Privacy Policy

Last Updated: 2/10/26

1. Who We Are

Otakorp, Inc. is a nonprofit organization that operates this website.

Website: https://otakon.com
Organization: Otakorp, Inc.
Contact for privacy matters: privacy@otakorp.org
Mailing address: 961 Mercantile Drive Suite E, Hanover, MD 21229

For the purposes of applicable data protection laws, Otakorp, Inc. is the data controller of any personal information collected through this website.

2. Scope of This Policy

This Privacy Policy explains how we collect, use, disclose, and protect personal information when you visit our website.

3. Personal Information We Collect

We collect limited personal information, primarily through automatic technical processes necessary to operate the website.

Information collected automatically

When you visit the website, we may collect:

  • IP address
  • Browser type and version
  • Device and operating system information
  • Language preferences
  • Date and time of access
  • Pages viewed and referring URLs

This information is collected through server logs and essential cookies.

Information you voluntarily provide

You may voluntarily provide personal information if you contact us by email or through forms hosted outside this website (i.e. Otakon registration system). Such information may include:

  • Name, email address, and any information you choose to include in your messages.

Profile fields, badge details, and order history made accessible to us by our third-party event platforms.

4. How We Use Personal Information

We use personal information only for purposes consistent with necessary administrative tasks related to our nonprofit mission, including:

  • Operating and securing our website
  • Responding to inquiries and communications
  • Improving website usability and accessibility
  • Complying with legal and regulatory obligations

We do not sell or rent personal information.

5. Legal Bases for Processing (EU / GDPR)

For visitors in the European Union, we process personal data under the following lawful bases:

  • Legitimate interests: operating, maintaining, and securing our website
  • Consent: where required (e.g., third-party embedded content)
  • Legal obligation: compliance with applicable laws

You may withdraw consent at any time where consent is the applicable legal basis.

6. Cookies and Similar Technologies

This website uses strictly necessary cookies that are required for basic site functionality, such as remembering language or accessibility preferences.

We do not use:

  • Advertising cookies
  • Behavioral tracking cookies
  • Third-party analytics cookies

7. Embedded Third-Party Content

Pages on this website may include embedded content (i.e. videos or images) from third-party platforms.

Embedded content behaves as if you visited the third-party website directly. These third parties may:

  • Collect data about you
  • Use cookies
  • Track your interaction with the embedded content

We do not control these third parties. Their data practices are governed by their own privacy policies.

8. Data Retention

We retain personal information only for as long as necessary to fulfill the purposes described in this policy, unless a longer retention period is required by law.

  • Technical and log data is retained for a limited period for security and operational purposes.
  • Communications are retained only as long as necessary to respond and maintain appropriate records.

9. Data Sharing and Disclosure

We may share personal information only:

  • With service providers that support website hosting, security, or infrastructure
  • When required by law or legal process
  • To protect the rights, safety, or property of Otakorp, Inc. or others

We do not sell or share personal information for commercial purposes.

10. International Data Transfers

Your information may be processed or stored in countries outside your country of residence, including the United States.

When personal data of EU or Canadian residents is transferred internationally, we rely on appropriate safeguards such as:

  • Standard contractual clauses
  • Reputable service providers with appropriate data protection measures

11. Your Privacy Rights

European Union (GDPR)

You have the right to:

  • Access your personal data
  • Correct inaccurate data
  • Request deletion of your data
  • Restrict or object to processing
  • Request data portability
  • Withdraw consent at any time
  • Lodge a complaint with your local data protection authority

Canada (PIPEDA)

You have the right to:

  • Access your personal information
  • Request correction of inaccuracies
  • Ask how your information is used and disclosed

United States – California (CCPA/CPRA)

California residents have the right to:

  • Know what personal information we collect
  • Request deletion of personal information
  • Request correction of inaccurate information
  • Opt out of the sale or sharing of personal information (although not applicable here, as we do not sell or share data)

United States – Colorado, Connecticut, Delaware, Iowa, Minnesota, Montana, Nebraska, New Hampshire, New Jersey, Oregon, Tennessee, Texas, Utah, and Virginia

