Privacy Policy

Clustium Inc. (hereinafter referred to as the "Company") establishes the following privacy policy (hereinafter referred to as the "Policy") concerning the handling of Users' personal information in Convia (hereinafter referred to as the "Service") operated by the Company, based on the Act on the Protection of Personal Information (hereinafter referred to as the "Personal Information Protection Act") and other laws and regulations.

Article 1 (Personal Information)

"Personal Information" means "personal information" as defined in the Personal Information Protection Act, and means information concerning a living individual that can identify a specific individual by name, date of birth, address, telephone number, contact information, or other descriptions, etc. included in such information, as well as data relating to appearance, fingerprints, voiceprints, and information such as the insurer number of a health insurance card that can identify a specific individual from such information alone (personal identification information).

Article 2 (Personal Information Handling Business Operator)

The name, address, and representative name of the Company, which is a personal information handling business operator, are as follows.

Article 3 (Method of Collecting Personal Information)

The Company acquires personal information that Users input or transmit on the Service in user registration, profile registration and changes, operations concerning events and Tickets, inquiries, and other matters. In addition, in connection with use of the Service, the Company may record access logs, IP addresses, identifiers such as Cookies, device information, browser information, and other information to the extent that it falls under personal information. The Company may receive from payment processing service providers information concerning the results of Ticket purchases and Payments (details of payment methods such as credit card numbers are acquired and stored by the payment processing service provider, and the Company does not store them).

With respect to personal information that the Company may acquire among information input by Organization Members of an Organizer within the scope necessary for operation of events linked to such Organizer, the relationships among Organizers, Organization Members, and Participants under the Terms of Service shall apply.

Article 4 (Personal Information Concerning Minors)

When a minor registers as a User or conducts other procedures, acquisition of personal information provided through such procedures is premised on the consent of a person with parental authority or other legal representative prescribed in Article 9 of the Terms of Service. The Company has no obligation to independently conduct substantive confirmation of the User's age or the existence of consent of a legal representative.

Article 5 (Purposes of Collecting and Using Personal Information)

The purposes for which the Company collects and uses personal information are as follows.

1. Provision, operation, and improvement of the Service (including functions concerning participant registration, Ticket sales, Payment, confirmation of purchase information, and same-day reception for events such as academic conferences)
2. User authentication, account management, and session management
3. Contact for email address confirmation, password reset, and email address change procedures
4. Notices and contact concerning the Service (including those concerning purchase, cancellation, and Payment)
5. Processing concerning Ticket Reservation (temporary inventory hold), Payment, cancellation, and refund
6. Performance by Organization Members belonging to Organizers of event management, Ticket management, display of purchaser lists, and reception (check-in) work for events linked to such Organizers
7. Prevention, investigation, and response concerning fraudulent use and acts that violate the Terms of Service
8. Responding to inquiries (including conducting identity verification)
9. Preparation of statistical information (when used after processing into a format that cannot identify individuals)
10. Responses based on the Personal Information Protection Act and other laws and regulations
11. In participant registration or other registration procedures on the Service for events, etc., inferring affiliation or other information based on the domain of an email address or the like, or referring to such information, to supplement input items or otherwise assist input (including processing by contractors)

Article 6 (Changes to Purposes of Use)

1. The Company shall change the purposes of use of personal information only when it is reasonably recognized that the purposes of use after the change are related to the purposes before the change.
2. If the Company changes the purposes of use, it shall notify Users of the changed purposes by the method prescribed by the Company or publicly announce them on this website. For changes that require the consent of the person under laws and regulations, the Company shall obtain consent by the method prescribed by the Company.

Article 7 (Provision of Personal Data to Third Parties and Entrustment)

