Share-Me for Event Stamp Rally Privacy Policy

Share-Me, Inc. (“Company,” “we,” “us,” or “our”) handles personal information and other information of visitors in connection with the event stamp rally service “Share-Me for Event” (“Service”) as set forth in this Privacy Policy.

Article 1. Company Information

Company Name: K.K. Share-Me
Address: 8F Wind Ebisu Building, 2-4-8 Ebisu-Nishi, Shibuya-ku, Tokyo, Japan
Representative: Sean HIll
Contact Inquiries: [email protected]

Article 2. Scope of This Privacy Policy

  1. This Privacy Policy applies to visitors who use the Service (“Users” or “you”).

  2. The Service is a service that enables Users to visit booths, exhibitions, sessions, activations, or other designated locations at an event through NFC stands, QR codes, URLs, or other media, and to collect stamps, view content, answer surveys, request materials, make inquiries, request meetings, share contact information, and perform other actions.

  3. The Service does not automatically include event entrance management, ticket sales, payment processing, identity verification, seating management, or other admission control functions. If such functions are provided separately, separate privacy policies or terms of use shall apply.

  4. If event organizers, operators, booth exhibitors, or other relevant parties independently collect or use personal information, the privacy policies or other terms established by such parties may apply.

Article 3. Basic Policy on Information Sharing in the Service

  1. Through the Service, User information, including registration information, stamp collection history, booth visit history, content browsing history, survey responses, material requests, inquiries, meeting requests, contact-sharing actions, and other information, may be shared among the Company, event organizers, and booth exhibitors for purposes such as event operation, analysis, exhibitor follow-up, marketing, benefit provision, fraud prevention, and Service improvement.

  2. When Users use the Service, the Company will indicate the contents of the information to be shared, the parties with whom the information will be shared, and the purposes of use by displaying such information within the Service, on registration screens, consent screens, or by other appropriate means.

  3. If a User performs actions at a specific booth, such as tapping an NFC stand, scanning a QR code, collecting a stamp, viewing materials, watching videos, answering surveys, requesting materials, making inquiries, requesting meetings, or sharing contact information, the User’s information may be shared with the Exhibitor of that booth.

  4. By using the Service, Users agree that the Company, event organizers, and booth exhibitors may collect, use, and share User information within the scope set forth in this Privacy Policy.

Article 4. Information We Collect

The Company may collect the following information in connection with the provision of the Service.

1. Information Entered by Users

  1. Name;

  2. Email address;

  3. Telephone number;

  4. Company name, organization name, school name, or other affiliation information;

  5. Department, job title, and occupation;

  6. Industry and business description;

  7. Areas of interest, purpose of participation, and products or services of interest;

  8. Survey responses;

  9. Material requests, inquiries, meeting requests, contact requests, and other submitted content;

  10. Other information entered or transmitted by Users through the Service.

2. Information Related to Stamp Rally and Booth Visits

  1. NFC stand tap history;

  2. QR code or other media scan history;

  3. Booths, exhibitions, sessions, activations, or other designated locations visited;

  4. Date and time of visits to each booth;

  5. Stamp collection status;

  6. Points, achievement status, and benefit acquisition status;

  7. Exhibitor information, product and service information, materials, videos, links, and other content viewed;

  8. Material requests, inquiries, meeting requests, contact-sharing actions, and other action history.

3. Device Information and Usage Logs

  1. IP address;

  2. Browser, operating system, device type, and language settings;

  3. Cookies, local storage, and other identifiers;

  4. Access date and time, pages viewed, referrer URL, and operation logs;

  5. Error information, communication logs, and unauthorized access detection information;

  6. Analytical information regarding usage of the Service.

4. Inquiry Information

  1. Details of inquiries from Users;

  2. Information necessary for identity verification;

  3. Details of our responses and response history.

Article 5. Purposes of Use

The Company uses the collected information for the following purposes:

  1. To provide, operate, and maintain the Service;

  2. To provide stamp collection, achievement status display, benefit determination, and other stamp rally functions;

  3. To record and display Users’ booth visit history, browsing history, areas of interest, and other information;

  4. To support event organizers in event operation, visitor analysis, booth traffic analysis, and event improvement;

  5. To support Exhibitors in visitor response, material delivery, meeting follow-up, product and service information provision, sales activities, and marketing activities;

  6. To execute actions requested or performed by Users, such as material requests, inquiries, meeting requests, and contact-sharing actions;

  7. To grant, manage, and prevent fraudulent use of stamps, points, benefits, lotteries, campaigns, and other features;

  8. To analyze usage of the Service and improve functions, quality, new feature development, and user experience;

  9. To detect, investigate, and respond to unauthorized access, fraudulent use, violations of terms, system failures, and other issues;

  10. To respond to inquiries, consultations, complaints, and other communications from Users;

  11. To respond to requests from laws, courts, administrative agencies, and other public authorities;

  12. To provide information about related events, products, services, campaigns, and other matters from the Company, Organizers, or Exhibitors. If consent is required by law, such communication will be made only after obtaining the necessary consent.

