Privacy & cookies
HMDS 2027 · Review copy
This notice describes the prepared HMDS registration service. The responsible legal entities, retention periods and international data-processing arrangements must be confirmed before real registrations open. It is not a declaration of legal compliance.
Last updated: 18 October 2026 · Notice version: 2026-10-18-hero-routing1
Who handles your information
The HMDS 2027 organizing team handles event registration and participant enquiries. The payment-collection partner is KAILINKS LLC, a Wyoming limited liability company operating as KaiLinks. Its mailing address is 30 N Gould St, Ste N, Sheridan, WY 82801, United States. KaiLinks handles payment verification and refunds under the agreed terms. The respective data-protection responsibilities and international processing arrangements remain subject to final review before registration opens. University hosting of the event does not by itself identify the legal operator of every service.
For privacy questions or requests, use the conference contact details or reply to your registration email. Do not send passwords, full card numbers, bank login details or identity documents.
HERO is a separate registration service
HERO competition team registration and technical submissions are managed on the HERO website, not by new HMDS registration orders. Review HERO’s privacy notice and participation terms there. Historical competition items in HMDS bookings remain part of those original records.
Information used for registration
When registration opens, the form will collect your name, email, affiliation, country, participation category, selected activities and extras, and relevant EasyChair paper IDs. Accompanying-person names and affiliation details are collected when those tickets are selected. Sponsorship enquiries also collect an organization name, contact details, requested services and the selected contribution.
The service records the itemized price, booking reference, payment method and status, payment-provider references, policy acknowledgement version and time, transactional email status, and an organizer activity history. It does not automatically copy your papers or reviews from EasyChair. Please inform accompanying people before entering their details and avoid sensitive personal information in free-text requests.
Why we use it
The prepared service uses this information to administer participation, match payments to bookings, handle registration corrections and cancellations, send booking and payment messages, support participants and keep necessary financial and security records. The form does not enroll you in a marketing mailing list. Any future optional marketing would need a separate choice; it must not be bundled into registration.
Our final notice must identify the applicable legal basis for each purpose before opening registration. Agreeing to booking terms or acknowledging this notice is not blanket permission for unrelated uses.
Service providers and international processing
- Vercel: website hosting and the server-side registration service. Requests may generate operational/security logs, including IP address and request metadata. Analytics scripts have been removed from this version.
- Supabase: private registration records and organizer authentication. Approved organizers use Google sign-in; attendees do not need an account. The Google login requests basic identity information, not access to Gmail or Drive.
- Stripe: hosted card checkout and payment processing for KaiLinks. Card details are entered on Stripe's checkout, not in the HMDS form. HMDS stores payment references/status rather than full card numbers.
- Resend: transactional registration and payment emails. Message content, recipient address and sending records are handled by the provider. Its delivery, tracking and retention settings must be checked before launch.
- Cloudflare Turnstile: anti-bot verification when a live registration form is enabled. It processes technical browser/network information under its Turnstile Privacy Addendum.
- KaiLinks, banks and Wise: transfer receipt checks, payment administration and any agreed refunds. A payment screenshot alone does not establish receipt of money.
These providers may process information outside Japan. The selected hosting regions, contractual safeguards, recipient entities and any required notices or permissions must be confirmed with the responsible organizations before launch. Access is limited by role; a sponsor is not automatically given participant contact information.
Cookies and browser storage
This version does not load advertising or analytics scripts. Fonts are served from our own website. Functional browser storage is still used; “no analytics” does not mean that the browser stores nothing. The inventory below covers our application code, not a certification of every provider's behavior.
| Item | Purpose and duration |
|---|---|
| hmds-theme hmds-background-motion | Local storage for your display and animation choices. No names or payment information. No application-set expiry; retained until cleared by you or the browser. |
| hmds-active-payment-registration hmds-active-payment-sponsorship | Session storage for a random attempt identifier and booking reference, helping recover an interrupted payment attempt in the same tab. No form contact details or card data. Usually lasts for the tab session; browser session restoration may retain it. |
| hmds-organizer-auth, its PKCE verifier and hmds-organizer-idle-until | Organizer-only session storage for sign-in tokens, the temporary login verifier and the inactivity deadline. Sensitive authentication information, not a public attendee list. Cleared by sign-out; 15 minutes of inactivity signs out the running dashboard, including when an expired tab is reloaded. Blocked storage can limit persistence across reloads. This does not guarantee immediate expiry of an already-issued token. |
Google sign-in, Turnstile and the externally hosted payment services may use their own cookies or storage. Their deployed behavior must be tested before opening the service. External links load the destination's services when you follow them. We have not added a blanket “accept cookies” button: any future nonessential storage or tracking must first be assessed under the applicable rules and, where required, blocked until you opt in.
This clears only your theme and animation preferences. It does not cancel a booking, clear a payment recovery reference, or sign out an organizer.
Retention and deletion
Final retention periods for registration records, abandoned bookings, email records, operational logs and backups have not yet been approved. KaiLinks' accounting requirements and applicable law must be considered separately. Payments remain closed until these periods and the deletion/backup procedure are confirmed; this draft does not promise immediate deletion of records that must legally be retained.
Questions and requests
Contact the organizers to request access to, correction of, or deletion of information relating to you, or to ask about processing and available rights. We may need to verify your identity without collecting unnecessary documents. The response, any lawful exceptions and the appropriate escalation contact will depend on the applicable law and the responsible entity; those details must be finalized before launch.
Security and your choices
The prepared system uses encrypted connections, server-checked organizer access, private database tables, server-calculated prices and verified payment notifications. These measures reduce risk but do not guarantee absolute security. Only provide the information requested, keep booking messages private, and report suspicious payment instructions using the conference contact details.
Review the separate cancellation and refund terms. Privacy requests do not automatically cancel attendance or trigger a refund.