Privacy Policy – Ohio Academy of Family Physicians

The Ohio Academy of Family Physicians (OAFP) is committed to protecting the privacy of its members. The OAFP maintains safeguards to store and secure information about its members. The safeguards may be physical, electronic, or procedural. This Privacy Policy (“Policy”) describes: (i) how the OAFP collects information from the American Academy of Family Physicians (AAFP) association management system (AMS) and through your other voluntary interactions with the OAFP (e.g., subscription to an OAFP publication, communication with OAFP staff, donations to the OAFP Foundation (Foundation), registration to an OAFP event, participation in a member survey, etc.); and (ii) how the OAFP uses this information. Please note that this Policy applies only to the OAFP’s website and not to the website of unrelated third-party companies or organizations to which the OAFP provides links, or to any software that may be utilized by the OAFP.

By becoming a member, or otherwise voluntarily submitting information to the OAFP, you agree to this Policy. The OAFP reserves the right to make changes to this Policy at any time; in such case, the OAFP will post a notice that this Policy has been modified by revising the “Last updated” date at the bottom of this document.

What Information does the OAFP Collect?
The OAFP collects personally identifiable information of its members, registered app users, and anyone who contacts the OAFP to request services or information.

Personally Identifiable Information
In the course of using the OAFP website, a user may be asked to provide personally identifiable information (e.g., name, address, zip code, email address, phone number, fax number, credit card payment information) in order to purchase a product, donate to the Foundation, register for an OAFP event, subscribe to a publication, request information, or otherwise interact with the OAFP.

The OAFP also collects personal contact information provided via the AAFP’s AMS. It is the policy of the AAFP to share all member contact information with its state chapters. The OAFP also updates member contact information that we obtain with the AAFP, including email addresses. The AAFP has a similar, strict policy regarding the release of member email addresses, and does not sell or share information with third-parties. The information in this database (e.g., education history, contact information, OAFP and AAFP leadership history, membership status) is drawn from membership applications, dues payment forms, subscriptions, continuing medical education (CME) reporting, public databases, member surveys; and other correspondence between the AAFP, the OAFP, and members.

Credit card information: The OAFP does not disclose the credit card account information or activity of its members. When members pay using their credit cards, the OAFP submits this information encrypted to obtain payment from the appropriate clearing house. If credit card numbers are stored in OAFP databases, they are encrypted.

How does the OAFP use Information Collected?
The OAFP uses the information it collects to better serve members through event promotions, committee appointments, engagement opportunities, and general membership communications.

OAFP Communications
The OAFP uses information collected to improve its web content, to respond to member needs and email preferences, and to develop new products and services, programs, and resources, such as the OhioAFP app. For example, emails can be sent to specific membership types to ensure direct communication is provided to only the members in which the information applies.

Disclosure to Third Parties
The OAFP does not distribute its members’ contact information, including e-mail addresses, phone numbers, or fax information, to third parties. The OAFP does share names and primary mailing addresses with those who purchase mailing lists, but first approves the relevance and value of the mailed product prior to providing the third party with the mailing list. The OAFP does share names and primary mailing addresses that were provided during online event registrations with event exhibitors, unless the registrant opts-out. A disclaimer that this information will be shared is present at the time of registration.

The OAFP also shares membership, demographic, CME, and/or contact information with organizations such as the following: OAFP regional chapters; the Foundation; FamMedPAC; a member’s residency program(s); and the American Board of Family Medicine (ABFM).

The OAFP may also share CME activity participation records with medical licensing boards (which may include CME reporting agents and/or contractors of those boards). Such records may include, but not be limited to: the member’s name and license number; the name and date of the CME activity; and the number of credits received for participation in the CME activity. In connection with the Physician Payments Sunshine Act, CME attendees’ names, addresses, license numbers, states of licensure, and any transfers of value may be shared with the CME activities’ funders.

The OAFP also may disclose limited personally identifiable information (e.g., name, email address, mailing address, and membership type) to outside service providers that help the OAFP implement its member communications. For example, the OAFP may work with outside service providers to: (i) distribute emails; (ii) produce and publish its quarterly magazine; and (iii) manage the OhioAFP app. The OAFP requires that these outside service providers agree to keep confidential all such information and to use it for the purposes designated by the OAFP.

On occasion, the OAFP also may provide, either itself or through an outside service provider, personally identifiable information (e.g., name, primary mailing address, demographic information) to third parties that offer their own CME, products, or services deemed of potential interest to members and/or to the clinical or socioeconomic practice of medicine. These third parties only receive names and primary mailing addresses; they do not receive phone numbers, fax numbers, or email addresses.

Emails
Once someone voluntarily provides an email address, the OAFP assumes it has permission to email that person with questions, transaction follow-up, and advertisements, and to send bulk email messages. The OAFP collects data to track the effectiveness of emails, which enables the OAFP to better serve its audiences.

Disclosure Required by Law or Emergency Circumstances
The OAFP may release personal information to third parties in order to comply with legal requirements.

External Relationships
The OAFP has agreements with other organizations that offer resources and products through the OAFP’s communications vehicles. When the user interacts with these organizations on the organizations’ website, whether as a result of following links from the OAFP website, the OhioAFP app, an email, or a social media post, different rules and privacy policies may apply. Since the OAFP does not control the collection of information or the use of information collected via these other organizations’ website, the OAFP is not responsible for their privacy practices, security, or content.

Opting Out
While the OAFP hopes that the information in this Policy helps you understand how the OAFP uses and protects your information to provide you with better service, you may still choose not to receive information from the OAFP by unsubscribing from emails, the quarterly magazine, the Weekly Family Medicine Update, and direct mail. To unsubscribe from any communications vehicle, email mail@ohioafp.org or call the OAFP office at 800.742.7327.

Email Opt-Out
All of the OAFP’s membership emails, including the Weekly Family Medicine Update, include a link for unsubscribing. The OAFP will apply your unsubscribe request as quickly as possible. However, because there may be email campaigns already in progress, you may continue to receive emails from the OAFP for a few days. The OAFP requires up to 30 days to apply your unsubscribe request. After this time, you should no longer receive marketing or informational emails from the OAFP.

Direct Mail Opt-Out
To discontinue receipt of the OAFP’s magazine, The Ohio Family Physician, and direct mail promotions, please call the OAFP office at 800.742.7327 or email mail@ohioafp.org. Your request will be processed as quickly as possible. However, due to mailing lead times, it is possible that you may receive a few more mailings from the OAFP. After six to eight weeks, you should no longer receive mailings from the OAFP.

For questions or concerns about this Policy, please contact mail@ohioafp.org.

Last updated: March 2024