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AIFAInternational Music Competition

AIFA International Music Competition – Privacy Policy

Last updated: January 2026

1. Introduction

This Privacy Policy explains how the AIFA International Music Competition (the "Competition") collects, uses, stores, publishes, and protects personal information of participants and related individuals.

The Competition is operated by ChocoOnLabo (AIFA Competition Office) (the "Organizer"). By submitting an entry or participating in the Competition, you (or your parent/guardian, if under 18) agree to this Privacy Policy.

This Policy is designed for international participants and incorporates commonly recognized privacy principles, including certain rights under GDPR and other international standards, without adopting any specific jurisdictional framework in full.

2. Information We Collect

We collect the following categories of personal data for the purpose of administering the Competition:

2.1 Entry & Identification Data

  • Participant name
  • Nationality
  • Date of birth or age category
  • Teacher name (optional)
  • Contact email
  • Parent/guardian information (for minors)

2.2 Performance & Competition Data

  • Category selection
  • Repertoire information
  • Performance video links (e.g., YouTube Unlisted)
  • Evaluation data (including AI-assisted metrics and jury input)
  • Award results and rankings

2.3 Communication Data

  • Inquiries via contact forms or email
  • Operational correspondence (confirmations, reminders, results)

2.4 Payment Data

Payments are processed via PayPal or equivalent third-party payment processors. We do not store credit card numbers or card details directly.

  • Payment status
  • Transaction date and time
  • Fee category (e.g., early-bird, standard, discounts)
  • Currency and amount paid

2.5 System & Technical Data

  • IP address, access times, browser/user agent, language
  • Security and error logs

3. Purposes of Processing

Personal data is used for the following purposes:

  • Administering participant entries and categories
  • Age and eligibility verification
  • Communication with participants and guardians
  • Hybrid evaluation (jury + AI-assisted analysis)
  • Award decisions and classifications
  • Certificate issuance (digital or printed)
  • Public announcement of results
  • Optional display of selected performance videos on the Competition website or social media
  • Accounting, billing, and record keeping
  • Improving future editions of the Competition

4. Publication of Results

As an international music competition, publishing results is an essential component of transparency and recognition.

The following information may be publicly disclosed in connection with participant results:

  • Participant name
  • Prize or award
  • Nationality
  • Teacher name (if provided voluntarily)

For example, results may be published in the format:
First Prize — [Name] (Country), Teacher: [Name]

Results may be published on the Competition website, social media, and in brochures, certificates, or similar materials.

5. Publication of Performance Videos

Performance videos are not automatically published. Selected videos may be published at the Organizer's discretion for promotional, educational, or archival purposes.

Selection criteria may include prize classification, artistic quality, and suitability as a representative performance. Only selected videos are preserved permanently as part of the Competition archive. Other performance materials are retained only as long as necessary for operation and are not published.

6. Legal Basis (GDPR-lite Format)

For international clarity, data processing is based on the following principles:

  • Consent – for participation and submission of information and materials
  • Contractual necessity – to administer the Competition and evaluate performances
  • Legitimate interests – recognition of achievements, publication of results, archival purposes, and improving the Competition
  • Legal obligations – accounting, record keeping, and fraud prevention

This Privacy Policy references GDPR-related concepts for clarity but does not adopt any single jurisdiction's regulations in full.

7. Third Parties & Data Sharing

We may share personal data with limited third parties for operational purposes, including:

  • Payment processors (e.g., PayPal)
  • Hosting and cloud service providers
  • Jury members and evaluators
  • AI-based evaluation systems (with access control)
  • Certificate printing or trophy vendors (if applicable)
  • Accounting or legal professionals (if required)

We do not sell personal data or share it for unrelated marketing purposes.

8. Transfers Across Borders

As an international competition, data may be processed in or transferred to countries different from the participant's country of residence. This includes:

  • Website hosting and content delivery
  • Cloud storage and backup
  • Publication of results and selected performances
  • International ranking and archival

9. Data Retention

Retention periods are defined as follows:

  • Results and awards: retained permanently as part of the official record of the Competition
  • Selected videos (winners or chosen performances): retained permanently as part of the archive
  • Non-selected performance materials and entry data: retained only for the period necessary to operate the Competition
  • Financial and accounting records: retained for legally required periods (typically 5–7 years)
  • Communications: retained for operational necessity and dispute resolution

Participants may request deletion of non-essential materials where legally and operationally possible.

10. Rights of Participants

Within reasonable limits and applicable law, participants (or their guardians) may request:

  • Access to personal data
  • Correction or updates of inaccurate information
  • Deletion of data where compatible with awards, archives, and legal obligations
  • Restriction of processing in certain cases
  • Objection to processing for non-essential purposes
  • Withdrawal of consent where processing is based on consent

These rights do not override the need to preserve official competition records, published results, or selected archival performances.

11. Participation by Minors

Many participants are minors. Parental or guardian consent is required, and parents/guardians may exercise rights on behalf of the participant. Teacher names are optional and provided voluntarily.

12. Payment & Security

Payments are handled by third-party processors such as PayPal. We do not store payment card details. Transaction information is retained for accounting, tax, and audit purposes.

13. Communications & Operational Notices

We may send emails or messages related to:

  • Entry confirmation
  • Deadline reminders or missing information
  • Result notifications
  • Certificates or award details
  • Information about future editions of the Competition

Participants may opt out of non-essential updates about future competitions at any time.

14. Changes to This Policy

This Privacy Policy may be updated periodically. Changes will be posted on the Competition website. Updated versions apply to future entries unless otherwise specified.

15. Contact Information

Organizer: ChocoOnLabo (AIFA Competition Office)
〒107-0061 東京都港区北青山一丁目3番1号 アールキューブ青山3階
Email: chocoonlabo@gmail.com

International Correspondence Address:
1-3-1 Kita-Aoyama, Minato-ku, Tokyo 107-0061, Japan

16. Acceptance

Submission of entry materials and payment constitutes acceptance of this Privacy Policy.

© 2026 AIFA International Music Competition