GDPR & Data Sharing Policies

The AnimeCon Volunteering Team store the following items of personal information to support your application and participation:

• Your full name, indicated gender, date of birth, e-mail address and phone number,
• Your photo, when either publicly available or shared by you.

This information will be shared with the volunteering leadership team, as well as supporting members of the AnimeCon & J-POP Staff when strictly required. Any provided information will only be used for the organisation of AnimeCon festivals, and will be retained indefinitely. While we have implemented appropriate and reasonable technical and organisational security measures to protect any and all information we process, no technology can be guaranteed to be 100% secure.

All AnimeCon volunteers participating in the same event(s) as you will have the ability to see your full name and, when available, your photo. When you decide to participate in our WhatsApp group, your phone number will be shared with the other volunteers as well.

If you participate in a professional steward training organised by AnimeCon, then your name, e-mail address and date of birth will be shared with the provider. When you decide to book a hotel through our offering, this information will also be shared with the hotel, as well as a coordinator within the AnimeCon staff. We expect these parties to treat your information with care, but cannot extend our responsibility.

You can request your ticket to be refunded when you purchased it yourself and successfully participated for at least 12 hours in shifts. This will require you to submit your bank account international bank account number (IBAN) and the account holder's full name, which we will securely store on our systems. This information is strictly access controlled on a need-to-know basis. Refunds can only be requested in the three weeks immediately following an event.

Some planning information will be stored on Google Drive. Please see this page for the GDPR and data policies set by Google.

Based on the applicable laws of your country, you may have the right to request access to the personal information we collect from you, change that information, or delete it. To request to review, update, or delete your personal information, please send us an e-mail. In certain cases stored information may have be anonymised rather than removed for operational reasons.

Last updated: July 5th, 2023