Article 6. Provision to Event Organizers

  1. The Company may provide User information to the organizer of the relevant event in connection with the provision of the Service.

  2. Information provided to Organizers may include the following:

    1. Registration information, including name, company name, department, job title, occupation, email address, and telephone number;

    2. Stamp collection status;

    3. Booth visit history;

    4. Materials, videos, links, and other content browsing history;

    5. Survey responses;

    6. Action history, including material requests, inquiries, meeting requests, and contact-sharing actions;

    7. Participation status in benefits, lotteries, and campaigns;

    8. Other information necessary for event operation and analysis.

  3. Organizers may use the information provided for event operation, visitor management, participation analysis, exhibitor management, visitor support, marketing, future event announcements, and other event-related operations.

Article 7. Provision to Booth Exhibitors

  1. If a User performs actions at a specific booth, such as tapping an NFC stand, scanning a QR code, collecting a stamp, viewing materials, watching videos, answering surveys, requesting materials, making inquiries, requesting meetings, or sharing contact information, the Company may provide the User’s information to the Exhibitor of that booth.

  2. Information provided to Exhibitors may include the following:

    1. Name;

    2. Company name, department, job title, and occupation;

    3. Email address;

    4. Telephone number;

    5. Industry, areas of interest, and purpose of participation;

    6. Date and time of visit to the relevant booth;

    7. Stamp collection history at the relevant booth;

    8. Materials, product and service information, videos, links, and other content viewed at the relevant booth;

    9. Survey responses related to the relevant booth;

    10. Details of material requests, inquiries, meeting requests, contact requests, and other actions.

  3. Exhibitors may use the information provided for material delivery, inquiry response, meeting follow-up, product and service information provision, sales activities, marketing analysis, and other purposes related to their exhibition.

  4. The handling of information by Exhibitors may be subject to the privacy policies or other terms of each Exhibitor.

  5. The Company will require Exhibitors, by contract or other appropriate means, to handle User information properly. However, each Exhibitor shall be responsible for its own communications, sales activities, product or service provision, and other independent activities.

Article 8. Joint Use

The Company, Organizers, and Exhibitors may jointly use User information obtained in connection with the Service within the following scope.

1. Items of Information Jointly Used

Name, email address, telephone number, company name, department, job title, occupation, industry, areas of interest, purpose of participation, stamp collection history, booth visit history, material browsing history, video viewing history, survey responses, material requests, inquiries, meeting requests, contact-sharing actions, and other operation history within the Service.

2. Scope of Joint Users

The Company, the organizer of the relevant event, and Exhibitors participating in the relevant event, limited to Exhibitors of booths that the User has visited, viewed, operated, or shared information with.

3. Purposes of Joint Use

Provision of the Service, event operation, visitor analysis, booth traffic analysis, material delivery, inquiry response, meeting follow-up, product and service information provision, marketing, benefit provision, fraud prevention, and Service improvement.

4. Party Responsible for Managing Jointly Used Information

Share-Me, Inc.
Address: [●]
Representative: [●]

5. Method of Collection

Information is collected through User input, NFC taps, QR code scans, stamp collection, material viewing, video viewing, survey responses, material requests, inquiries, meeting requests, contact-sharing actions, and other operations within the Service.

Article 9. Provision to Third Parties

  1. The Company will not provide Users’ personal data to third parties except in the following cases:

    1. When the User has given consent;

    2. When information is provided to Organizers or Exhibitors in accordance with this Privacy Policy;

    3. When joint use is conducted in accordance with this Privacy Policy;

    4. When information is provided to service providers within the scope necessary to provide the Service;

    5. When required by laws or regulations;

    6. When necessary to protect the life, body, or property of a person and it is difficult to obtain the User’s consent;

    7. When particularly necessary to improve public health or promote the sound development of children and it is difficult to obtain the User’s consent;

    8. When it is necessary to cooperate with a national government agency, local government, or a person entrusted by them in performing duties prescribed by laws or regulations, and obtaining the User’s consent may impede the performance of such duties;

    9. When otherwise permitted by laws or regulations.

  2. When the Company provides personal data to a third party or receives personal data from a third party, the Company will conduct necessary confirmation and recordkeeping in accordance with applicable laws.

Article 10. Provision to Service Providers

  1. The Company may outsource the handling of User information to external service providers within the scope necessary to provide and operate the Service, including the following services:

    1. Cloud servers, databases, and other infrastructure;

    2. Email delivery, notification delivery, and inquiry management;

    3. System development, maintenance, monitoring, and security measures;

    4. Access analysis and usage analysis;

    5. Customer support;

    6. Other operations necessary to provide the Service.

  2. The Company will exercise necessary and appropriate supervision over service providers by contract or other appropriate means to ensure the secure management of personal information.

