SICOT Privacy Policy

SICOT (Société Internationale de Chirurgie Orthopédique et de Traumatologie) (“SICOT”, “we”, “us”, or “our”) is committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your personal information, as well as your rights in relation to your personal data.

This Policy applies to personal data collected through our website (www.sicot.org) (the “Website”), as well as in the context of our activities, including membership management, congresses, events, and communications.

This Policy does not apply to third-party websites or services that may be accessible via links on our Website.

1. Data Controller

SICOT is an international non-profit association incorporated under the laws of Belgium, with its registered office at:

SICOT
Da Vincilaan 1
1930 Zaventem

SICOT acts as the data controller for the personal data processed under this Policy.

For any privacy-related queries, you may contact us at: [email protected]

2. Personal Data We Collect

We may collect and process the following categories of personal data:

a) Information you provide directly

Identification data (name, title)
Contact details (email address, postal address, telephone number)
Professional and educational information
Membership and account information
Event and congress registration details
Communication preferences

b) Information collected automatically
When you visit our Website, we may collect:

IP address
Browser type and device information
Unique device identifiers
Usage data (pages visited, links clicked, time spent)

c) Information collected offline
We may collect personal data during events, congresses, or other interactions.

Providing personal data is voluntary; however, failure to provide certain data may limit your ability to access specific services.

3. Legal Bases for Processing

We process your personal data on the following legal grounds:

Performance of a contract: e.g. membership management, event registration
Legitimate interests: e.g. improving our services, internal analytics, communication with members
Consent: e.g. newsletters and certain cookies
Legal obligations: e.g. accounting, regulatory compliance

Where processing is based on legitimate interests, we ensure that such interests are not overridden by your fundamental rights.

4. How We Use Your Personal Data

We use your personal data to:

Manage memberships and user accounts
Organize and administer congresses, events, and educational activities
Communicate with you, including newsletters (where permitted)
Improve and maintain our Website and services
Conduct analytics and understand user behavior
Comply with legal and regulatory obligations

5. Cookies and Tracking Technologies

Our Website uses cookies and similar technologies to enhance user experience and analyze Website usage.

Cookies may include:

Strictly necessary cookies (essential for Website functionality)
Analytics cookies (e.g. Google Analytics)
Preference cookies

Where required by law, non-essential cookies are used only with your consent. You may manage your cookie preferences through your browser settings or our cookie banner.

6. Sharing of Personal Data

We may share your personal data with:

SICOT staff and authorized representatives on a need-to-know basis
Service providers (e.g. IT providers, event organizers, auditors, legal advisors)
Public authorities or regulators where required by law
Other third parties where you have given your consent

We do not sell or rent your personal data.

All third parties are required to respect the security and confidentiality of your data.

7. International Data Transfers

Given SICOT’s international activities, your personal data may be transferred outside the European Economic Area (EEA).

Where such transfers occur, we ensure appropriate safeguards are in place, such as:

Standard Contractual Clauses approved by the European Commission
Transfers to countries deemed to provide an adequate level of protection

8. Data Retention

We retain personal data only for as long as necessary for the purposes for which it was collected, including:

Membership data: retained for the duration of membership and up to [X years] thereafter
Event data: retained for up to [5 years] after the event
Financial data: retained as required by applicable law

Where retention is no longer necessary, data will be securely deleted or anonymized.

9. Data Security

We implement appropriate technical and organizational measures to protect personal data against unauthorized access, loss, misuse, or alteration. These measures include access controls, secure storage systems, and, where appropriate, encryption.

10. Your Rights

Under applicable data protection laws, including the GDPR, you have the right to:

Access your personal data
Rectify inaccurate or incomplete data
Request erasure of your data
Restrict processing
Object to processing
Request data portability
Withdraw consent at any time (where applicable)

You also have the right to lodge a complaint with a supervisory authority, in particular in Belgium.

To exercise your rights, please contact: [email protected]

11. Updates to this Policy

We may update this Privacy Policy from time to time to reflect legal, technical, or organizational changes. Any updates will be posted on this page with a revised “last updated” date.

Last updated: 20 April 2026