Airsoft Online Japan
Privacy Policy
This policy explains how Airsoft Online Japan collects, uses, stores and protects personal information when you use our website, community services and events.
Airsoft Online Japan, referred to in this policy as “AOJ”, “we”, “us” or “our”, operates the Airsoft Online Japan website, community services and organised airsoft activities.
We respect the privacy of our members, event participants and website visitors. This policy explains what information we collect, why it is collected, how it may be shared and the choices available to you.
By using the website or submitting information to AOJ, you acknowledge the practices described in this policy. Where consent is legally required, we will request it separately.
About This Privacy Policy
This policy applies to personal information collected through:
- The Airsoft Online Japan website.
- AOJ user accounts and member profiles.
- Event registration and booking systems.
- Community posts, comments, forums and social features.
- Direct and group messaging services.
- Contact forms, enquiries and support requests.
- Cookies, analytics and advertising technologies.
- Participation in AOJ-organised events and activities.
This policy does not control how unrelated third-party websites process information when you leave the AOJ website by following an external link.
Information We Collect
The information we collect depends on which AOJ services you use.
Your name, call sign, username, email address, profile photograph, password credentials, language preference and account settings.
Event registrations, selected tickets, team selection, rental requirements, attendance, transport requests and payment status.
Profile details, posts, comments, reactions, friend connections, forum activity, uploaded photographs and other submitted content.
Direct messages, group messages, enquiries, support requests and communications sent to AOJ organisers.
Internet Protocol address, device type, browser, operating system, referral source, pages viewed, session activity and approximate location derived from network information.
Transaction amount, payment method, payment status, billing details and transaction references supplied by payment providers.
Information You Choose to Provide
You may voluntarily provide additional information in your profile, posts, messages, event notes or enquiries. Do not submit sensitive personal information unless it is necessary and appropriate for the relevant purpose.
Information Collected Automatically
When you use the website, our systems and authorised service providers may automatically record technical and usage information through server logs, cookies, pixels, local storage and similar technologies.
How We Use Personal Information
AOJ may use personal information to:
- Create, authenticate and manage user accounts.
- Display and maintain member profiles.
- Process event registrations and bookings.
- Record payments, refunds and booking status.
- Arrange equipment rentals, teams, transport and other event services.
- Operate posts, comments, forums, notifications, friend connections and messaging.
- Send confirmations, service notices, event updates and administrative communications.
- Respond to questions, complaints and support requests.
- Moderate content and enforce community rules.
- Prevent spam, cheating, fraud, abuse, harassment and unauthorised account access.
- Maintain website security, performance and reliability.
- Measure website traffic and understand how AOJ services are used.
- Display, measure and manage advertising.
- Meet legal, accounting, tax, safety and regulatory obligations.
Legal Grounds Where Applicable
Depending on the circumstances and applicable law, processing may be based on:
- Your consent.
- The need to provide a service or fulfil an event booking.
- Compliance with legal obligations.
- AOJ’s legitimate interests in operating, securing and improving its services.
- Protecting the safety, rights and interests of AOJ, its members or other people.
Profiles, Posts and Community Content
Some AOJ services are social or community-based. Information you publish through these features may be visible to other users or the public, depending on the feature and your privacy settings.
Public or member-visible information may include:
- Your display name or call sign.
- Your profile photograph and cover image.
- Profile information and social links.
- Posts, comments, reactions and forum submissions.
- Team membership, achievements or leaderboard information.
- Photographs or media uploaded to the community.
Information shared publicly may be copied, photographed, indexed, downloaded or redistributed by other people outside AOJ’s control.
Private Messages
Direct messages are not normally visible to the public. However, authorised administrators or service providers may access message data when reasonably necessary to investigate reports, maintain security, provide technical support, enforce rules or comply with law.
Users should not use AOJ messaging to send highly sensitive, unlawful or confidential information.
Event Bookings and Payments
When you register for an event, AOJ may collect the information needed to manage your booking, payment, attendance, team assignment, equipment and transport.
Online payments may be processed by an independent third-party payment provider. Where this occurs, payment card details are submitted to that provider and are processed under the provider’s own privacy and security terms.
AOJ may receive transaction information such as:
- The payer’s name and email address.
- Payment amount and currency.
- Transaction reference.
