Privacy Policy

Last Updated: 31st July 2022

To understand your personal data rights, please refer to the ICO website for more inforrmation.

1. Who We Are

Welcome to MinamiCon! We are a non-profit organisation that runs an annual Japanese anime and cultural convention. We are committed to maintaining the trust and confidence of our visitors to our website. We do not sell, rent or trade email lists with other organizations for marketing purposes. We just want to sell memberships to the convention and ensure that all con-goers have a good time. However, if you are interested, this Privacy Policy should provide you with detailed information on when and why we collect your personal data, how we use it, the limited conditions under we may disclose it to others and how we keep it secure.

2. Personal data that we collect

The information we collect from you when registering, or as part of an online service is exclusively for the use of MinamiCon. This includes your email address and your first and last names. Please be assured that we do not share your personal details with any other company without your consent.

2.1 Membership Data

When you apply for or buy a membership (or memberships) via MinamiCon pre-registration or online, your name, date of birth, address, email and contact number will be stored in our Registration system. Contact details are used for communicating key information regarding the convention such as an early preview of the convention schedule. We also use them to confirm identity when you arrive at the convention. Registrants who are unable to attend the convention may have their con packs sent to them.

As MinamiCon allows Under-18 attendees, we need your date of birth to run age checks for certain events at the convention. We also need to verify potential guardians for Under-18 attendees at the convention.

When applying for a membership, you also have the option to withhold your name from the publicly available membership list. If requested, your first and last name will be kept private and only your badge name will be shown in the membership list.

2.2 Masquerade Entries

If you register to be an entrant at the MinamiCon masquerade, your name and email will be required for contact purposes so that we can arrange the masquerade ceremony. Your details will be stored in our Masquerade Entry system.

2.3 Event Proposal Submissions

If you submit an event proposal for MinamiCon, your name and email will be required for contact purposes so that we can discuss and schedule your submission. Your details will be stored in our Event Proposal Submissions system.

3. Third Parties

We shall not share your personal data with any third parties for marketing purposes. We may however, share your personal data with Paypal, our on-line system for processing payments. This is only applicable if you have requested to pay for your membership via Paypal. If you have opted to pay via Paypal, then please view Paypal's privacy policy for further details on how they deal with your personal data.

4. Where and how is your data stored

We store Personal Data through an European-based third party hosting platform to whom we have transferred it in accordance with this Privacy Policy. We take what we believe to be reasonable steps to protect the Personal Data collected via the Services from loss, misuse, unauthorised use, access, inadvertent disclosure, alteration and destruction. However, no network, server, database or Internet or e-mail transmission is ever fully secure or error free. Therefore, you should take special care in deciding what information you send to us electronically. Please keep this in mind when disclosing any Personal Data.

5. How long will we store your personal data

We may store your personal data till the date of the next MinamiCon so that we may process any applied discounts for volunteers and event organisers. Once we are confident we have processed all necessary discounts, we will delete your data from our database.

6. Access to your Personal Information

You are entitled to view, amend, or delete the personal information that we hold. Email your request to our Registration Officer via our Contact Form

7. Changes to this Privacy Policy

Our services at MinamiCon may change from time to time. As a result, at times it may be necessary for us to make changes to this Privacy Policy. We reserve the right, at our sole discretion, to update or modify this Privacy Policy at any time (collectively, "Modifications"). Modifications to this Privacy Policy will be posted to the Site with a change to the "Updated" date at the top of this Privacy Policy.

Please review this policy periodically, and especially before you provide any Personal Data. This Privacy Policy was updated on the date indicated above.