Privacy Policy

Handling of Personal Information and Related Data

Effective Date: July 1st, 2026

Last Updated: July 17, 2026

AI FILM JAPAN Inc. (the "Company") appropriately handles personal information and related data obtained in connection with the film festivals, events, competitions, screenings, workshops, Creative Foundry, Industry Forum, Main Festival, and other related activities of Al Film Festival Japan ("AIFJ"), in accordance with the Act on the Protection of Personal Information of Japan and other applicable laws and regulations.

This Privacy Policy sets forth the types of information collected by the Company, the purposes for which such information is used, the provision of information to third parties, the use of external services, security control measures, requests from data subjects, and other policies regarding the handling of personal information.

1. Entity Handling Personal Information

Entity handling personal information:
AI FILM JAPAN Inc.
Contact for inquiries regarding the handling of personal information:
info@aifilm.jp

Upon request through the contact information above, the Company will respond without undue delay, in accordance with applicable laws and regulations, regarding its address, the name of its representative, and any other matters required to be disclosed by law.

Where an AIFJ event or program is jointly operated with an organizing committee, co-organizer, venue operator, or other organization, the Company will separately disclose, as necessary, the party responsible for managing personal information for the relevant event and the applicable conditions regarding joint use or the provision of information.

2. Scope of This Privacy Policy

This Privacy Policy primarily applies to information relating to the following individuals:

  • Registrants and participants in AIFJ events, screenings, sessions, forums, workshops, and other programs
  • Applicants to film festivals, competitions, creator programs, and other initiatives
  • Directors, producers, performers, rights holders, and other persons involved in submitted works
  • Speakers, judges, mentors, advisors, and collaborators
  • Representatives of sponsors, partners, cooperating companies, and organizations
  • Newsletter subscribers
  • Survey respondents
  • Persons who contact the Company or AIFJ
  • Other persons involved in AIFJ activities

3. Information We Collect

Depending on the relevant event, program, work submission, survey, inquiry, or other activity, the Company may collect the following information.

3.1 Basic Information

  • Name
  • Email address
  • Telephone number
  • Country or region
  • Preferred language
  • Other information entered by the individual into registration forms or similar forms

3.2 Affiliation and Professional Information

  • Company name, organization name, or school name
  • Job title
  • Department, occupation, or area of expertise
  • Industry and organization type
  • Business or activity description
  • Level of involvement in Al, creative activities, production, planning, implementation, investment, or related areas

3.3 Event and Program Participation Information

  • Event registration history
  • Ticket, reservation, and reception information
  • Check-in and attendance history
  • Sessions attended
  • Survey responses
  • How the individual learned about the event, referral source, and participation channel
  • Interests in AIFJ programs
  • Experience using Al for creative work, stage of implementation, challenges, areas of interest, and use cases
  • Interest in joint projects, proofs of concept, speaking opportunities, exhibitions, sponsorships, and other forms of collaboration
  • Consent status regarding newsletters and individual follow-up communications

3.4 Information Relating to Works, Submissions, and Intellectual Property

  • Information relating to applicants, directors, producers, production teams, rights holders, and other relevant persons
  • Title, description, and production structure of a work
  • Al tools, technologies, models, and production processes used
  • Declarations regarding the use of Al
  • Information relating to the rights clearance of video, music, audio, scripts, likenesses of performers, characters, and other materials
  • History of submission, judging, selection, awards, screenings, exhibitions, and introductions
  • Preferences regarding the introduction, collaboration, or development of a work or intellectual property
  • Records of communications, confirmations, agreements, and contracts with the Company or AIFJ

3.5 Information Relating to Inquiries, Business Discussions, and Collaboration

  • Details of inquiries
  • Records of meetings, discussions, and communications
  • Matters under consideration relating to joint projects, collaboration, proofs of concept, speaking engagements, exhibitions, sponsorships, investments, and other opportunities
  • Other information voluntarily provided by the individual or the organization to which the individual belongs

3.6 Information Collected Through Websites and Similar Services

The following information may be collected through the Company's website or external services used by the Company:

  • IP address
  • Browser, device, and operating system information
  • Cookies and other identifiers
  • Date and time of access
  • Browsing history
  • Referral information
  • Service usage logs

Where cookies, access analytics, or other technologies are actually used, the Company will provide explanations as necessary based on the relevant implementation and operation.

4. Purposes of Use

The Company uses collected information for the following purposes.

