Standard Terms and Conditions – CRM Data Submission

Last updated: 2 September 2026

These Standard Terms and Conditions apply when you submit personal data to the customer relationship management system operated by POP Nippon Ltd through any website, event website, form, application, competition, registration page, ticketing page, or other digital service associated with POP Nippon Ltd, including websites relating to Animangapop and Creative Con.

By submitting your details, you acknowledge that you have read and understood these Terms and agree that POP Nippon Ltd may process your information in accordance with them and the applicable privacy notice displayed on the website through which your information is collected.

1. About POP Nippon Ltd

For the purposes of data protection law, POP NIPPON LTD (a private limited company incorporated in England & Wales, company number 17207381) is the data controller responsible for the personal data submitted through the relevant associated websites and stored or managed through:

https://crm.popnippon.com

POP NIPPON LTD’s contact details are:

POP NIPPON LTD
Registered office: 26 The Fairway, Braunton, Devon, United Kingdom, EX33 1DZ
Company number: 17207381

References in these Terms to “we”, “us” or “our” mean POP Nippon Ltd.

2. Acceptance and scope

2.1 These Terms apply to personal data submitted to our CRM system through any website or service operated by, on behalf of, or in association with POP Nippon Ltd.

2.2 By submitting your information, you confirm that:

• the information you provide is accurate and relates to you, unless you are authorised to submit it on behalf of another person;
• you have read any privacy notice presented to you at the point of submission;
• you understand how your information may be used;
• you are legally capable of agreeing to these Terms; and
• where you provide consent, you are doing so freely and knowingly.

2.3 Acceptance of these Terms does not, by itself, constitute consent to receive marketing communications. Marketing consent will only be obtained where you actively select or otherwise clearly provide a separate marketing opt-in.

2.4 If you do not agree to these Terms, you should not submit your personal data through the relevant form or website. Some information may be necessary to process a request, registration, application, booking, purchase, competition entry, or other service. If you do not provide required information, we may be unable to provide that service.

3. Information submitted to the CRM system

Depending on how you interact with us, we may collect and store information including:

• your name and contact details;
• email address, telephone number and postal address;
• date of birth or age range, where relevant;
• event attendance, ticketing, registration and booking information;
• information about your interests, preferences and interactions with us;
• information provided when you apply to participate in an event, activation, competition, promotion, panel, performance or other activity;
• correspondence, enquiries, complaints and customer support records;
• marketing preferences and records of consent or withdrawal;
• information about accessibility requirements or assistance needs where you choose to provide it;
• payment, transaction or order information, where relevant, although payment card details may be processed directly by an authorised payment provider rather than stored in our CRM; and
• technical or usage information connected with your interaction with our websites, where explained in the applicable cookie or privacy notice.

You should only provide information that is relevant to the purpose for which it is requested. Please do not submit sensitive information unless we specifically ask for it or you consider it necessary to explain an assistance or accessibility requirement.

4. How we use your information

We may use personal data submitted to our CRM system to:

• provide, administer and manage the service, event, registration, application, purchase or enquiry connected with your submission;
• communicate with you about your request, booking, application, attendance or participation;
• manage customer and supporter relationships;
• maintain records of communications, preferences and transactions;
• provide customer support and respond to enquiries or complaints;
• manage event operations, safety, accessibility and assistance arrangements;
• administer competitions, promotions, surveys and feedback activities;
• improve our websites, services, events and customer experience;
• prevent fraud, misuse, unlawful activity and security incidents;
• comply with legal, regulatory, accounting and insurance obligations;
• establish, exercise or defend legal claims; and
• send marketing communications where permitted by law and where you have provided the necessary consent or we have another lawful basis to do so.

We will not use your personal data for purposes that are incompatible with the purpose for which it was collected without providing appropriate information and, where required, obtaining your consent.

5. Lawful bases for processing

We will only process your personal data where we have a lawful basis under the UK General Data Protection Regulation and the Data Protection Act 2018. Depending on the circumstances, this may include:

• Contract: where processing is necessary to provide a service, process a booking or purchase, manage an application, or perform an agreement with you;
• Legal obligation: where processing is necessary for us to comply with a legal or regulatory obligation;
• Legitimate interests: where processing is necessary for our legitimate business interests, such as managing customer relationships, improving services, preventing fraud or communicating with existing customers, provided that those interests are not overridden by your rights and freedoms;
• Consent: where you have actively and specifically agreed to a particular use of your personal data; or
• Vital interests or another lawful basis: where applicable under data protection law.

Where we process information that is considered special category data, such as certain health or accessibility information, we will identify and rely on an additional condition permitted by law.

The applicable privacy notice will provide further details about the lawful basis relied upon for each relevant processing activity.

6. Marketing consent and your preferences

6.1 We may ask whether you would like to receive marketing communications about POP Nippon Ltd, Animangapop, Creative Con, other associated events, services, promotions, products, partnerships or activities.

6.2 Marketing consent must be provided through a clear affirmative action. Pre-ticked boxes will not be treated as valid consent.

6.3 Where appropriate, marketing preferences may be separated by communication channel, including email, telephone, SMS, post or other electronic messaging.

6.4 You can withdraw your marketing consent or change your preferences at any time by:

• using the unsubscribe link in a marketing email;
• selecting the relevant preference-management option;
• contacting us at [Data protection or marketing contact email]; or
• using any other method made available in the relevant communication.

6.5 Withdrawal of marketing consent will not affect the lawfulness of processing carried out before consent was withdrawn. It may take a reasonable period to update all systems and suppression lists, but we will take steps to prevent further marketing communications as soon as reasonably practicable.

