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Privacy Policy

Note: The following is translated from the original Japanese document. The original document may supersede any part of the translation below, and may be invoked at any time.

The JMoF Executive Committee (hereafter: “we,” “us”, “our”) will treat your personal information submitted by email, online forms, etc. with the utmost care and security.

Personal Information We Collect and Store

We collect the following personal information:

  • Pre-registration: email address, legal name, con-badge name, address, approximate age, emergency contact information (only for attendees under the age of 18)
  • On-site registration: email address, legal name, con-badge name, approximate address, approximate age, emergency contact information (only for attendees under the age of 18)
  • Inquiry: name, email address
  • Application for volunteers: name, email address
  • Application for events: name, email address, phone number or username/ID of alternative contact method
  • Use of our website: cookies
  • Other information that we contacted you in advance and asked your permission for to use in any other specific way (details are shown below).

Credit Card Transactions

When applying for pre-registration or to some events, credit card information may be required. The user’s credit card information is handled only by Stripe, Inc., operator of a payment processing service utilizing TLS encryption for its communications. This company’s servers are rigorously supervised. We and our servers never store a user’s credit card information.

Usage of Personal Information

We collect personal information for the following purposes:

  • Delivering necessary documents/items (official convention badge, etc.)
  • Responding to questions or concerns sent through email or by form
  • Contacting applicants for volunteering or events
  • Improving the user experience of this website
  • Providing names and other information to Loisir Hotel Toyohashi for confirming the person who made the room reservation
  • If we need to use your information in any other way, we will contact you in advance and ask for your permission. For these cases, we will only use your information within the scope of what was agreed to by both parties.

Note: We may provide personal information to a third party when requested to do so by the government or local entities, when necessary to protect human life, body, or property, or when particularly necessary to improve public health.

Note: We will not give away any of your personal information to a third party unless with explicit permission by you beforehand, or in cases where required by law.

Bases for Processing

The bases for us processing personal information are:

  • Cookie: To get consent from the data subject.
  • Others: To get what is necessary for our services.

In addition, we process all personal information in Japan.

  • Transfers of personal information from member states of the European Union (EU) take place without any specific authorization as well as from other countries or regions because Japan has received an adequacy decision from the European Commission.
  • As the UK has completed the relevant legal procedures to maintain the above effect, transfers of personal information from the UK also take place without any specific authorization.

Storage Period of Personal Information

Any personal information we collect from JMoF 2025 is stored for a maximum of two years and three months from the dates when JMoF 2025 was held, and it will be erased after this period. We will try to shorten this period as much as we can.

Accessing, Modifications and Erasure of Personal Information

Personal information provided in the attendance registration can be modified through the “Pre-registration Information Change Form”. Cancellation of your attendance to JMoF can also be accepted through this same form. When we process the cancellation, your personal information will be erased.

Note: September 26th (Thu.), 2024, update: The URL for the pre-registration information change form was incorrect. We apologize for the error and have corrected it.

  • If you are registered as the “VERSE JUMPER” participation tier, you may erase your pre-registration and its information using the same form. However, you cannot be refunded the Pre-Registration fee.
  • For Dealer’s Room registration, if you are registered as having a Square Booth, you may erase your Dealer’s Room registration and its information using the same form. However, you cannot be refunded the Dealer’s Room fee.

For details, please see the “Cancellations” section of the “Registration Payment/Refund/Cancellation” page.

Regarding Site Security

  • This website’s communications are encrypted using SSL.
  • The Pre-Registration form and its related forms, On-site registration form, Changing Room registration form, Dealer’s Room application form and its related forms, and the Donation form all utilize TLS-based encryption.

About Cookies

This website uses cookies for improvement of user experience.

Cookies are text files that record various information about how a user interacted with a website. They are referenced in order to make the services you use more convenient, and allow our provided services to be improved.

You are able to stop information gathering from cookies at any time. For more information, please visit the “All About Cookies” page.

External Services

In order to better manage this convention, part of our affairs incorporate external services. For more information regarding external services and their handling of personal information, please visit each official website’s respective Privacy Policy page.

Other Inquiries

For questions or concerns regarding the usage of personal information you have provided, please send us a message through the “Contact” page.

(As of September 7th (Sat.), 2024)