4.1 Operation of Events and Programs

  • Registration, reservations, and identity verification
  • Ticketing, reception, and attendance management
  • Event notices, changes, emergency communications, and other communications necessary for operations
  • On-site operations and participant support
  • Conducting surveys
  • Responding to inquiries
  • Ensuring event safety and responding to incidents or issues

4.2 Planning and Improvement of AIFJ

  • Understanding participant demographics and participation trends
  • Analyzing areas of interest, stages of implementation, challenges, use cases, and related matters
  • Planning Creative Foundry, Industry Forum, Main Festival, and other initiatives
  • Improving sessions, exhibitions, speaker lineups, judges, partner structures, and related program components
  • Planning new events, services, community initiatives, and other activities
  • Assessing the outcomes and social impact of AIFJ activities

4.3 Distribution of Newsletters and Related Information

Only where the individual has separately provided consent, the Company may distribute the following information:

  • AIFJ newsletters
  • Information regarding future events and programs
  • Information regarding film festivals, competitions, calls for submissions, and related opportunities
  • Information regarding Creative Foundry, Industry Forum, Main Festival, and other AIFJ initiatives
  • Information regarding related projects, screenings, exhibitions, and other opportunities in which AIFJ is involved

Individuals may unsubscribe at any time by following the method stated in the relevant email or by contacting the Company through its inquiry contact.

4.4 Individual Follow-Up Based on Expressed Interests

Only where the individual has separately provided consent, the Company may contact the individual based on interests expressed through registration, surveys, or other means regarding the following matters:

  • Joint projects
  • Proofs of concept or pilot projects
  • Collaboration with creators, production companies, businesses, intellectual property holders, and other parties
  • Speaking engagements, judging, mentoring, and other forms of professional participation
  • Screenings, exhibitions, and exhibiting opportunities
  • Sponsorships, sponsor relationships, and partnerships
  • Collaboration with regions, local governments, educational institutions, and other organizations
  • Other collaboration opportunities relating to AIFJ

4.5 Submission, Judging, and Management of Works

  • Confirming eligibility and submission details
  • Judging, selection, and determination of award recipients
  • Communicating with applicants and production-related parties
  • Managing screenings, exhibitions, introductions, awards, archives, and related activities
  • Confirming the use of Al, rights status, and use of materials
  • Responding to violations of rules, infringement of rights, fraudulent submissions, and similar issues
  • Managing records of submissions, judging, screenings, exhibitions, awards, and related activities
  • Introducing and developing works within the scope separately consented to by the applicant or pursuant to an individual agreement

4.6 Collaboration Relating to Creators, Works, and Intellectual Property

Only where the individual, applicant, or rights holder has separately expressed a preference or provided consent, the Company may use information for the following purposes:

  • Discovering creators, works, and production teams
  • Considering collaboration with businesses, intellectual property holders, production companies, distributors, investors, and other parties
  • Introducing domestic and international film festivals, screenings, exhibitions, and other opportunities
  • Considering possibilities for co-production, licensing, merchandising, distribution, and business development
  • Supporting consultations, introductions, negotiations, and contracts relating to works or intellectual property
  • Managing creators' and works' activity histories, awards, screening histories, and related records

Consent to this Privacy Policy alone does not transfer or license to the Company or AIFJ any copyright, moral rights of authors, screening rights, distribution rights, translation rights, editing rights, merchandising rights, or any other rights to use a work.

Specific terms governing the use of a work or intellectual property will be established under film festival submission rules, program terms, individual consent, license agreements, co-production agreements, or other separate agreements.

4.7 Security Management, Fraud Prevention, and Legal Response

  • Preventing fraudulent registrations, fraudulent submissions, impersonation, and similar conduct
  • Responding to copyright infringement, infringement of portrait or likeness rights, and other violations of rights
  • Managing information security
  • Responding to violations of laws, regulations, rules, or contracts
  • Responding to complaints, disputes, claims, and other legal matters
  • Responding to requests made pursuant to laws and regulations or by administrative authorities and other public bodies

5. Aggregated and Trend Data That Does Not Directly Identify Individuals

Based on collected information, the Company may create aggregated or trend data that does not directly identify individuals, including the following:

  • Industries and organization types of participants
  • Occupations, roles, and level of involvement in decision-making
  • Stages of use and implementation of Al in creative activities
  • Areas of interest, implementation challenges, and use cases
  • Regional and language composition
  • Interest in AIFJ programs
  • Participation trends across events
  • Trends relating to technologies, production processes, and use of Al in submitted works

Such information may be used for the following purposes:

  • Reporting on AIFJ activities
  • Planning and improving programs
  • Analyzing community and market trends
  • Discussions with sponsors, partners, cooperating organizations, and other parties
  • Preparing proposals, reports, public relations materials, and similar documents

The Company will take reasonable measures, including aggregation, categorization, and suppression, to prevent individuals from being inferred from small categories, free-text responses, or other information.

The fact that such data has been aggregated or presented as trend data does not necessarily mean that it constitutes "anonymously processed information" as defined under applicable law.

6. Provision to Third Parties

Except where required by law or otherwise permitted under applicable laws and regulations, the Company will not provide personal data to any third party without obtaining the individual's prior consent.

