Privacy and legal notice
This page explains who runs the 1st AMED/INCa Workshop on FLASH Radiotherapy website, what information it collects, and what is done with it. It is written to be read, not to be skimmed past.
Who runs this site
The workshop is organised jointly by Hamamatsu University School of Medicine, Institut Curie and The University of Tokyo, with support from AMED and INCa under the ASPIRE programme.
Responsible contact for this site and for the data it collects: Maxime Dubail, Hamamatsu University School of Medicine, 1-20-1 Handayama, Chuo-ku, Hamamatsu, Shizuoka 431-3192, Japan, flash.workshop.aspire@gmail.com.
What we collect, and why
The site collects personal data in one place only: the abstract submission form. When you submit an abstract we receive your name, email address, country, affiliation, career stage, the names and affiliations of your co-authors, and the abstract itself. We use this to review submissions, build the programme, contact you about your abstract, and produce the book of abstracts. Nothing else on the site asks for information about you.
Browsing the site sets no cookie and runs no advertising or social media script. To know how many people visit, the page sends one anonymous line per visit to the organisers' Google Apps Script: the language shown, the type of device (phone, tablet or computer), the site you came from and the time. No address, name or identifier of any kind is recorded, so visits cannot be linked to a person. Browsers that send a Do Not Track signal are not counted. The other outside requests are the map images described below and, when you submit a form, the form itself.
Cookies and local storage
The site sets no cookies. It uses your browser's local storage for one purpose: to keep a draft of your abstract so that you do not lose it if you close the page. That draft never leaves your device. You can delete it with the "Clear form" button, or by clearing your browser's site data.
Who is coming
The registration page shows a world map with the number of registered participants per country. These are counts only, computed by the organisers' script; no name, email or affiliation ever leaves the registration list. Each confirmation email also carries a personal check-in code, a random string with no personal meaning, used only to mark attendance at the desk.
Currency rates
The Hotels and Hamamatsu pages include a small yen converter. The rates come from the free Frankfurter service (api.frankfurter.app), which publishes the European Central Bank reference rates; the request carries no information about you.
Weather
The Venue page shows the current time and weather in Hamamatsu. The weather comes from the free Open-Meteo service (api.open-meteo.com), which receives a request for Hamamatsu only, with no information about you.
Maps
The Venue and Accommodation pages show a map. To draw it, your browser downloads map images from OpenStreetMap (tile.openstreetmap.org), which receives your IP address like any website you visit. No cookie is set and nothing is stored by us. The other links to Google Maps or Apple Maps only open when you click them.
Where the data goes
Submitted abstracts are stored in a spreadsheet and a folder held by the organisers on Google Sheets and Google Drive. Each submission also produces a formatted document and a PDF copy of the abstract, kept in the same folder. The abstract is emailed to the organisers, and an acknowledgement is emailed to the submitting author.
Access is limited to the named members of the organising committee, who use it to review the abstracts and build the programme. The data is not sold, and not shared with anyone outside these committees.
How long we keep it
Submission data is kept until six months after the workshop and then deleted, except for the accepted abstracts, which remain in the published book of abstracts, and the participant list needed for the funders' reports, which is kept for the duration required by AMED and INCa.
Your rights
You can ask at any time to see the data we hold about you, to correct it, or to have it deleted, by writing to the contact above. If you are in the European Union you also have the right to lodge a complaint with your national data protection authority; for France that is the CNIL.
Security
The site is served over HTTPS only. Submissions are transmitted encrypted to the organisers' endpoint. Access to the submission spreadsheet is limited to named members of the organising committee.
Legal notice
Site editor: Hamamatsu University School of Medicine, 1-20-1 Handayama, Chuo-ku, Hamamatsu, Shizuoka 431-3192, Japan. Publication director: Maxime Dubail. Hosting: Netlify, Inc., San Francisco, California, United States. Partner logos are the property of their respective institutions and are used with permission for this event only. Photographs from Wikimedia Commons: header photo of a sunset on Lake Hamana by リニモ１号 (CC BY-SA 4.0, cropped); Hamamatsu Castle by Saigen Jiro (CC0); Act Tower and Act City Hamamatsu by Syced (CC0); Okura Act City Hotel and JR Hamamatsu station by A10ml (public domain); Hotel Crown Palais Hamamatsu, Daiwa Roynet Hotel Hamamatsu, Comfort Hotel Hamamatsu and Richmond Hotel Hamamatsu by Abasaa (public domain). Discover Hamamatsu page: Hamamatsu Museum of Musical Instruments by Abasaa (public domain); Hamamatsu gyoza by Ocdp (CC0); unagi pie by Naaami (CC BY-SA 4.0); Bentenjima torii on Lake Hamana by Aimaimyi (CC BY-SA 3.0, cropped); Mount Fuji and the Shinkansen by Alpsdake (CC BY-SA 4.0, cropped).