Privacy Policy

INCC (Indo Nihon Cultural Committee) respects your privacy. This policy explains what information we collect through incctokyo.com, why we collect it, and how it is handled.

Information we collect

We collect information directly from you when you use a form on this site:

• Performance, sponsorship and volunteer requests — name, email, phone number, city/prefecture, and details about your act, organisation or availability.
• Contact messages — name, email, phone number (optional), and the message you send us.
• Performer and admin accounts — credentials are issued directly by INCC (there is no public sign-up); account activity such as uploaded music files and schedule confirmations is stored against your profile.

We do not use tracking or advertising cookies. To see how many people visit and how quickly our pages load, we use the privacy-focused analytics of our hosting provider (Vercel Web Analytics and Speed Insights). They use no cookies and build no profile of you: a visit is recognised only by a hash of the request, which is discarded after 24 hours, and they record just the page, the site you came from, your rough location (country and city), your browser and device type, and how quickly the page loaded, which is used only as totals. Before anything is sent we remove the words you search for and the secret codes in ticket and email links from the page address, and nothing is sent from the admin, portal or sign-in pages.

Your browser keeps a few small settings on your own device so the site works the way you left it. Your chosen language (English or Japanese) and the events you have saved are kept in local storage; the language is never sent to us, and your saved events are sent to our server only when you open the Saved page, so it can show them. Until you choose a language, the site opens in Japanese if your browser's language setting prefers Japanese and in English otherwise; that setting is read on your own device and is not sent to us or saved. If you choose a city to browse events in, that city is kept in one small cookie, which your browser sends to us when it loads the Events page so the list can open already filtered to your city. It is not used to identify or follow you. Choosing “All of Japan” removes it, as does clearing your browser's cookies. If you choose “Near me”, your browser asks for your permission to share your location. Your approximate position (rounded to about a kilometre) stays in that browser tab until you close it, and is sent to us only to work out which events are nearby; we do not store it.

How we use it

• To review and respond to performance, sponsorship, volunteer and contact requests.
• To run approved performers' and sponsors' involvement in an event, including scheduling and music review.
• To publish approved performer, sponsor and event information on the public site, where you have given media consent.
• To protect the site against spam and abuse (see Security below).

We do not sell your information, and we do not share it with third parties for marketing.

Event photos and face matching

At some events our photographers take photos that are put in an album on this site. The photos are stored privately with Cloudflare (its R2 storage), our file-storage provider for event photos: there is no public address for any of them, they are shown only through links that stop working within minutes, and they are deleted automatically a set number of days after the event (30 unless the album says otherwise). The pictures shown on screen have location and camera details removed; the original file you can download is the photographer's own file exactly as the camera saved it, so it may still contain whatever the camera recorded. People who appear in a photo and would rather not can tell the photographer or us, and we remove it.

Finding your photos with a selfie is optional.If you choose “Find my photos” and agree on the screen, we do the following:

• Your selfie is analysed to create a numerical face template (biometric data). The selfie picture itself is not saved.
• The same analysis is run on the event photos, so that a template exists for each clearly visible face in them, including people who have not registered. These templates are used only to match registered guests to their photos, and are deleted with the rest of the face data (below).
• We keep your optional name and email (only if you gave them), a record of what you agreed to and when, the list of photos matched to you, and your private gallery link (stored only as a one-way hash, so that nobody who copied our database could open your gallery).
• Matching is done by Amazon Web Services (Amazon Rekognition) in Tokyo, Japan, acting as our service provider. It keeps face templates only, not pictures.

How long:face data is deleted a few days after the event (3 unless the album says otherwise) and the photos, your name and email, and your gallery are deleted at the end of the album's photo period (30 days unless the album says otherwise). The exact dates are on the screen where you agree. You can delete your face data, name, email and gallery yourself at any time with “Delete my data” in your gallery, hide any photo you appear in with “Ask to remove this photo”, and say “Not me” to a wrong match. Matching can make mistakes. You must be 16 or older, or a parent or guardian acting for a child. Our legal basis is your consent, which you can withdraw by deleting your data. For anything else, use our contact page.

Where it's stored

Data submitted through this site is stored with Supabase, our database and file storage provider, protected by row-level access rules so that only authorised INCC staff can view submitted requests. Event location details are shown to you via an embedded Google Map; loading that map is subject to Google's own privacy policy. The exception is event photos: their files are stored with Cloudflare (R2) instead. We ask Cloudflare to keep them in the Asia-Pacific region, but Cloudflare chooses the data centre, so we cannot promise a particular country.

Security

Public forms are protected by basic anti-spam measures, including a hidden field that real visitors never fill in and a rate limit on repeated submissions from the same connection. We do not use this information for any purpose beyond spam prevention, and it is purged automatically after 24 hours.

Your choices

You can ask us to review, correct or delete the information you have submitted at any time by contacting us. Performers and sponsors already confirmed for a published event may have limited details (name, act or company name, image) remain on the public site as part of the historical event record, consistent with the media consent given at application.

Contact

Questions about this policy or your data can be sent through our contact page.