Article 11. Cookies and External Transmission

  1. The Company may use cookies, local storage, SDKs, and similar technologies for purposes such as providing the Service, maintaining login status, understanding usage status, responding to failures, preventing fraudulent use, improving functions, and conducting analysis.

  2. Information collected through cookies and similar technologies may include device information, browser information, IP address, browsing history, operation history, and other usage information.

  3. If the Company uses external access analysis services, advertising services, or other third-party services and transmits information from the User’s device to such third parties, the Company will display the recipient, information transmitted, purpose of use, opt-out method, and other necessary matters within the Service or on a separate public page regarding external transmission.

  4. Users may disable cookies and similar technologies through browser or device settings. However, in such cases, some functions of the Service may not operate properly.

Article 12. Handling of Information Outside Japan

  1. In connection with the provision of the Service, the Company may have User information handled by cloud service providers, system development companies, maintenance and operation companies, or other service providers located outside Japan.

  2. If the Company has User information handled outside Japan, the Company will take necessary security measures in accordance with applicable laws, including understanding the personal information protection systems of the relevant foreign country.

  3. If the Company provides personal data to a third party located outside Japan and consent or information provision is required by law, the Company will provide the necessary information to the User and obtain consent.

Article 13. Security Measures

The Company will take necessary and appropriate security measures to prevent leakage, loss, damage, unauthorized access, and other risks concerning Users’ personal data.

Such security measures include the following:

  1. Establishing internal rules regarding the handling of personal information;

  2. Managing access rights to personal data;

  3. Implementing technical security measures, including encryption of communications;

  4. Obtaining and monitoring logs and implementing measures against unauthorized access;

  5. Selecting and supervising service providers;

  6. Training and managing employees and personnel involved in operations;

  7. Establishing a response system in the event of leakage or other incidents.

Article 14. Retention Period

  1. The Company will retain collected information only for the period necessary to achieve the purposes of use or for the period required by law, and will delete or anonymize unnecessary information by an appropriate method.

  2. The main retention periods are as follows:

    1. Registration information: [3 years] after the end of the event;

    2. Stamp collection history, booth visit history, material browsing history, and video viewing history: [3 years] after the end of the event;

    3. Action history, including material requests, inquiries, meeting requests, and contact-sharing actions: [3 years] after the end of the event;

    4. Inquiry history: [3 years] after completion of response;

    5. Information required to be retained by law: the period prescribed by the relevant law.

  3. Information independently retained by Organizers or Exhibitors may be subject to the retention periods established by each Organizer or Exhibitor.

Article 15. User Rights

  1. Users may request the following regarding their personal data held by the Company in accordance with applicable laws:

    1. Notification of purpose of use;

    2. Disclosure;

    3. Correction, addition, or deletion;

    4. Suspension of use or deletion;

    5. Suspension of provision to third parties;

    6. Disclosure of records of third-party provision;

    7. Other requests permitted under applicable laws.

  2. Users who wish to make such requests should contact the inquiry desk stated in this Privacy Policy. The Company will respond in accordance with applicable laws after verifying the identity of the User.

  3. Requests regarding personal information independently held by Organizers or Exhibitors may be handled by the relevant Organizer or Exhibitor.

Article 16. Leakage or Other Incidents

  1. If leakage, loss, damage, or other incidents occur concerning Users’ personal data, the Company will investigate the facts, prevent the expansion of damage, prevent recurrence, and take other necessary measures.

  2. If required by law, the Company will report to the Personal Information Protection Commission or other relevant authorities and notify affected Users.

Article 17. Information of Minors

If a User is a minor, the User should use the Service after obtaining consent from a parent, guardian, or other legal representative as necessary. The Company may request confirmation of consent from a legal representative if deemed necessary.

Article 18. Changes to This Privacy Policy

  1. The Company may amend this Privacy Policy when necessary due to changes in laws, changes in the Service, changes in the information handled or purposes of use, or other reasons.

  2. When making significant changes, the Company will notify Users of the amended content and effective date by displaying them within the Service, by email, or by other appropriate means.

  3. If consent is required by law for any change, the Company will obtain the User’s consent by an appropriate method.

Article 19. Contact

For inquiries regarding this Privacy Policy, the handling of personal information in the Service, disclosure requests, or other matters, please contact the following:

Company Name: K.K. Share-Me
Address: 8F Wind Ebisu Building, 2-4-8 Ebisu-Nishi, Shibuya-ku, Tokyo, Japan
Representative: Sean HIll
Contact Inquiries: [email protected]

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