How we handle your information.

• Application answers: name, email, location, work link, experience, skills, languages and interests.
• Scheduling information: timezone, usual working hours, work commitments to protect and any calendar availability you paste.
• Calendar sharing, if you choose it: your calendar link or Google connection, stored encrypted, and the busy start and end times it shows for the event week. We never store event titles or details.
• Travel dates and accommodation needs, for visiting participants.
• Business challenge details and the contact person's name and email.
• Messages you send through the contact form, and our email replies to you.
• If you start an application, your name, email and how far you got, saved as you type so we can help if you don't finish.

We use it to review applications, match projects, plan core sessions around your work and organize accommodation. Only authorized organizers can see submissions. They are never shown publicly or to other participants, and we never change anything in your own calendar.

If you opt in, an AI scheduling assistant may later help confirm your availability by email. It will only contact people who ticked the opt-in box.

We use service providers to run the site: hosting and database, email delivery, an AI service that helps organizers draft replies, and Google if you connect your calendar. They process data only to provide these services.

We keep applications and scheduling details for 12 months after the event, then delete them. Unfinished applications are deleted after the event.

To see, correct or delete your information, contact build@hackhokkaido.com.