In particular, the Company will not provide participant lists, applicant lists, names, email addresses, affiliations, job titles, or other personal information to sponsors, partners, or other third parties without the individual's explicit consent.

Where the Company introduces an individual to, or provides information to, a specific company, sponsor, partner, or other third party, the Company will, in principle, separately obtain the individual's consent after disclosing the following:

  • The recipient
  • The purpose of provision
  • The categories of information to be provided
  • The anticipated nature of communications from the recipient

As a general rule, the provision of personal data to a third party requires the individual's prior consent.

7. Outsourcing

The Company may outsource all or part of the following operations to external service providers to the extent necessary to achieve the purposes of use:

  • Event operations
  • Registration, reception, and ticket management
  • Administration of surveys
  • Email distribution
  • Website operations
  • Data storage and system administration
  • System development and maintenance
  • Judging, translation, subtitling, screening, and production support
  • Other operations necessary for AIFJ activities

The Company will appropriately select service providers and supervise them through contracts, access restrictions, and other necessary and appropriate measures.

8. External Services and Handling of Information Outside Japan

The Company may use external services such as the following for event registration, work submissions, surveys, email distribution, file management, and other purposes:

  • Luma
  • Google Workspace, Google Forms, and Google Drive
  • FilmFreeway
  • Email distribution services
  • Cloud storage services
  • Ticketing, payment, streaming, and other services

Providers of these services, their servers, or their subcontractors may be located outside Japan.

The Company will select and manage services within a reasonable scope, taking into account the nature of each service, the information handled, the purposes of use, contractual terms, security control measures, and other relevant factors.

Where personal data is provided to a third party located in a foreign country based on the individual's consent, the Company will, in principle, provide certain information regarding the personal information protection system of the recipient country and other relevant matters.

9. Joint Use

At present, the Company does not engage in the continuous joint use of personal data with other entities.

If the Company begins jointly using personal data with a specific company, organization, organizing committee, or other party in the future, it will publish or notify individuals of the following matters before such joint use begins, as required by law:

  • The fact that personal data will be jointly used
  • The categories of personal data subject to joint use
  • The scope of parties jointly using the data
  • The purposes of use
  • The party responsible for management of the jointly used data

10. Security Control Measures

The Company implements reasonable security control measures to prevent unauthorized access to, leakage, loss, destruction, alteration, or other risks relating to personal information.

The principal measures include:

  • Restricting access privileges to personal information
  • Managing persons authorized to view and edit personal information
  • Separating personal information from data used for analysis and aggregation
  • Restricting the scope of external sharing
  • Managing accounts, passwords, and other authentication information
  • Limiting personnel authorized to handle personal information
  • Selecting and supervising service providers
  • Deleting or de-identifying information that is no longer required
  • Investigating incidents, preventing further impact, and preventing recurrence

11. Retention Period

The Company retains collected information for the following periods or according to the following criteria:

  • The period necessary to achieve the relevant purpose of use
  • The period required under applicable laws and regulations
  • The period necessary to maintain records relating to contracts, rights, judging, screenings, awards, and similar matters
  • The period necessary to respond to inquiries, complaints, disputes, and similar matters
  • The period during which the individual has consented to continuing information distribution or similar communications

Information that is no longer required will be deleted, erased, or processed in a manner that makes identification of individuals more difficult using reasonable methods.

Information relating to work submissions, confirmation of rights, screening permissions, licenses, awards, and contracts may be retained for longer periods than general event registration information because it may be necessary to address rights-related matters or disputes.

12. Disclosure, Correction, Suspension of Use, and Other Requests

In accordance with applicable laws and regulations, individuals may make the following requests or submissions regarding their personal information held by the Company:

  • Confirmation or notification of the purposes of use
  • Disclosure of retained personal data
  • Correction, addition, or deletion
  • Suspension of use or erasure
  • Suspension of provision to third parties
  • Unsubscription from newsletters and other continuing communications

When processing a request, the Company may ask the individual to provide documents or information necessary to verify their identity and identify the information subject to the request.

Applicable laws may require the Company to make available to individuals information regarding the purposes of use of retained personal data, procedures for disclosure and other requests, information about the business operator, and other prescribed matters.

13. Contact Information

For inquiries regarding this Privacy Policy, the handling of personal information, disclosure and other requests, unsubscription from newsletters, or other matters, please contact:

  • AI FILM JAPAN Inc.
  • Personal Information Inquiry Contact: info@aifilm.jp

Upon request through the contact information above, the Company will respond without undue delay, in accordance with applicable laws and regulations, regarding its address, the name of its representative, and any other matters required by law.

14. Changes to This Privacy Policy

The Company may amend this Privacy Policy in response to changes in applicable laws and regulations, its business activities, services, external services used, data usage practices, or other circumstances.

Where material changes are made, the Company will provide notice through the official AIFJ website or by another appropriate method.

The latest version of this Privacy Policy will be published on this page.