Privacy Policy

1. About

TokioConf LLC ("TokioConf", "we", "our", "us") organizes TokioConf, the official conference of the Tokio project. We provide technical education and community programs that support async Rust developers and the growth of high-performance, production-grade systems.

2. Scope

This policy covers personal information processed on websites including TokioConf.com, during event registration and execution, and through educational services. It does not apply to third-party websites or services accessible through TokioConf platforms.

3. Personal Information We Collect

Depending on how you interact with our services, we may collect:

• Identifiers: name, email address, organization, badge preferences
• Professional information: job title, industry, technical interests
• Event media: photographs, video, and audio from sessions
• Event logistics: accessibility needs, dietary preferences, pronouns, shirt size
• Payment information: processed by third-party providers only
• Technical communications: support inquiries and feedback
• User-submitted content: speaker proposals, biographies, abstracts
• Device and usage data: IP address, browser type, pages visited, geographic region

Certain information you choose to provide (such as accessibility needs or pronouns) is optional and collected solely to support a respectful and inclusive event experience.

Cookies and Tracking

We do not use cookies for behavioral advertising or sell browsing data. Analytics providers like Google Analytics may process data. You can control cookies through your browser settings.

4. How We Use Your Information

We use your information to process registrations, send event updates, promote speakers, manage accessibility requests, respond to inquiries, improve our services, produce attendance metrics, and enforce agreements or legal obligations.

Event media may be used for documentation, educational purposes, and marketing or promotional purposes related to TokioConf and the Tokio project.

Legal bases for processing include your consent, service delivery, contract performance, legal compliance, and legitimate interests. If you choose not to provide certain information, we may be unable to provide some portions of the services.

5. Speakers

Speakers acknowledge that their name, biography, submitted content, likeness, photograph, and other information related to session submissions may be publicly published on our website or via promotional materials before, during, and after the event. Session recordings may be retained and published indefinitely.

6. Disclosing Your Information to Third Parties

We do not sell or rent personal information. We do not share attendee contact details with sponsors. Aggregated, anonymous statistics may be shared with partners and the broader community.

Third-party service providers we work with include payment processors, registration platforms, email services, hosting providers, speaker tools, venue vendors, cloud storage, billing platforms, and media distribution platforms. Information may be disclosed when legally required or necessary to protect safety.

7. International Data Transfers

Information may be transferred internationally using Standard Contractual Clauses or equivalent mechanisms in accordance with applicable law.

8. Data Retention

Personal information is retained as long as necessary for services and legal requirements. We may retain archived materials, including session recordings and photographs, for educational and promotional purposes without expiration. You may request deletion, subject to limitations regarding published event media.

9. Your Rights

Depending on your location, you may have the right to confirm processing of your personal information, request access or copies, request corrections, request deletion, withdraw consent, or opt out of marketing communications. To exercise these rights, email hello@tokioconf.com with "Privacy Request" in the subject line.

10. Your Choices

You can manage cookies through your browser settings and unsubscribe from marketing emails at any time using the link in any email we send.

11. Children's Privacy

Our services are intended for individuals age 16 and older. Individuals under the age of 16 should not register or submit information without parental consent.

12. Data Security

We use reasonable technical and organizational safeguards to protect your information. However, no method of transmission over the internet or electronic storage is 100% secure.

13. Third-Party Links

Our website may contain links to third-party sites. We are not responsible for their privacy practices and encourage you to review their policies independently.

14. Changes to This Policy

We may update this policy from time to time. Material changes will be communicated via our website or email. Continued use of our services after changes constitutes acceptance of the updated policy.

15. Contact Us

Questions or requests regarding this policy can be directed to hello@tokioconf.com with "Privacy Request" in the subject line.

16. Change Log

Date	Revision
October 30, 2025	Published