Privacy Policy

Privacy Policy


We are the Western Pennsylvania Health Information Management Association and our website address is

Western Pennsylvania Health Information Management Association is a nonprofit membership association whose mission is to support American healthcare professionals by providing products and services including, but not limited to, informational and educational, in-person and online meetings and training. All WPHIMA employees and members are based in the US and WPHIMA has no affiliates based outside the US. WPHIMA products and services are available only in English and may not be available in all regions; payment for goods and services is accepted only in US dollars.

Choosing to purchase or use products or services provided by WPHIMA signifies that you understand and agree to this privacy statement and accept the methods for storing, using, and sharing your information. 

Data Privacy Statement 

WPHIMA’s Data Privacy Statement affirms WPHIMA’s commitment to honoring the privacy of anyone who provides personal information on our website through careful compliance with privacy and data protection laws. It is WPHIMA’s goal to constantly improve its services to meet its customers’ needs. There are times when WPHIMA collects and stores information, including personal information, which enables us to provide quality services, such as member services, product and sales information, and information about the health profession. 

WPHIMA website users are cautioned it is their responsibility to check our data privacy statement frequently for updates that may affect them.

Scope of this Data Privacy Statement 
This statement applies to all products and services offered by WPHIMA and covers all personal information collected from WPHIMA’s website. It does not apply to services and products offered by other entities or persons, including other companies and organizations that advertise WPHIMA services or any third party operating a website that is reached by a link from an WPHIMA website or other digital assets (such as electronic forms). 

Third-Party Websites and Links to Other Sites

WPHIMA uses some social media tools and websites to interact with its customers and resource partners. Websites and email communications are used to publicize WPHIMA programs and services and engage with members of the public. The WPHIMA privacy and other web policies do not apply to these third-party sites and we encourage you to read the policies of the third-party site when deciding whether to use it.

The website for WPHIMA contains links to websites of other public and private organizations. When you follow a link to another site, you leave the WPHIMA site and your website interactions are no longer protected by our privacy policy. WPHIMA is not responsible for and does not endorse the privacy or security practices and content of sites to which the website of WPHIMA links.

WPHIMA is committed to using current, appropriate technologies, contracts, administrative, physical, and organizational measures to protect your personal information from data loss, destruction, unauthorized access, and accidental and/or unlawful disclosure or manipulation. These measures are subject to continuous improvement actions as technologies progress.


Data Collection 
WPHIMA may collect personal information when an individual register for an account, uses WPHIMA online services, or when submitting documentation using forms (e.g., contact, registration, or order forms) by other electronic and paper methods. WPHIMA subscribes to services that provide lists of individuals with the types of information detailed below. In addition, individuals have the option of giving permission for a third party to provide WPHIMA with their personal information. Information captured may include but are not limited to:

  • Name
  • Address
  • Phone numbers
  • E-mail addresses
  • Fax numbers
  • Professional license and certification information
  • Event registration information
  • Company name
  • Job title
  • Employment history
  • School transcripts
  • Membership ID numbers
  • Credit card information may be received when provided by customer.
  • Credit card information submitted via the WPHIMA website is not retained in any form by WPHIMA. Credit card information is processed and maintained by third party vendors.
  • Possibly other identifiers that permit the physical or online contacting of a specific individual.

WPHIMA does not market to children and does not knowingly collect personally identifiable information from children on the WPHIMA website.


 WPHIMA may use personal information collected through its online services and other methods (such as e-mail, fax, chat, telephone) to provide you with information, products, and services you may be interested in, request, or purchase; to contact you with member information; to invite you to participate in surveys and research projects; to invite you to provide feedback; to better understand your needs or interests; or to improve our products and services.

Additionally, basic personal information, as identified above, may be exchanged with WPHIMA third-party business partners that aid in the delivery of purchased services.

WPHIMA may also share your information in the aggregate with governments, regulatory bodies, and/or supervisory authorities, and as required by law. 

WPHIMA uses the data collected to provide and improve goods and services to users. Registrant contact information may be made available to other participants. This may include the compilation of such information in both hard and soft copy which may be made available to participants and, in limited circumstances, to others.

WPHIMA members, customers, subscribers and event registrants will receive electronic and printed communications, including, where applicable, regular publications and information regarding WPHIMA member and other events, elections, and other information related to the provision of member and customer services.

Profile Data and Unique Identifiers

A member directory or attendee roster may provide general profile data on members/users and it accessible to other members/users. Information provided to other members/users includes a member’s/registrant’s name, address, phone, email, job title, and company name.

