Draft for legal review. These four policy pages are written in plain English to match the forms, payments and tracking in the build brief. Have them checked by a lawyer before launch, and confirm Konnichiwa Japan Club’s legal entity name and address.
In short
We collect only the information we need to run Konnichiwa Japan Festival and Konnichiwa Japan Club: to process your registration, payment or enquiry, keep you updated, and improve the festival. We never sell your data. You can ask us to see, correct or delete your data at any time.
1. Who we are
This website is run by World Heritage Academy – Konnichiwa Japan Club (“we”, “us”), 505-506 5th Floor Raja House, New Delhi, India. For this website, Konnichiwa Japan Club is the “Data Fiduciary” under the Digital Personal Data Protection Act, 2023 (DPDP Act).
2. What we collect
| When you… | We collect |
|---|---|
| When you register to visit the festival | Name, contact details, visit day, group size, city and interests |
| Subscribe to the newsletter | Email address, consent record |
| Register as a cosplayer, artist or volunteer | Name, contact details, date of birth, address, social media handles, files you upload, preferences, emergency contact (volunteers) and guardian details (under-18s) |
| Apply as an exhibitor or sponsor | Business and contact details, GSTIN and files you upload |
| Become a member | Personal and contact details, interests, student ID (students) and an optional profile photo |
| Make a payment | Payment status and reference. Card and bank details are handled only by Razorpay; we never see or store them. |
| Browse the website | With your consent: pages visited, device and approximate location, through cookies (see our Cookie Policy) |
| Attend the festival | Check-in scans of your QR code, and photos and video taken at the festival |
3. Why we use your data
- To process and manage your registration, application, membership or payment.
- To send confirmations, receipts, schedules and important updates.
- to send newsletters and festival news if you have agreed
- to plan and improve the festival using anonymised, aggregated statistics
- to keep the website and festival safe and prevent fraud and spam
- to meet legal, tax and accounting obligations.
4. Consent
We process your personal data on the basis of the consent you give by ticking the consent box on our forms, and for the legitimate uses permitted by the DPDP Act. You can withdraw consent at any time by emailing info@konnichiwajapan.in or by clicking “unsubscribe” in any email. Withdrawing consent does not affect processing that has already taken place.
5. Children
If a participant is under 18, we collect their data only with the verifiable consent of a parent or legal guardian, and we use it only to manage their participation. We do not track children for advertising or send them marketing.
6. Who we share data with
We share data only with service providers who help us run the website and festival, under contract and only for that purpose: website hosting, Mailchimp (email), Razorpay (payments), Google Analytics and Microsoft Clarity (analytics, with consent), Cloudflare (security) and our festival operations team. Some providers may store data outside India, with appropriate safeguards. We may disclose data where the law requires it. We never sell personal data.
7. Photos and video at the festival
Konnichiwa Japan Festival is photographed and filmed, and images may be used on our website and social media to promote the festival. Cosplayers and artists agree to this when they register. If you would like a photo of yourself removed, email info@konnichiwajapan.in and we will take it down.
8. How long we keep data
We keep registration data for up to 3 years so we can invite you to future festivals, unless you ask us to delete it sooner. Payment and invoice records are kept for as long as tax law requires. Analytics data is kept for up to 14 months.
9. Your rights
Under the DPDP Act, you can ask us to give you a summary of your personal data, correct or update it, erase it, withdraw your consent, or nominate someone to act on your behalf. Email info@konnichiwajapan.in and we will respond within [30] days.
10. Security
We protect your data with HTTPS encryption, secure hosting, access controls and two-factor authentication for our team. If a personal data breach occurs, we will inform you and the Data Protection Board of India as the law requires.
11. Grievance officer
If you have a concern about how we handle your data, please contact our Grievance Officer: [Mr Selyucus Markus], [info@konnichiwajapan.in], [505-506 5th Floor Raja House Nehru Place New Delhi]. If you are not satisfied with our response, you may complain to the Data Protection Board of India.
12. Changes to this policy
We may update this policy from time to time. The “Last updated” date at the top shows when it last changed.