Privacy Policy

1. Information We Collect

Account information: Name, display name, email address, date of birth, and authentication credentials when you register.

Profile information: Avatar photo, bio, member tags, favorite anime and games, cosplay interests, visibility settings, and other profile fields you choose to complete.

Contact and consent information: Phone number (optional), parental consent records for members under 18, and SMS opt-in status.

Community activity: Friend connections, direct messages, photo uploads, reactions, cosplay group memberships, event attendance, and interactions within the platform.

Purchase information: Ticket orders, marketplace purchases, commission orders, merchandise orders, vendor and sponsor applications, and payment confirmation. We do not store full card details. Payments are processed by Stripe.

Delivery information: Shipping addresses, postal codes, package dimensions, tracking numbers, and delivery status for items bought or sold through the marketplace.

Seller information: If you open a shop or sell through the marketplace, this includes your shop name and description, listings, commission offerings, work samples, sales history, payout account details held by Stripe, and any tax or business documentation required to pay you.

Commission files: Work delivered through the platform, including images, documents, audio recordings, and video, stored so the buyer can receive it.

Transaction and dispute records: Order history, refunds, payouts, and the details of any dispute raised by a buyer or seller.

Support communications: Support tickets, inquiry messages, Help Assistant conversations, and moderation-related communications.

Posts you write in the community feed are visible to KimoKawaii members by default. You can mark any post as shareable. A shareable post can be seen by anyone who has the link, including people without an account, and anyone who has the link can pass it on. You can change a post back to members only at any time, and you can delete it. Posts inside a group are never shareable and stay with that group. Shared posts are not listed in search engines.

Usage and technical information: Pages visited, features used, device information, IP address, cookies, and site usage data.

Event media: During KimoKawaii events, photography, video, audio recording, livestreaming, and other media capture may occur. This may include images, likenesses, voices, costumes, performances, vendor booths, and attendee interactions. This media may be used for promotional, marketing, archival, educational, and event-related purposes as described in applicable event policies.

Vendor and exhibitor information: Business name, contact information, tax or business documentation when required, booth preferences, application details, payment records, and information necessary to participate as an exhibitor.

2. How We Use Your Information

To create and manage your account and member profile.

To process ticket purchases, marketplace orders, commissions, merchandise, vendor applications, and payments.

To calculate, collect, and remit sales tax where required.

To arrange shipping, produce postage labels, and confirm delivery.

To hold and release payments between buyers and sellers, and to investigate disputes.

To operate member profiles, directories, messaging, photo walls, shops, cosplay tools, and event features.

To send account, ticket, order, safety, event, and community notifications by email or SMS.

To review, moderate, approve, or remove content and enforce community policies.

To display your public profile, shop, and listings based on your visibility settings.

To prevent fraud, abuse, harassment, spam, or unsafe behavior.

To improve the platform, events, customer support, and user experience.

To comply with legal, tax, and record-keeping obligations.

3. Information Sharing

KimoKawaii does not sell your personal information. We may share limited information with trusted service providers that help operate the platform, including:

Stripe: Payment processing and seller payouts

Supabase: Database, authentication, and file storage
Resend: Transactional email delivery
Twilio: SMS notifications, only if you opt in
EasyPost: Shipping labels, carrier rates, and delivery tracking
Cloudinary: Media storage and image delivery
Netlify: Website hosting and deployment
Anthropic: AI-powered help assistant functionality
Professional advisors: Legal, financial, tax, or security advisors when necessary

Between buyers and sellers: When you buy from another member, we share the information needed to complete the order. A seller receives your name and delivery address. A buyer receives the seller's shop name and tracking details. Neither receives your payment details.

We may also share information when required by law, court order, or government authority, or when necessary to protect the safety of our community, enforce our policies, or prevent harm.

Emergency and safety information: If provided, emergency contact information may be used only for event safety, emergency response, or related operational purposes.

4. Public Profile Information

Profile information you set to public may be visible to other registered members in the member directory. You control the visibility of your profile, birthday, friends list, and attending status through your profile settings. Information you set to private is not visible to other members.

5. Direct Messages and Help Assistant Conversations

Direct messages are private between participants and are not visible to other members. They are stored on our systems and may be accessed by founder-level staff to investigate harassment, abuse, threats, predatory behavior, or safety concerns involving minors, to enforce our policies, and to retain records where required by law. Access is not limited to messages that have been reported.

