Privacy Policy


Though we believe in Open Source, that is not the way we treat your information!  OSEHRA collects and stores user information for internal use only, in a very secure manner.  Your information will not be sold or disclosed unless required by law.  For more details read the full policy below.

Privacy Policy

Thank you for visiting the OSEHRA website.  Privacy is an important issue for our members, and OSEHRA is committed to protecting the privacy of your information.  This Privacy Policy and Statement describes OSEHRA's information handling practices and procedures.  The OSEHRA Website comprises several web pages/applications located at the following URLs:,,, and (collectively, the “Site”).  This Privacy Policy and Statement only applies to information collected through the Site. The term “Members” means those who have chosen to register on the Site, including Organizational, General, and Associate Members.

Site Procedures and Information

Member Online Profile Information

Members may create an online profile, which contains information such as name, personal contact information, company name, company contact information, special interests in OSEHRA meetings and publications.  Members are able to create a profile and manage this information through the Site.

Unidentifiable Information

OSEHRA also collects other types of information that does not allow OSEHRA to identify your name, e-mail address, or other personal characteristics.  This "non-personal information" includes the number assigned to your computer whenever you access the Internet ("IP address") and the type of browser you use.  None of this non-personal information allows us to identify or contact you.  OSEHRA uses this information to assist us in evaluating how the Site is being utilized by members and visitors.

OSEHRA may also assign a "cookie" to your computer in some situations.  Like an IP address, a "cookie" is a kind of online identification tag that allows us to recognize your computer each time you visit the Site.  Unless you have already provided us with personal information on Site, cookies do not allow us to identify you by name, e-mail address, or other personal characteristics.  OSEHRA uses cookies primarily to identify return visitors and make your Site experience more efficient and convenient.  Such information may include, but is not limited to, the links visitors used to arrive at the Site, the domain and host from which visitors access the Internet, the type of web browser that visitors use, the type of operating system in use, IP address, and the number and frequency of visitors who visit various pages of the Site.

OSEHRA utilizes or may in the future utilize vendors for various purposes, such as with advertisers and delivery of information on the Site.  OSEHRA also uses a vendor to collect aggregate information about Site usage—such as the most visited pages and features.  This vendor also uses cookies and transparent image tags to collect this information.  Like cookies, image tags do not allow us, or the vendor, to identify you by name or other personal characteristics.  These vendors do not collect any personal information from members on the Site, and they do not share the non-personal information collected on the Site with anyone else for any other purpose.

If you choose not to accept cookies, you may not be able to use certain tools or features of the Site.  Table 1 describes the disabled features and tools for each web application when the use of cookies is turned off.  You will still be able to visit most of the Site pages on an anonymous basis.  However, security dictates that we limit the ability to create input to the Site to users who have identified themselves via login.

Table 1 - Features or Tools Disabled Without Cookies



Features or Tools Disabled without Cookies

 Website Homepage

Must log into user account to:

  • create contents such as Blogs, or
  • access reserved content such as OSEHRA Summit proceedings.

 Technical Journal

Must log into user account to:

  • submit new journal or source code, or
  • keep track of search results when browsing between pages.

 Issues Tracker

Must have cookies enabled to access Issue Tracker functionality.


Must have cookies enabled to access Wiki functionality.


What Information OSEHRA Collects and Stores

User Information Stored

OSEHRA may use non-personally identifiable information collected from Members for internal purposes such as to conduct reviews of the Site, guide decisions about the development of the Site, provide an enhanced online experience for Members, or identify, on an aggregate basis, general trends that may assist OSEHRA in providing services and offerings to Members.  As a membership organization, OSEHRA stores contact information within our internal Customer Relationship Management (CRM) database which adheres to this privacy policy. 

Disclosure of User Information

Personally-Identifiable Information (PII) collected from members may be used to answer members' questions, provide services, newsletters, and other information that they request or register for through the Site, or for internal business purposes.  OSEHRA may use member information for marketing purposes, such as to inform members of meetings, newsletters, and other offerings provided by OSEHRA that may be of interest.  OSEHRA may share member information with OSEHRA's agents so that these agents can contact members who have provided contact information on OSEHRA 's behalf.  OSEHRA takes very seriously its responsibility to keep your personal information confidential and private.  OSEHRA does not sell, rent, or trade PII with third parties for their promotional purposes.

