Privacy Policy

Last updated on September 18, 2025

1) Data controller

The VJAI Hackathon Organizing Committee ("we") consists of: Brandchie G.K. (合同会社), VJAI, VANJ, VADX.

Contact Address: 465-49 Wakamatsucho, Wakaba-ku, Chiba City, 264-0021 Data Protection Contact Email: info@brandchie.com

Controller Model Applied: Brandchie G.K. (合同会社) is the Data Controller; the other parties are Data Processors and are bound by a Data Processing Agreement (DPA).

2) Scope of application

This policy applies to the processing of personal data you submit through the Event Registration Form on the VJAI Hackathon website. We do not use data from other sources for this purpose.

3) Types of data we collect

Depending on the registration form, we may collect the following data (some fields are optional):

Identification & Contact Information: Full name, email, phone number.
Professional information: Company/organization, job title, area of expertise.
Participation information: country/region, participation format, answers to the questions in the form (e.g., participation goals, skill set), access support requests (if any).
Minimum technical data required when submitting a form: IP address, user agent (recorded by the hosting platform/service provider to ensure system security).

Note: We do not require you to provide sensitive data under GDPR (health, political views, religion, etc.). Please do not submit this information in the form.

4) Purpose and Legal Basis for Data Processing (Art. 6 GDPR)

Registration Processing & Management

Examples: Confirming registration, eligibility screening, sending attendance instructions via email.
Legal Basis: Contract/Pre-contractual measures (Art. 6(1)(b)).

Pre-, During-, and Post-Event Communication

Examples: Schedule updates, venue changes, check-in instructions.
Legal Basis: Contract (Art. 6(1)(b)) and/or Legitimate Interests (Art. 6(1)(f)).

Security & Fraud Prevention

Examples: Detecting abnormal form submissions, system protection.
Legal Basis: Legitimate Interests (Art. 6(1)(f)).

Legal Obligations (if fees/invoices apply)

Examples: Tax declarations, accounting, record keeping.
Legal Basis: Legal Obligation (Art. 6(1)(c)).

Post-Event Surveys & Quality Improvement

Examples: Short survey emails, anonymous aggregate analysis.
Legal Basis: Legitimate Interests (Art. 6(1)(f)); or Consent (Art. 6(1)(a)) if required.

Email Marketing (Optional)

Examples: Sending news about similar events.
Legal Basis: Consent (Art. 6(1)(a)); you may withdraw this at any time.
Note: You are not required to provide data for marketing purposes; refusal does not affect your participation in the event.

5) Data Recipient & Processor

We do not sell personal data. Data is only shared when necessary with:

Website/Form Platform Provider (Wix.com Ltd.) for storing and operating the form.
Email Provider (Google Workspace) for sending/receiving registration-related notifications.
Payment/Invoicing Service (PayPay) for the purpose of processing attendance fees.
Event Operation Support Unit (TIB) for checking the attendee list at the entrance.

With the parties listed above, we enter into a suitable Data Processing Agreement (DPA) in compliance with the GDPR.

6) Transfer data outside the EEA

Data may be stored/processed in Japan (a country with an EU adequacy decision), Israel (also with an adequacy decision), the United States, and/or other regions depending on the provider's infrastructure. When transferring data to a country without an adequacy decision, we implement the Standard Contractual Clauses (SCCs) and appropriate supplementary measures; or we use a provider certified under the EU–US Data Privacy Framework (if applicable).

7) Retention period

Registration Records: Stored until the event concludes and for a maximum of 24 months thereafter for verification, complaint assistance, and anonymous statistics; subsequently deleted or anonymized.
Accounting/Invoicing Data (if applicable): Retained according to the mandatory retention period required by applicable law.
Consent-based Marketing: Retained until you withdraw consent or after 24 months of non-interaction.

8) Your rights under GDPR

You have the right to:

Access your data; rectify inaccurate data;
Erase your data (right to be forgotten) in legally defined circumstances;
Restrict processing; Object to processing based on legitimate interests;
Receive your data in a portable format (portability) for data you have provided based on contract or consent;
Withdraw consent at any time (without affecting the lawfulness of processing carried out before the withdrawal);
Lodge a complaint with the Data Protection Supervisory Authority in the EEA where you reside/work or where the alleged infringement occurred.

To exercise your rights, please contact: info@brandchie.com. We may require identity verification before processing your request.

9) Cookies & similar technologies

The website does not use cookies for marketing or cross-site tracking purposes. Necessary cookies may be used by the platform (e.g., Wix) to ensure security, load balancing, and performance. You can manage cookies in your browser settings.

10) Information security

We employ sound technical and organizational measures (encryption during transmission, access control, system logging, DPA with vendors) to protect data from unauthorized access, loss, or disclosure. However, no transmission/storage method is absolutely secure.

11) Automated decision-making

We do not make automated decisions or profiling that create significant legal impact on you based on registration form data.

12) Minors

The event is not directed at individuals under the age of 16. If you are under 16, please do not submit a registration without valid consent from a parent/guardian (as required by applicable law). If we discover data was collected by mistake, we will delete it.

13) Third-party links

The website may contain links to third-party websites (such as payment platforms, websites of co-organizers, sponsors' homepages, etc.). We are not responsible for the content or the privacy practices of those websites. Please refer to their respective policies.

14) Policy Update

We may update this policy to reflect changes in law or our event operations. The new version will clearly state the effective date at the beginning of the document.