Conversations with the KimoKawaii Help Assistant are stored and may be reviewed for the same purposes and to improve the assistant.

Do not share passwords, payment details, or sensitive personal information in direct messages or with the Help Assistant.

6. Buying, Selling, and Shops

Members may buy and sell items, bid in auctions, and offer or order commissions.

Shops and listings are public. A shop you open, its name, description, listings, commission offerings, and work samples are visible to anyone once approved.

Listings and offerings are reviewed by staff before they appear publicly.

Payments are held. When you buy from another member, the payment is held until the order is delivered or the hold period passes, then released to the seller. We can see the amount, the parties, and the status of every transaction.

Files delivered for a commission are stored privately and are accessible only to the buyer, the seller, and founder-level staff.

If you sell, Stripe collects the identity and bank information required to pay you. We do not store your bank details.

7. User Content and Copyright

Users may upload or share content through KimoKawaii services, including photos, artwork, profiles, comments, listings, commission work, cosplay-related content, and other materials. Users are responsible for ensuring they have the necessary rights, permissions, or authorization to share any content they submit.

KimoKawaii respects the intellectual property rights of creators and copyright owners. Content submitted by users should not infringe upon the copyrights, trademarks, privacy rights, or other legal rights of third parties. KimoKawaii reserves the right to review, restrict, remove, or disable access to content that is reported or determined to violate applicable laws, intellectual property rights, or KimoKawaii policies.

If you believe content available through KimoKawaii has been shared without proper authorization or violates your intellectual property rights, contact us at contact@kimokawaii.net with information identifying the content and the reason for your concern. KimoKawaii will review reported concerns and take appropriate action when necessary.

8. Third-Party Websites and Services

KimoKawaii may provide links to third-party websites, social media platforms, sponsors, vendors, or other services. We are not responsible for the privacy practices, content, or security of third-party websites. We encourage you to review the privacy policies of any third-party services you access.

9. Minors and Parental Consent

You must be at least 16 years old to create or maintain a KimoKawaii account. If we discover that an account belongs to someone under 16, the account will be deleted within 72 hours of discovery.

Members under 18 must confirm consent from a parent or legal guardian during registration.

Parents and legal guardians may contact us to request access to, correction of, or deletion of their minor child's personal information.

10. SMS Communications

Members who opt into SMS agree to receive event, account, ticket, order, or community-related text messages from KimoKawaii. Message frequency varies. Message and data rates may apply. You may opt out at any time by updating your profile settings or by replying STOP to any SMS message. Reply HELP for help, or contact us at contact@kimokawaii.net.

KimoKawaii does not sell, rent, or share mobile phone numbers or SMS opt-in consent with third parties or affiliates for their own marketing purposes. Mobile opt-in data is never shared with any third party for marketing. Phone numbers are shared only with our SMS delivery provider, Twilio, and only to deliver the messages you asked to receive.

11. Cookies and Tracking

KimoKawaii uses cookies and similar technologies to operate the website, maintain your login session, remember preferences, analyze site traffic, improve services, and support security. By using the platform you consent to the use of these technologies.

12. Data Security

KimoKawaii uses reasonable administrative, technical, and physical safeguards to protect personal information, including encrypted connections, access controls, and secure third-party infrastructure. No system can be guaranteed completely secure. In the event of a data breach that affects your information, we will notify you as required by applicable law.

13. Data Retention

We retain your information for as long as your account is active or as needed to operate the platform, enforce policies, and resolve disputes.

Some records are kept longer because we are required to keep them. Transaction, payment, payout, and sales tax records are retained for the period required by state and federal law, currently at least four years, even after an account is closed. Safety and moderation records may be retained where there is an ongoing concern or a legal obligation to preserve them.

You may request deletion of your account and associated data by contacting us at the address below. We will delete what we are not required to keep.

14. Your Rights

Texas residents and other eligible users may request access to, correction of, deletion of, or a copy of their personal information. To make a request, contact us at contact@kimokawaii.net. We will respond within a reasonable timeframe and as required by applicable law.

15. Policy Changes

KimoKawaii may update this privacy policy at any time. Updated policies will be posted on kimokawaii.net. Continued use of the platform after updates means you accept the updated policy.

16. Contact

For privacy questions, data requests, or concerns, contact:

KimoKawaii Anime Experience & Convention

Operated by Silverback Events LLC, Conroe, Texas
Email: contact@kimokawaii.net
Website: kimokawaii.net

Last updated: August 2026