Privacy notice

Who is responsible

This site is run by Internationaal Revalidatie Samenwerking Initiatief VZW, a Belgian non-profit association which trades as the International Rehabilitation Summit & Institute (IRSI). It is the controller of the personal data described in this notice.

• Ondernemingsnummer: 1038.743.207
• Contact: [email protected]

Write to that address about anything in this notice, including the requests set out below. We have not appointed a data protection officer; that address reaches the people who can answer.

What we collect

Three things, and the second and third only if you agree to them.

• What you type into a form on this site. Depending on the form that is your name, your email address, your organisation, your role, your country, and anything you choose to write in a free text box.
• Whether our news emails are opened and which links in them are clicked, if you have signed up for Summit news. See Our emails.
• How the site is used, if you have allowed it. This is measured by cookies set by HubSpot, and it tells us which pages are read and which are not. If you refuse, none of these are set and nothing about your visit is measured.

We do not ask for health data, we do not buy contact lists to add to what you give us, and we do not use any of this to make automated decisions about you.

Why we hold it

• To reply to you, and to do the thing you asked us to do, such as considering an abstract or an expression of interest in the Scientific Committee.
• To tell you about the Summit and the work around it, where you have asked us to.
• To understand which parts of this site are useful, where you have allowed us to measure that.

What allows us to hold it

Data protection law asks us to say which ground we rely on for each of those purposes, and to be plain about it rather than to claim your agreement for everything.

• Our legitimate interests, for reading and considering what you sent us, administering the Summit and its Scientific Committee, keeping a record of our correspondence with you, and keeping this site working and free of abuse. You asked us to do something; holding your details long enough to do it is the ordinary consequence, and we think you would expect it. You can object to this at any time, and we will stop unless we have a reason we can defend to you.
• Your consent, for two things and only two. Sending you news about the Summit, which you ask for either by ticking the separate optional box on a form or by signing up with one of our sign-up forms, and which nobody is opted into by default. That news includes measuring whether our emails are opened and which links are clicked, explained under Our emails. And measuring how this site is used, which is the cookie choice you were offered on your first visit. Either can be withdrawn at any time, and withdrawing one does not affect the other.

The box you tick on each form before sending confirms that you have read this notice. It is not us asking your permission to keep what you sent: we keep it in order to read it and answer you, which is the legitimate interest above, and you can object to that at any time. We ask your permission for one thing only, and that is Summit news: the separate optional box, or a sign-up form whose only purpose is that.

Who else can see it

We use a small number of suppliers to run this site and to answer you. Each processes personal data on our instructions and for no purpose of its own.

• HubSpot: the customer relationship system the team works in, and where anything you type into a form arrives. Our HubSpot account is hosted in the European Union.
• Microsoft 365: our email, so anything you write to us is held there.
• Replit: the hosting this website runs on.
• Cloudflare: the domain name service, and the redirects for the other web addresses that point here.

HubSpot is a company based in the United States, and some of its own support and infrastructure functions can reach data held in the European Union. HubSpot publishes the safeguards it applies to those transfers, and the current list of companies it uses is on its own site.

Nobody else receives your details. We do not sell them, and we do not share them with sponsors, partners or anyone else without asking you first.

How long we keep it

We delete contact details 24 months after our last contact with you, unless you have asked to keep receiving Summit news. If you ask us to delete what we hold, we will, and we will tell you when it is done.

What you can ask us to do

You can ask to see what we hold about you, to correct it, to delete it, to receive a copy of it, or to stop using it for a particular purpose. Where we rely on your agreement, you can withdraw it at any time, and withdrawing it does not undo anything done before you did.

Ask by writing to the address below. We will answer within one month.

If you think we have handled your data badly, you can complain to the Belgian Data Protection Authority, whose site is gegevensbeschermingsautoriteit.be, or to the equivalent authority in the country where you live.

Our emails

Summit news is sent through HubSpot, which records whether an email was opened and which links were clicked. We use that only to judge which emails are worth sending. It is part of the news you signed up for and stops when you unsubscribe.

Emails that confirm something you sent us, such as an abstract or a message, are not tracked.

Cookies and website analytics

HubSpot’s website analytics stays off until you accept it. Sending a form works whether or not you do.

If you accept, HubSpot’s script runs from its European service and sets four cookies. Nothing you type into a form is sent as analytics.

• hubspotutk, six months: recognises your browser between visits, and identifies repeat form submissions as the same person.
• __hstc, six months: the main analytics cookie, holding the domain, the hubspotutk value, timestamps and a session number.
• __hssc, 30 minutes: tracks a single session.
• __hssrc, until you close your browser: tells HubSpot whether you have restarted it.

Your choice is stored in your browser, not in a cookie. Use the Cookies control at the foot of any page to change it. Refusing after accepting stops analytics and clears the cookies above.

This notice

It will change when what we do changes. If we add anything that sets a cookie, the banner will ask you again rather than assuming your earlier answer covers it.

Last updated: 2 October 2026.

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Writing to us

• Data protection

  [email protected]

  To see what we hold about you, to correct it, to delete it, or to withdraw your agreement. We answer within one month.