Privacy Policy

DRAFT — pending legal review.

In short: Stockholm Anime Society uses your details to run its events. We do not sell your data. You can access or delete your data at any time.

1. Who is responsible
Stockholm Anime Society is the data controller. The platform provider operates the software on Stockholm Anime Society's instructions as a data processor.

2. What we collect
- Account details: name, email, profile photo, and anything else you add to your profile
- Event activity: sign-ups, check-in at the door (when, and which team member checked you in), comments, feedback, images you upload
- If you host: your event content and attendee lists
- Technical data: log data needed to keep the service secure

3. Why, and on what basis
- To run your account and the events you sign up to — contract
- To keep the service secure and prevent abuse — legitimate interest
- Analytics cookies — your consent
- Extra information emails from event organizers (like what to bring or follow-ups) — your consent, only if you turn it on (off by default). Turn it off any time in Settings or with the link in each email. Confirmations and changes to events you signed up for are part of running the event and are always sent.
- To meet legal obligations, such as accounting — legal obligation

4. AI features
Hosts can use AI to draft event text. When they do, the event details and what they type in the AI chat are sent to the AI provider configured for Stockholm Anime Society to generate that text.

• The content is used to produce the draft, not to train the provider's models
• A host reviews and edits every draft before publishing
• Do not paste other people's personal information into the AI chat
• The active provider is named in the sub-processor list below

5. Guests from other event platforms
If Stockholm Anime Society links an event to Luma, Meetup or Eventbrite, the guest list of that event is copied here so the hosts can run the event in one place.

• What: your name, email (if the platform shares it), sign-up status, check-in, ticket code (stored scrambled) and your answers to the event's sign-up questions
• Why: to run the event you signed up for (guest list, seats, waitlist, check-in, event statistics) — contract, or legitimate interest where there is no contract. Never marketing
• If you have an account here with the same email, the two are connected so you are counted once
• When a host approves or declines your sign-up here, that decision is sent back to the platform
• Emails: only about the event you signed up for (a change or a cancellation), each with an unsubscribe link
• How long: 90 days after the event your name, email, answers and ticket code are removed
• You can ask Stockholm Anime Society for a copy of this data, or to delete it, at any time

6. Who we share with
Service providers that help run the platform. Other members can see what you post publicly and, for events you join, that you are attending.

Sub-processors
- WorkOS — sign-in and accounts
- Resend — sending emails
- Google (Maps and Places) — maps and place search
- leventl — the platform: hosting, picture storage and the software itself
- leventl AI, using Anthropic (Claude) — AI help with event text
- leventl AI, using ChatGPT (OpenAI) — AI pictures

7. Transfers outside the EEA
Where a provider processes data outside the EEA we rely on an adequacy decision or Standard Contractual Clauses.

8. How long we keep it
We keep your data while your account is active, and after that only as long as needed for the purposes above or to meet legal obligations.

9. Your rights
You can ask for access, correction, deletion, restriction, portability, or object to processing. You can withdraw consent at any time. Contact Stockholm Anime Society to do so. You can also complain to the Swedish Authority for Privacy Protection (IMY).

10. Age
This service is for people aged 16 and over.

11. Cookies
See the Cookie Policy for what is stored in your browser and how to change your choice.

12. Changes
We publish a new version with a new date, and tell you about material changes.