Privacy Policy

OTAKUTHON PRIVACY POLICY AND PROTECTION OF PERSONAL INFORMATION

EFFECTIVE DATE: MARCH 17, 2024

INTRODUCTION

Otakuthon Cultural Society ("we", "us", "our") is committed to respecting the privacy of the individuals with whom we interact and to protecting their personal information. It is important to us to be transparent and to provide you with information about how we collect, use, communicate and protect your personal information, in compliance with all applicable provincial and federal legislations. We also want you to be aware of your options and how you can exercise your rights with respect to the protection of your personal information.

COLLECTION OF PERSONAL INFORMATION

In this Policy, "personal information" means any information about an individual that can be used to identify that individual, either alone or in combination with other information, such as name, contact information, date of birth, credit card number, etc. It may also include more technical information, such as IP address, web browser settings and unique device identifier, but only when such information can be used to identify you as an individual. Information that is rendered anonymous and cannot be associated with an individual is not considered personal information if it is reasonable to foresee in the circumstances that this information no longer makes it possible, in an irreversible manner, to identify an individual whether directly or indirectly.

Personal information is collected for purposes including, but not limited to:

• Providing our services;
• Processing transactions;
• Management of your account;
• Improving our activities and services;
• Management of our marketing activities, such as sending marketing and promotional messages, subject to your consent where required;
• Process position applications, partnerships and such applications;
• Data analysis;
• Improving our website;
• Complying with legal and regulatory obligations.

Collection is done in various ways, including but not limited to, website visits, service use, transactions, and interactions with our customer service. The types of personal information collected may include:

• Identifiers, including your first and last name, date of birth, and gender;
• Contact information (e.g., email, phone number);
• Identification numbers;
• Financial information, such as credit or debit card information (card number, name on card, expiration date, security code), billing and shipping addresses, and purchase history;
• Information related to online activity, including IP addresses, language preferences, cookies or similar technology settings;
• Social network and social media information, when you interact with our content through social media or similar platforms (e.g., profile picture, “likes”, interests, demographic information, etc.);
• Pictures, videos or other such recorded information during the convention;
• Any information provided directly to us when you communicate with us via the Otakuthon website;
• Any other information relevant to our services, such as passport, visa or work permit information, bank account information, tax identification numbers, resume, cover letter, salary or fee preferences, in relation, for instance, to any professional services or partnerships with Otakuthon.

SHARING YOUR PERSONAL INFORMATION

We may share your personal information with the following persons or with other persons where permitted or required by law. In order to better provide our services, we may also disclose your personal information to other third parties.

• Our affiliated companies and organizations, when necessary and for the purposes detailed above;
• Our personnel, when access to information is necessary to perform their duties;
• Our service providers, when such communication is necessary to carry out a mandate or contract entrusted to them. We hire service providers to, among other things, plan our business operations and run our activities; participate in the development, production and operation of our shows and audiovisual productions; provide, operate and maintain our information technology systems and services, including the present website; to provide our services to you; to process transactions and payment thereof; to manage applications for positions; for data hosting; for archiving;
• Our business partners, for the purposes of our events and audiovisual productions or marketing. Otakuthon has no control over and is not responsible for, the information handling practices of these parties;
• With other persons, including: when we are required or permitted by law to disclose personal information; when we determine that disclosure of specific information is necessary to respond to a request from a law enforcement or regulatory agency or other legal process; to enforce our policies, or to investigate, prevent and take action regarding illegal activities; to protect Otakuthon's rights or property; or when necessary to protect our affiliated entities or organizations, staff or others; etc.

PROTECTION OF PERSONAL INFORMATION OF CHILDREN

Our website is intended for the general public, including children above the age of 7.

Children above the age of 14 (born before August 2, 2010) may register alone.

Children between the ages of 7 and 14 (born between August 2, 2010, and August 2, 2017, inclusively) must be registered by a person with parental authority or tutor.

Children under the age of 7 (born after August 2, 2017) do not need to register.

Personal information will therefore be collected accordingly within the scope of the law.

THIRD-PARTY WEBSITES

Links to third-party websites are available while browsing the website. We are not responsible for the content or practices of the organizations responsible for these third-party websites, including but not limited to, their practices, policies, actions, respect for the respect to protection of your personal information, etc.

COOKIES AND SIMILAR TECHNOLOGIES

We use cookies to collect certain technical information when you visit our website. These cookies do not contain any personal information and are used to improve the content of the website, and the user experience and facilitate access to it. This information may be stored on the servers of our service providers located outside of Canada and may therefore be subject to the laws of those countries, including any laws permitting access by government authorities.

