will delete it immediately. If you believe that someone under the age of 18 has submitted personal information to our online resources, please contact us at ross.team@outlook.com.

9. International Data Transfers

Doug Ross Mortgage operates primarily within the United States. If you’re accessing our services from outside the US:

Your information may be transferred to and processed in the United States
We ensure appropriate safeguards for international transfers
We comply with applicable international privacy frameworks

10. Automated Communications

Doug Ross Mortgage uses GoHighLevel to automate appointment reminders, follow-up communications, and loan status notifications. All significant lending decisions involve human review by a licensed loan officer. Automated communications are advisory only and do not constitute a loan approval or commitment.

11. Communication Consent and SMS/MMS Terms

Consent

By submitting forms on our website or engaging with our services, you consent to receive communications from Doug Ross Mortgage including email, SMS/MMS messages, phone calls, and AI-assisted voice communications. You agree to be contacted on a recurring basis for as long as you are a part of our communication programs. Message frequency varies.

Message and Data Rates

As always, message and data rates may apply for any messages sent to you from us and to us from you. Message frequency varies. If you have any questions about your text plan or data plan, it is best to contact your wireless provider.

Opt-Out

You can cancel the SMS service at any time. Simply text “STOP” to the phone number from which you received the message. After you send the SMS message “STOP” to us, we will send you an SMS message to confirm that you have been unsubscribed. After this, you will no longer receive SMS messages from us. If you want to join again, just sign up as you did the first time and we will start sending SMS messages to you again.

Help

If you are experiencing issues with the messaging program, you can reply with the keyword HELP for more assistance, or you can get help directly at ross.team@outlook.com or by calling 209-298-0544.

Carrier Liability Disclaimer

Carriers are not liable for delayed or undelivered messages.

Additional Unsubscribe Methods

To unsubscribe from any communication medium, you may:

Send an email to ross.team@outlook.com with the phone number and/or email address you wish to have removed
Call and leave a message at 209-298-0544
Reply “STOP” to any text message
Follow the unsubscribe link in any email

Privacy

For privacy-related inquiries, please refer to our full Privacy Policy at www.rossloan.com

12. Changes to This Privacy Policy

We reserve the right to change or update this policy from time to time. Please check our website periodically for such changes, as all information collected is subject to the policy in place at that time. The English language version of this privacy policy is the controlling version regardless of any translation.

Contact Information

Privacy Questions and Requests

Email: ross.team@outlook.com

Phone: 209-298-0544

Mail:

Montana Office:
1925 Grand Ave. #127 PMB 637
Billings, MT 59102

California Office:
7412 Elsie Ave Suite 300
Sacramento, CA 95828

Response Times

General Inquiries: 2 business days
Access/Deletion Requests: 30 days
Urgent Privacy Concerns: 24 hours

Complaints and Concerns

If you believe we’ve mishandled your personal information:

Contact us directly using the information above
We’ll investigate and respond within 30 days
If unsatisfied, you may contact relevant regulatory authorities

Our Promise to You

At Doug Ross Mortgage, your trust is our most valuable asset. We’re committed to:

✓ Transparency: Clear communication about our data practices

✓ Control: Putting you in charge of your information

✓ Security: Protecting your data with enterprise-grade measures

✓ Respect: Honoring your communication preferences

✓ Integrity: Never selling or misusing your information

We believe that ethical data practices are not just legally required—they’re fundamental to building the trustworthy technology relationships that American businesses deserve.

Questions about this Privacy Policy? We’re here to help.

Contact us at ross.team@outlook.com or call 209-298-0544 for assistance.