Effective Date: 14th December 2025
Our website address is: https://www.shimbukan2026.com. We are the organizers of the Shimbukan European Gasshuku 2026 and responsible for processing your personal data.
We respect your privacy and are committed to protecting your personal data. This policy explains how we collect, use, disclose, and safeguard your information.
A. Information you provide:
Name, email address, phone number, postal address.
Registration details for the Gasshuku event (including event options, party attendance, T‑shirt orders, lunch preferences).
Dietary requirements (which may reveal health or religious information — see Section 4).
B. Automatically collected information:
Technical data: IP address, browser type/version, device identifiers, operating system, referring pages, screen resolution.
Usage data: pages visited, links clicked, time spent on pages, navigation patterns.
Dietary requirements may reveal sensitive information (e.g. health or religious beliefs). We process this data only with your explicit consent and solely for the purpose of catering arrangements during the event. This information is deleted after the event unless required for legal or accounting purposes.
We process your data to:
Provide, operate, and maintain event registration and related services.
Respond to inquiries or provide support.
Send you event updates and communications (with consent where required).
Analyze usage and improve our website’s functionality and user experience.
Comply with legal obligations.
Consent: for newsletters, marketing, and dietary requirements.
Contractual necessity: to provide services you request (event registration).
Legitimate interests: improving our website, preventing fraud, ensuring event safety.
We use cookies and similar tools to:
Make the website work properly.
Remember your preferences.
Analyze site traffic.
You can manage or block cookies via your browser settings. For EU/UK visitors, a cookie consent banner is provided to manage preferences.
We use Google Analytics to monitor traffic and user behavior. Google Analytics sets cookies and processes usage data (e.g. pages visited, time spent). Data may be transferred to and stored on servers in the United States. We implement safeguards such as IP anonymization and Standard Contractual Clauses to protect international transfers. You can opt out of Google Analytics via Google’s opt‑out tool.
We may share your information with:
Service providers (e.g. hosting, analytics, email delivery).
Legal authorities to comply with laws or protect our rights. We do not sell or rent your personal data.
Data may be stored or accessed outside your country. We use Standard Contractual Clauses or other safeguards required by law.
Depending on your location, you may have the right to:
Access, rectify, or erase your personal data.
Restrict or object to processing.
Receive a copy of your data (data portability).
Withdraw consent at any time.
Lodge a complaint with a supervisory authority (e.g. ICO in the UK).
To exercise these rights, contact us at info@shimbukan2026.com.
Registration data: retained until 12 months after the event.
Dietary requirements: deleted within 1 month after the event.
Technical/analytics data: retained for up to 26 months (Google Analytics default). We securely dispose of data when no longer necessary.
We implement reasonable technical and organizational measures (e.g. encryption, access controls). No system is completely secure; if a breach occurs, we will notify affected individuals and authorities as required.
Our website is not intended for children under 16. We do not knowingly collect data from minors. If you become aware a child has provided data, please contact us and we will promptly delete it.
Our site may contain third‑party links. We are not responsible for their privacy practices. Please review their policies.
We may update this policy. When we do, we’ll revise the “Effective Date” and display the updated version here. We recommend reviewing it periodically.
If you have any questions or concerns, please contact us at: info@shimbukan2026.com