Unique identifiers are collected from website visitors to verify the user’s identity, provide customized web pages, and customized information, and for use as account numbers in our record system.


When visitors leave comments on the site we collect the data shown in the comments form, and also the visitor’s IP address and browser user agent string to help spam detection.

An anonymized string created from your email address (also called a hash) may be provided to the Gravatar service to see if you are using it. The Gravatar service privacy policy is available here: After approval of your comment, your profile picture is visible to the public in the context of your comment.


If your photo is provided to WPHIMA then your image is publicly accessible.

Online Forms

When you submit data in an online form then this data is retained as long as needed to fulfill business operations and may be shared with third-parties for sole purposes of fulfilling the business operation.

The WPHIMA website provides interactive forms that let you voluntarily submit personal information (to include but not limited to your name, address, e-mail address, phone number, company name, and job title). In these cases, all submitted information is used only for the express purposes for which it is provided.


When you visit the WPHIMA website the web server generates pieces of information known as cookies, which helps webmasters understand how users interact with our site’s content and services. Websites use cookies to track one’s activities on a website (e.g., pages visited, links clicked on, etc.), and to record information about the user so when the user returns to the site, customized features can be provided.

There are two types of cookies. A session cookie is a line of text that is stored temporarily in your web browser’s memory cache and will expire when the browser is closed. A session cookie is not placed on any hard drive, and it is destroyed as soon as you close your browser. A persistent cookie is saved to a file on your hard drive and is accessed whenever you re-visit the website that put it there. This lets that website remember what you were interested in the last time you visited.

We use persistent cookies to enable Google Analytics to differentiate between new and returning WPHIMA visitors. Persistent cookies remain on your computer between visits to WPHIMA website until they expire. We also use persistent cookies to block repeated invitations to take the customer satisfaction survey.

WPHIMA may utilize third party services to enhance its distribution of data and information (e.g., videos) through links from the WPHIMA website. A persistent cookie may be set by such a third-party provider when you click on the provider’s link in order to access the WPHIMA data (e.g., play a video).

By default, persistent cookies and web measurement technologies are automatically used when you visit the website of WPHIMA. Nevertheless, if you decide to disable or remove cookies from your browser, you will continue to have access to all information and resources on the website of WPHIMA.


WPHIMA automatically collects some technical information from you when you visit the site in order to give you the best possible experience. WPHIMA uses web measurement technology (Google Analytics) to automatically track how visitors interact with the WPHIMA website including where they came from, what they did on the site and whether they completed any pre-determined tasks while on the site. This type of usage is classified by the Office of Management and Budget as Tier 2 usage since it is a multi-session web measurement. Aggregate data is used to help the organization improve our user interface and diversify our content offerings to meet the needs of our customers, track operational problems, prevent fraud and improve the effectiveness, security and integrity of the site. This information does not identify you personally and data is only retained in accordance with the organization’s data retention policy. For each page that you visit, we collect and store only the following technical information:

  • Date and time of access
  • URL address of the WPHIMA webpage visited
  • Internet domain and IP address from which our website was accessed
  • Type of browser and operating system used to access our site (if provided by the browser)
  • URL address of the referring page (if provided by the browser)
  • Completion or success status of the request for a web page or other on-line item
  • File size of the webpage visited

This information is only used to help us make the site more useful for you. With this data we learn about the number of visitors to our site and the types of technology our visitors use. We never track or record information about individuals and their visits and we do not share this data with anyone outside of the user’s association unless necessary for law enforcement purposes.


Your information is shared with third party providers for sole purposes of fulfilling business operations. These third-party providers include but are not limited to the website hosting provider, e-commerce gateway provider, shopping cart provider, cloud storage providers, email marketing software vendor, and the software vendor collecting your demographic information that you provide on an online form.

In addition, WPHIMA may provide member information to local affiliated associations or national affiliated associations for standard business.


WPHIMA may retain your personal information in its systems for the duration of required business operations. Your information will be retained as required by law.


Users can opt in/out of communications by selecting “unsubscribe” at the bottom of the email message.


WPHIMA is not responsible for, and expressly disclaims all liability for, damages of any kind arising out of use, reference to, or reliance on any information contained within the site. As a condition of use of WPHIMA’s website, the user agrees to indemnify and hold harmless WPHIMA, its officers, employees and agents against any and all liability, expenses (including attorney’s fees) and damages arising out of claims resulting from user’s use of this website.


Please visit our contact us page if you have a privacy-specific concern.