Local Ties Senior Advisors · Tom McCahan · Call or text (971) 610-0047 · localtiespdx.com
Privacy Policy
About this policy
Local Ties LLC helps families find licensed long-term care in the Portland area. To do that well, we have to ask you personal questions — about health, money, and family circumstances — usually at a stressful moment.
This policy explains what we ask for, why we ask, who sees it, and what control you have. If anything here is unclear, ask us. We would rather answer the question twice than have you wonder.
Why we collect your information
We only ask for information we actually need to help you, and we tell you why before we ask.
To recommend care settings that fit, we need to understand the situation: what level of care is needed, what a family can afford, where they want to be, and what matters to them. A memory care recommendation is only useful if we understand the diagnosis. A budget conversation is only honest if we know the real numbers.
We do not collect information out of habit, and we do not collect information to sell.
What we collect
Depending on your situation, this may include:
- Contact information — name, address, phone, email
- Information about the person seeking care — age, health and medical history, diagnoses, medications, mobility, memory, and the daily help they need
- Financial information — income, assets, long-term care insurance, veterans benefits, or Medicaid eligibility, to the extent needed to identify settings you can afford
- Preferences and circumstances — location, cultural or religious needs, pets, proximity to family, and anything else that matters to you
We collect this directly from you, or from someone you have authorized to speak for you, through conversation, forms, or documents you choose to share. We do not gather information about you from other sources without telling you.
Your consent, and how sharing works
We ask your permission every single time before we share your information with a care setting.
This is not a one-time signature. Each time we want to send your information to a specific facility, we tell you which facility and ask you to approve it. You can say no to any of them. Oregon law requires this, and we think it is the right way to work regardless.
Before we provide a referral, we also give you a written Disclosure and Advisory Form describing our services, how we are paid, and your rights. This privacy policy is provided with it.
Who we share with: only the licensed care settings you are actually being referred to, and only after you have approved that specific setting.
Who we do not share with: we do not sell your information. We do not share it with marketing affiliates, lead-generation companies, or data brokers. We do not trade it. Your information goes where it needs to go to help you, and nowhere else.
We may disclose information without consent only where the law requires it — including our duty as a mandatory reporter to report suspected abuse of an older adult or person with a disability.
Keeping information accurate
We want the information we hold about you to be accurate, complete, and current. A wrong medication list or an outdated budget can lead to a bad recommendation.
Please tell us when something changes, and let us know if you spot an error. We will correct it promptly.
How we protect your information
We are a small firm, and we keep our systems simple and secure:
- Electronic records are stored in password-protected, encrypted systems with multi-factor authentication
- Devices are encrypted, password-protected, and locked when unattended
- Paper documents are kept in a locked location and shredded when no longer needed
- Access is limited to those who need it to serve you
- Information is sent to care settings using secure methods, not unsecured email
- Where we use audio recording to capture meeting notes, we do so only with your knowledge and consent, and recordings are stored securely and deleted when no longer needed
No system is perfectly secure, and we will not tell you otherwise. If information about you is ever compromised, we will notify you.
How long we keep information
We keep your signed Disclosure and Advisory Form for three years, as Oregon law requires.
Sensitive information — health details, diagnoses, and financial records — we keep only as long as we actively need it to serve you. Once your placement is complete and any related matters are closed, we securely destroy it. We do not keep medical and financial records on file indefinitely.
Your rights
You may, at any time:
- Ask what we hold about you, and receive a copy
- Correct or update anything inaccurate or incomplete
- Withdraw consent to share your information with any care setting
- Ask us to stop contacting you. Put it in writing — email or letter — and we will stop.
- Change referral agents. You are free to work with someone else at any time.
- Ask us to delete information we are not legally required to keep
To make any of these requests, contact us at tom@localtiespdx.com or 971-610-0047. We will respond promptly and will not ask you to justify the request.
Checking on care settings
The Oregon Department of Human Services publishes inspection results, complaints, and regulatory actions for every licensed long-term care setting in the state:
https://ltclicensing.oregon.gov
We encourage you to look up any setting we recommend. We would rather you check.
Questions or concerns
Contact us first — we want the chance to make it right.
Local Ties LLC tom@localtiespdx.com · 971-610-0047
You may also contact the Oregon Department of Human Services, Long-Term Care Referral Program:
ltcr.info@odhs.oregon.gov · (503) 373-2227 ODHS, Safety Oversight and Quality, Long-Term Care Referral Program, PO Box 14530, Salem, OR 97309-0435
Local Ties LLC is registered with the Oregon Department of Human Services as a long-term care referral agent. Registration does not constitute a recommendation or endorsement by ODHS.