We may use cookies and other tracking technologies to collect certain information about your browsing actions and habits, such as details of your visits to our sites, traffic data, geolocation data and other communications data and the resources you access and use on the website and information about your computer and internet connection, including your IP address, operating system and browser type. This statistical data is not intended to identify any particular individual. The information we automatically collect is statistical data but may include personal information, in which case we will treat it as such.

You may choose to refuse the use of non-functional cookies, which are not required for the site’s basic functionality or for security purposes, by managing your cookie preferences on our website. On your first visit to the website and periodically thereafter, you will be prompted to confirm your cookie consent preferences. However, if you do not accept cookies, you may not be able to use all the features of our website.

We use technologies which enable us to see information about user activity, including the pages they have visited, the source and the time they have spent on our website. This information is de-identified and displayed as numbers, which means it cannot be used to identify the user.

PROTECTION OF PERSONAL INFORMATION

We implement appropriate measures and controls to protect your personal information. These measures include but are not limited to, restricting physical access to our offices and files, restricting access to your personal information to only those who need it to perform their duties, restricting unauthorized access, disclosure, use and mishandling of your personal information in our custody and control, storing archival documents with reliable third parties, off-site, in secure facilities, and using firewalls, passwords and file encryption for online activities.

We implement internal policies and practices to ensure the protection of your personal information, including:

• Designating a privacy officer responsible for ensuring compliance with applicable privacy laws;
• Implementing policies and procedures that define the roles and responsibilities of our employees throughout the personal information life cycle, limit access to personal information on a "need-to-know" basis, and govern the retention and destruction of personal information;
• Implementing a procedure for handling privacy complaints and inquiries, including any privacy incident involving personal information;
• If the information is collected or stored in electronic form, implementing technical security measures such as encryption, firewalls, anti-virus software and other similar measures;
• Implementing contractual protections and other measures to ensure that service providers with whom we share personal information maintain adequate safeguards and security standards. For example, we generally require our service providers to limit their use and retention of personal information to that which is necessary to provide their services and to notify us in the event of any actual or suspected breach of confidentiality.

Our goal is to prevent unauthorized access, loss, misuse, sharing or modification of personal information in our possession. We also use these safeguards when we delete or destroy your personal information.

STORAGE OF PERSONAL INFORMATION

We try to ensure that your personal information is stored in Quebec or, when this is not possible, within North America. Information stored on our service providers' servers located outside Canada may therefore be subject to the laws of those countries, including any laws permitting access by government authorities. Where applicable, subject to such foreign laws, we will, to the best of our ability, maintain protections for your personal information that are at least equivalent to those that apply in Quebec.

HOW LONG IS YOUR PERSONAL INFORMATION STORED?

You have the right to data portability and the right to request the deletion of your personal information, subject to certain legal and operational constraints.

We will retain your personal information only as long as is reasonably necessary for the fulfillment of the purposes indicated above or as permitted or required by law. Once it is no longer needed or required, your personal information will be destroyed or anonymized in accordance with applicable law.

CONSENT, ACCESS, WITHDRAWAL OF CONSENT, RECTIFICATION AND OTHER REQUESTS

When you scroll through our website, you consent to the collection, use and disclosure of your information for the purposes identified above.

Consent for the collection, use, and disclosure of personal information will be otherwise obtained explicitly, except where the law provides for exceptions.

You may withdraw your consent at any time, with reasonable notice, except in limited circumstances, such as where certain legal or regulatory requirements apply or because of your contractual obligations to us. If you withdraw your consent, Otakuthon may no longer be able to provide you with certain services, in which case you will be notified of the consequences of withdrawing your consent.

Subject to any applicable legal restrictions, you also have the right to access your personal information held by us and request rectification of any inaccurate or incomplete data.

To withdraw your consent or access your personal information, please contact our Privacy Officer using the contact information provided in the Contact Us section below.

UPDATES OF OUR PRIVACY POLICY

We may update this policy from time to time to reflect changes in our practices or legal obligations. We will notify you of any significant changes and obtain your consent where required by law.

The "Effective Date" at the beginning of the Policy indicates the date on which it was last updated.

CONTACT US

If you have any questions about this Privacy Policy or the exercise of your privacy rights, please contact our Privacy Officer at: privacy@otakuthon.com.

This Privacy Policy is effective as of 17th of March 2024.