- Payment, refund or dispute status.
- Limited billing or payment-method information.
Cash or other offline payments may also be recorded in the booking system to show whether a booking remains unpaid or has been completed.
How Information May Be Shared
AOJ does not disclose personal information without a valid purpose. Information may be shared with:
- Website hosting, storage and technical service providers.
- Payment and transaction processors.
- Email, notification and communication providers.
- Analytics, security and advertising providers.
- Event venues, transport providers or equipment providers when necessary to fulfil a booking.
- AOJ organisers, administrators, moderators and authorised volunteers who need the information to perform their duties.
- Professional advisers such as accountants, insurers or legal advisers.
- Government bodies, regulators, courts or law enforcement when legally required.
- Other parties where you have requested or consented to the disclosure.
Service providers are expected to use information only for the services they provide or as otherwise permitted by law.
Safety and Legal Protection
Information may be preserved or disclosed where AOJ reasonably believes it is necessary to investigate fraud, abuse, threats, harassment, safety incidents, unlawful activity or violations of AOJ rules.
International Data Transfers
AOJ is based in Japan, but some website and technology providers may operate servers or support services in other countries.
This means personal information may be processed or stored outside your country of residence. Data protection laws in those locations may differ from the laws where you live.
Where required, AOJ will use reasonable contractual, organisational or technical measures intended to protect information transferred internationally.
How Long We Keep Information
AOJ retains personal information only for as long as it is reasonably needed for the purpose for which it was collected, including legal, accounting, safety, security and dispute-resolution requirements.
Retention periods may vary depending on the type of information:
- Account information may be retained while the account remains active.
- Public posts may remain visible until deleted by the user, removed by AOJ or the relevant service is discontinued.
- Messages may be retained for service operation, moderation, reporting or security purposes.
- Event and payment records may be retained for accounting, tax, refund, insurance and dispute purposes.
- Security logs may be retained for a reasonable period to detect and investigate misuse.
Information may be deleted, anonymised or retained in a restricted archive when it is no longer actively required.
Deleted information may remain temporarily in secure backups until those backups are overwritten through the normal backup cycle.
Information Security
AOJ uses reasonable technical and organisational measures intended to protect information from unauthorised access, disclosure, alteration, loss or misuse.
Measures may include:
- Restricted administrative access.
- Password authentication and account controls.
- Secure website connections.
- Security monitoring and activity logging.
- Software maintenance and updates.
- Backups and recovery procedures.
- Access controls for organisers and moderators.
No internet service can guarantee complete security. You are responsible for choosing a strong password, protecting your login information and informing AOJ if you suspect unauthorised account access.
Your Privacy Rights
Depending on the law that applies to you, you may have rights concerning your personal information, including the right to:
- Ask whether AOJ holds personal information about you.
- Request access to your personal information.
- Correct inaccurate or incomplete information.
- Request deletion of information in appropriate circumstances.
- Request restriction or suspension of certain processing.
- Object to certain uses of your information.
- Withdraw consent where processing depends on consent.
- Request a portable copy of certain information where applicable.
- Complain to an appropriate data-protection authority.
Some information cannot be deleted immediately where it must be retained for legal, safety, fraud prevention, accounting or dispute-resolution purposes.
AOJ may request information necessary to verify your identity before responding to a privacy request.
Account Controls
Where account controls are available, you may update profile information, notification preferences and privacy settings directly through your account.
Children and Young People
AOJ’s general community and standard airsoft events are intended for adults. Users should not create an account or submit personal information if they are below the minimum age required for the relevant service or event.
Some airsoft venues may offer separate activities for younger participants under specific conditions. Any such participation must comply with the venue’s rules and any required parental or guardian consent.
If AOJ becomes aware that personal information was submitted by a child without appropriate permission, AOJ may delete the information and disable the account.
Changes to This Policy
AOJ may update this privacy policy when services, technologies, legal requirements or operating practices change.
The revised version will be published on this page with an updated revision date. Where a change is significant, AOJ may also provide notice through the website, account notifications or email.
Continued use of AOJ services after an updated policy takes effect will be subject to the revised policy, except where additional consent is legally required.
Contact Airsoft Online Japan
Contact us to ask a privacy question, report a concern or exercise an applicable data-protection right.