We set forth above the categories of personal data we process, the purpose for processing personal data, the categories of personal data shared, and the categories of third parties with whom personal data is shared. Residents of Colorado, Connecticut, Delaware, Iowa, Minnesota, Montana, Nebraska, New Hampshire, New Jersey, Oregon, Tennessee, Texas, Utah, and Virginia have certain privacy rights with respect to this data, as described below. To make an access, deletion or correction request, please email privacy@otakorp.org

Exercise Your Rights

If you are a Consumer residing in one of these states (as defined in each state’s respective law) and would like to exercise your applicable rights, please contact us at privacy@otakorp.org

To make an access, deletion, or correction request, please email privacy@otakorp.org . To submit a request to opt out of the sale or sharing of your information, or to opt out of targeted advertising, please email privacy@otakorp.org , although not applicable here, as we do not sell or share data or engage in targeted advertising. We will work to comply with your requests within the timeframes set out under applicable laws. 

  • Right to Access/Know/Obtain Your Information/Data Portability (CO, CT, DE, IA, MN, MT, NE, NH, NJ, OR, TN, TX, UT, and VA residents). You may have a right to request that we confirm whether we process information about you and give you access to that information in a portable and, to the extent technically feasible and where required by applicable law, readily usable format that allows you to transmit the information to another business without impediment. For Oregon and Minnesota residents, and where otherwise provided by applicable law, this includes a list of third parties with whom we have shared personal information. For Delaware residents, and where otherwise permitted by applicable law, you have the right to request a list of the categories of third parties with whom we have specifically shared your information. 
  • Right to Delete (CO, CT, DE, IA, MN, MT, NE, NH, NJ, OR, TN, TX, UT, and VA residents). You may have a right to request that we delete personal information we maintain about you. However, please note that we generally need to retain information for active accounts to continue to provide you services. To request that we deactivate your account, please contact us at privacy@otakorp.org . We will respond to your request within a reasonable timeframe. We will retain and use information, even if your account is deactivated, as is necessary to comply with our legal obligations, resolve disputes, enforce our agreements, and as otherwise permitted by applicable law. 
  • Right to Correct (CO, CT, DE, MN, MT, NE, NH, NJ, OR, TN, TX, and VA residents). You may have a right to request that we correct inaccurate personal information we maintain about you. If you have an account with us, you may update your personal information by making a change in your account.
  • Right to Opt Out of Sales or Targeted Advertising (CO, CT, DE, IA, MN, MT, NE, NH, NJ, OR, TN, TX, UT, and VA residents). You may request to opt out of Otakorp, Inc.’s “sale” and “sharing” of your personal information to third parties, and opt out of Otakorp, Inc.’s processing of personal information for targeted advertising. However, this is not applicable here, as we do not sell or share data or engage in targeted advertising.

12. How to Exercise Your Rights

To exercise any of the rights described above, please contact us at:

Email: privacy@otakorp.org
Subject line: “Privacy Request”

We may need to verify your identity before processing your request.

13. Children’s Privacy

We are committed to protecting the privacy of children.

This website and our events may be accessed by children under the age of 13. We do not collect personal information from children without the consent of a parent or legal guardian except in special, limited circumstances such as registering for our annual convention. When we do request personal information, we do not ask for more than is necessary for a child to participate in the activity. We retain children’s personal information only for as long as reasonably necessary to fulfill the purpose of the child to participate in the activity, including event administration and legal, safety, and insurance requirements. After this period, the information is securely deleted or anonymized. We take steps to prevent children from posting or publicly disclosing personal information without parental consent. In addition, parents can access, ask us to update or delete, and prevent further collection or use, of their children’s information at any time.

14. Security

We implement reasonable administrative, technical, and organizational measures to protect personal information against unauthorized access, loss, misuse, or disclosure.

15. Changes to This Policy

We may update this Privacy Policy from time to time. Any changes will be posted on this page with an updated revision date.