The Orthoplastic Limb Preservation Society (“OLPS,” “we,” “us,” or “our”) is committed to protecting your privacy and safeguarding the information you share with us. This Privacy Policy explains how we collect, use, store, and protect personal, professional, and health-related information through our website, online forms, and related services (collectively, the “Site”). By using the Site, submitting an application, donation, or referral request, you consent to this Privacy Policy.

​

1. Information We Collect

OLPS collects information only for legitimate organizational purposes - including membership review, educational collaboration, clinical referrals, and research advancement. We collect the following types of information:

​

1a. Membership Applications

When you apply for membership, you may provide:

• Full name, professional title, and credentials

• Contact information (email, phone, mailing address)

• Educational background and training

• Professional affiliations and certifications

• Research, publications, or case experience

 

1b. Patient Referral and Inquiry Forms

Patients, caregivers, or representatives may voluntarily provide:

• Name and contact information

• General health or condition descriptions

• Location (city, state, or country) for referral purposes

• Information regarding prior treatment or surgeries

 

Important: These submissions are optional and should not contain highly sensitive medical details (e.g., full medical records, imaging, or Social Security numbers). OLPS does not provide medical advice, diagnosis, or treatment and does not establish a physician–patient relationship.

 

1c. Donations and Payments

If you make a payment or donation, our third-party payment processors may collect:

• Name and billing address

• Payment card or account details

• Transaction amount and timestamp

 

OLPS does not store complete credit card or banking information on its servers.

 

1d. Communications

If you contact us by email or through our forms, we may collect your name, email address, and message content to respond to inquiries or provide updates related to membership or Society news.

 

2. How We Use Your Information

OLPS uses the information collected to:

• Review and process membership applications

• Facilitate patient referral inquiries

• Send acceptance, denial, or follow-up emails regarding applications

• Issue membership certificates and confirmations

• Maintain secure internal membership records

• Provide access to private member-only content or discussions

• Process and acknowledge donations

• Respond to general inquiries

• Improve the functionality and security of the Site

 

We will never sell or rent your personal or health information.

 

3. Legal Basis for Processing

OLPS processes your information on the following legal grounds:

• Consent: You voluntarily provide information via forms or email.

• Contractual Necessity: To process membership or donation transactions.

• Legitimate Interest: To administer the Society’s educational and research activities.

• Legal Compliance: To meet obligations under HIPAA or applicable state laws.

 

4. Patient Information and HIPAA Compliance

Certain submissions and case discussions may involve Protected Health Information (“PHI”) under the Health Insurance Portability and Accountability Act (HIPAA). OLPS requires all members and contributors to:

• Obtain appropriate patient consent using the provided OLPS Patient Consent Form before sharing any identifiable case data.

• De-identify patient information whenever possible.

• Use PHI only for legitimate educational, research, or referral purposes.

 

OLPS itself does not maintain medical records or act as a covered healthcare entity under HIPAA but enforces compliance among its members to maintain ethical and legal standards.

 

5. Data Sharing and Disclosure

OLPS may share limited data only in the following cases:

• With authorized OLPS administrators for application or referral processing;

• With participating medical professionals for referral coordination (with consent);

• With third-party payment processors (for transactions only);

• When required by law, subpoena, or regulatory request.

 

We do not sell, lease, or otherwise disclose personal data for marketing or unrelated purposes.

 

6. Data Retention

• Membership application data is retained for internal records.

• Referral form submissions are stored for a limited duration necessary to coordinate responses.

• Donation and transaction records are retained as required for accounting and legal compliance.

• You may request deletion of your personal data by contacting oplpreserve@gmail.com; certain information may be retained for legal or administrative reasons.

 

7. Data Security

OLPS employs administrative, technical, and organizational safeguards to protect your data, including:

• Secure HTTPS website encryption

• Restricted access to sensitive records

• Secure payment gateways for transactions

• Data minimization and anonymization practices for case materials

 

However, no system is completely immune to breaches. You acknowledge that transmission of data via the internet is done at your own risk.

 

8. Cookies and Tracking

The OLPS website may use cookies or analytics tools to monitor website performance and user engagement. Cookies do not collect personally identifiable health data and can be disabled in your browser settings.

 

9. Email Communications

By submitting an application, donation, or inquiry, you consent to receiving transactional or informational emails from OLPS. You may unsubscribe from non-essential communications at any time by following the instructions included in those messages.

 

10. Children’s Privacy

The OLPS website is intended for adults 18 years and older. We do not knowingly collect personal information from minors. If we become aware that we have received data from a child under 18, we will promptly delete it.

​

11. Data Access, Updates, and Deletion

You may request to review, correct, or delete your personal information by contacting oplpreserve@gmail.com. We will respond to such requests within 30 days, consistent with applicable law.

​

12. International Users

The OLPS website is operated from the United States and governed by U.S. law. If you access the Site from outside the United States, you consent to the transfer and processing of your data within the U.S.

​

13. Links to Other Websites

The Site may contain links to external websites for educational or referral purposes. OLPS is not responsible for the privacy practices or content of third-party websites.

​

14. Updates to This Policy

OLPS may update this Privacy Policy periodically to reflect changes in our practices or legal requirements. Revised versions will be posted on this page with a new “Revised Date.” Continued use of the Site constitutes acceptance of the updated policy.

​

15. Contact Information

For questions about this Privacy Policy, data handling, or to request corrections or deletions, please contact: oplpreserve@gmail.com

​

Revised October 4, 2025