1. Except in the following cases, the Company will not provide personal data to third parties without obtaining Users' consent in advance. However, this excludes cases permitted by the Personal Information Protection Act and other laws and regulations.
   1. When necessary for the protection of a person's life, body, or property and it is difficult to obtain the consent of the person
   2. When especially necessary for improving public health or promoting the sound growth of children and it is difficult to obtain the consent of the person
   3. When it is necessary to cooperate with a national government organ, local public entity, or a person entrusted by either of them in performing affairs prescribed by laws and regulations, and obtaining the consent of the person may impede the performance of such affairs
2. Notwithstanding the provisions of the preceding paragraph, in the following cases, the recipient of such information shall not fall under a third party.
   1. When the Company entrusts all or part of the handling of personal data within the scope necessary to achieve the purposes of use in Article 5
   2. When personal data is provided in connection with succession of business due to merger or other reasons
   3. When personal data is jointly used with a specific person, and the fact of such joint use, the items of personal data jointly used, the scope of persons jointly using the data, the purposes of use of such persons, and the name of the person responsible for management of such personal data have been notified to the person in advance or placed in a state where the person can easily know them
3. Entrustment concerning input assistance, etc. at the time of participant registration and transmission of email addresses: Based on paragraph 2, item 1, in relation to provision and operation of the Service and within the scope necessary to achieve the purposes of use prescribed in Article 5 (with input assistance at the time of participant registration prescribed in Article 5, item 11 as the primary example), the Company may entrust the handling of personal data relating only to Users' email addresses to a business operator selected by the Company (hereinafter referred to as the "Entrusted Business Operator"; matters disclosed by the Company concerning the name of the Entrusted Business Operator and other matters concerning such entrustment will be disclosed in response to inquiries at the contact desk in Article 11). When transmitting email addresses to the Entrusted Business Operator in connection with such entrustment, the Company shall do so after obtaining Users' consent before transmission. If consent cannot be obtained, the Company will not transmit email addresses to the Entrusted Business Operator. The Company will not entrust or transmit personal information other than email addresses to the Entrusted Business Operator.

Article 8 (Disclosure of Retained Personal Data)

1. When the Company is requested by the person to disclose personal data, the Company shall disclose it to the person without delay. However, if disclosure would fall under any of the following, the Company may not disclose all or part thereof, and if the Company decides not to disclose it, the Company shall notify the person to that effect without delay.
   1. If there is a risk of harming the life, body, property, or other rights or interests of the person or a third party
   2. If there is a risk of causing significant impediment to the proper implementation of the Company's business
   3. If it would otherwise violate laws and regulations
2. Notwithstanding the provisions of the preceding paragraph, as a general rule, the Company will not disclose information other than personal information, such as history information and characteristic information.
3. For requests for disclosure, please contact the desk in Article 11. The Company will respond after conducting procedures for identity verification.

Article 9 (Correction and Deletion of Retained Personal Data)

1. If the content of the Company's retained personal data is not true, Users may request the Company to correct, add, or delete such personal data (hereinafter referred to as "Corrections, etc.") by procedures prescribed by the Company.
2. If the Company receives the request in the preceding paragraph from a User and determines that it is necessary to respond to such request, the Company shall make Corrections, etc. to the relevant personal data without delay.
3. If the Company makes Corrections, etc. based on the provisions of the preceding paragraph, or decides not to make Corrections, etc., the Company shall notify the User of this without delay.

Article 10 (Suspension, etc. of Use of Retained Personal Data)

1. If the Company is requested by the person to suspend use or erase personal data (hereinafter referred to as "Suspension, etc. of Use") on the grounds that the personal data is being handled beyond the scope of the purposes of use in Article 5, or on the grounds that it was acquired by wrongful means, the Company shall conduct necessary investigation without delay.
2. If, based on the investigation results in the preceding paragraph, the Company determines that it is necessary to respond to the request, the Company shall conduct Suspension, etc. of Use of the relevant personal data without delay.
3. If the Company conducts Suspension, etc. of Use based on the provisions of the preceding paragraph, or decides not to conduct Suspension, etc. of Use, the Company shall notify the User of this without delay.
4. Notwithstanding the preceding two paragraphs, if Suspension, etc. of Use requires a large amount of expenses or it is otherwise difficult to conduct Suspension, etc. of Use, and if alternative measures necessary to protect the User's rights and interests can be taken, the Company shall take such alternative measures.

Article 11 (Contact Desk)

For inquiries concerning this Policy, complaints and consultations concerning the handling of personal information, notification of purposes of use, disclosure, Corrections, etc., Suspension, etc. of Use and other requests based on the Personal Information Protection Act as prescribed in Articles 8 through 10, please contact the following desk.

• hello@clustium.com

Article 12 (Changes to this Policy)

1. The Company may change this Policy in response to amendments to laws and regulations, changes in the content of the Service, and other matters.
2. The changed Policy shall become effective from the time it is posted on this website. For changes that require the consent of the person under laws and regulations, the Company shall obtain consent by the method prescribed by the Company.

Supplementary Provisions

• Established: March 25, 2026
• Last amended: April 7, 2026