6.6 We may continue to send essential non-marketing communications where necessary to provide a service, administer a booking, respond to an enquiry, fulfil a legal obligation, or protect our legitimate interests.

6.7 Even where consent is not required for a particular type of marketing, we will provide a clear and easy opportunity to opt out and will respect your objection.

7. Accuracy of information

7.1 You are responsible for ensuring that the information you submit is accurate, complete and up to date.

7.2 Please notify us promptly if your information changes or if you become aware that information held by us is inaccurate.

7.3 We may contact you to verify or update information where reasonably necessary. We may also correct, update or remove information where required by law or where we reasonably believe it to be inaccurate.

7.4 You must not submit personal data belonging to another person unless you have their authority to do so or are acting as their parent, guardian or authorised representative.

8. Storage, security and confidentiality

8.1 Personal data submitted through the relevant websites may be transferred to and stored in our CRM system at https://crm.popnippon.com and in other systems used to provide our services.

8.2 We use appropriate technical and organisational measures designed to protect personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure or unauthorised access.

8.3 These measures may include access controls, authentication procedures, secure transmission, system monitoring, staff training, backups and confidentiality obligations.

8.4 No online transmission or storage system can be guaranteed to be completely secure. You should take reasonable steps to protect your own devices, accounts and login details and should notify us promptly if you believe your information has been submitted or accessed unlawfully.

8.5 Access to personal data is limited to personnel, contractors and service providers who need it for legitimate business purposes and are subject to appropriate confidentiality obligations.

9. Data retention

9.1 We will retain personal data only for as long as reasonably necessary for the purposes for which it was collected, including to satisfy legal, accounting, reporting, insurance and dispute-resolution requirements.

9.2 Retention periods will vary depending on the type of information and the reason it was collected. We may retain information:

• for the duration of an ongoing customer, supplier, participant or event relationship;
• for as long as necessary to administer an event, booking, application, competition or promotion;
• for as long as necessary to manage marketing preferences and maintain suppression records;
• for the period required by applicable legal, tax, accounting or regulatory obligations; or
• for a reasonable period after the relevant relationship ends where necessary to handle queries, complaints, audits or potential legal claims.

9.3 When personal data is no longer required, we will securely delete it, anonymise it, or otherwise dispose of it in accordance with our data retention procedures.

10. Third-party service providers

10.1 We may use carefully selected third-party providers to process personal data on our behalf. These providers may include CRM, hosting, website, ticketing, payment, email, marketing, customer support, analytics, event-management and IT service providers.

10.2 Such providers will only be permitted to process personal data in accordance with our instructions, applicable data protection law and appropriate contractual safeguards.

10.3 We may also disclose personal data where reasonably necessary to:

• event venues and event delivery partners;
• payment providers and financial institutions;
• professional advisers, insurers and auditors;
• law enforcement, courts, regulators or public authorities;
• companies within our corporate group or associated brands, where appropriate; or
• a purchaser, successor or adviser in connection with a merger, restructuring, sale or transfer of part of our business.

10.4 We will not sell your personal data to third parties.

10.5 If personal data is transferred outside the United Kingdom, we will ensure that an appropriate legal safeguard is in place, such as UK adequacy regulations, standard contractual clauses, an international data transfer agreement, or another lawful transfer mechanism.

11. Your data protection rights

Subject to applicable legal exemptions and conditions, you may have the right to:

• request access to the personal data we hold about you;
• request correction of inaccurate or incomplete information;
• request deletion of your personal data;
• request restriction of processing;
• object to processing based on legitimate interests;
• object at any time to processing for direct marketing;
• request data portability where the relevant legal conditions apply;
• withdraw consent where processing is based on consent; and
• complain to the Information Commissioner’s Office.

We may need to request reasonable information to verify your identity before responding. We will normally respond to a valid request within one month, although this period may be extended where permitted by law if a request is complex or numerous.

12. Children’s data

12.1 Our websites and events may be accessible to children. We will take appropriate care when collecting or using children’s personal data and will seek to ensure that information provided to children is clear and easy to understand.

12.2 Where consent is the lawful basis for processing an information society service offered directly to a child, parental or guardian consent may be required for children under the age of 13, unless an applicable legal exception applies.

12.3 We may ask for age or parental-authorisation information where reasonably necessary to comply with data protection law or to administer an event or activity safely.

12.4 Parents and guardians may contact us about a child’s personal data using the details in section 11. We may take reasonable steps to verify the identity and authority of anyone making a request on a child’s behalf.

12.5 We will not knowingly use children’s personal data for inappropriate profiling, targeting or marketing. Any marketing involving children will be carried out only where lawful and with appropriate safeguards.

13. Links to other websites

The associated websites may contain links to third-party websites, services or platforms. These third parties operate under their own terms and privacy policies. POP Nippon Ltd is not responsible for the privacy, security or content of third-party websites.

You should review the relevant third-party terms and privacy information before submitting personal data to them.

14. Changes to these Terms

14.1 We may update these Terms from time to time to reflect changes in our services, technology, legal requirements or data-processing practices.

14.2 The updated version will be published on the relevant website or otherwise made available to you. The “Last updated” date at the top of this document will indicate when the Terms were most recently revised.

14.3 Where a change materially affects how we use your personal data, we will provide additional information or seek fresh consent where required by law.

15. Governing law and jurisdiction

These Terms and any dispute or claim arising out of them are governed by the laws of England and Wales.

The courts of England and Wales will have exclusive jurisdiction, except where applicable law gives you the right to bring proceedings in another jurisdiction.

16. Contact us

If you have any questions about these Terms, how we use your personal data, or your data protection rights, please contact:

POP Nippon Ltd
Contact us via the website.
Website: www.popnippon.com