OSEHRA reserves the right to disclose PII of members to the Site if required by law or if OSEHRA reasonably believes that disclosure is necessary to protect OSEHRA's rights and/or to comply with a judicial proceeding, court order, or legal process.  We reserve the right to contact the appropriate authorities at our discretion when registrants' or Members’ activities appear to be illegal or inconsistent with our policies.

User Preference for Receipt of Information

Members who create an online profile can control whether, and how, they receive information from OSEHRA.  OSEHRA may send members email communications, such as newsletters, meeting announcements, calls for papers, and notices to committee members.  Members may be automatically subscribed for select newsletters based on their level of membership.  Members can manage their receipt of email communications and newsletters through an "unsubscribe" link at the bottom of each email communication and newsletter, by going to their profiles and selecting Notifications, or by contacting OSEHRA at

User Features and Online Community

As a Member, it is important to understand that the information you submit in displayable profiles, message boards, journals, chat rooms, and user groups is publicly displayed and may be read, collected, or used by third parties.  OSEHRA is not responsible for the personally identifiable information a registrant or member chooses to submit in such a forum. Your messages will be viewed by individuals and organizations other than OSEHRA, and may be used by these third parties to send you unsolicited messages.  As a result, you should be very careful about the information that you publish online.  Since these unrelated parties will also see your "User Name" on any postings that you make in online discussions, you may want to consider whether to use your full name.  Read the Terms of Service to learn more about using the OSEHRA User Features. 

User Rights

Members of the Site have full control over their personal information and are able to view, edit, and delete their data stored on the Site at any point in time.  If additional questions about stored user information arise, users may contact OSEHRA using the means provided below.  OSEHRA will respond to inquiries within two business days of receipt.

OSEHRA Event Registration

Events hosted by OSEHRA may require online registration.  The information collected allows visitors to register for conferences and meetings.  Access to our attendee list is a benefit associated with certain levels of sponsorship at sponsored events. Therefore, information collected (e.g., name, title, company, and email address) is shared with sponsors of the event for marketing purposes.  OSEHRA may collect credit card information in order to register for events.  When collected, credit card information will be processed through the Payment Card Industry (PCI) Compliant Service Provider, Cvent, Inc.  Credit Card information will be stored by Cvent until 90 days after completion of the event for refund purposes.  Cvent’s Privacy Policy can be found here.


OSEHRA strives to provide a high standard of security and privacy, which includes an annual vulnerability assessment performed by a third-party.  Additionally, the Site uses HTTPS at all times.  However, no data transmission over the Internet or any wireless network can be guaranteed to be 100% secure.  OSEHRA cannot guarantee or warrant the security of any information transmitted by members over the Internet.

Third-Party Sites

The Site includes links to other Web sites.  Sites operated by third parties may also collect personal information and may have their own privacy policies that may differ from, and are not covered by, this Privacy Policy.  When you click to unaffiliated third-party sites, OSEHRA is not responsible for, and has no control over, the information collection or privacy practices of that site.  It is your responsibility to review and understand the privacy policies posted on any linked sites you visit before volunteering any of your personal information.  These sites may also collect cookies or allow third-party advertisers on their sites to collect cookies.  You can often find information regarding a site and its privacy policy on that site's home page.  If you cannot find or do not like a site's privacy policy, you may prefer not to do business with (or offer information to) that site.

Contact OSEHRA

OSEHRA reserves the right to amend, modify, or change this Privacy Policy and Statement.  OSEHRA will provide notification of the amendment, modification or change, through the Site at least thirty (30) days prior to the change taking effect.

Questions regarding this Privacy Policy and Statement or the information practices of the Site should be directed to OSEHRA’s Director of Engineering by email at or by mailing OSEHRA, at 1934 Old Gallows Road, Suite 420, Vienna, VA 22182.  We will do our best to investigate any complaint you may have and respond to your concerns within two business days.