Privacy Policy

The Asia Piano Competition Executive Committee (operated by L-flat Co., Ltd.; "the Committee") handles the personal information of participants and others as follows in operating the Asia Piano Competition ("the Competition"). By submitting the application form, you are deemed to have agreed to this policy.

1. Information we collect

When you apply

• The participant's name (in kanji, kana and Roman letters), date of birth, gender, nationality, email address, phone number, postal code, address and current school
• The teacher's name, kana reading, email address, phone number, postal code and address (all optional)
• Repertoire (composer and title)
• The language used for the application

When you apply for the Final Round

• Contact email address and phone number, name in Roman letters, repertoire, performance time and any notes

When you submit a preliminary video

• The URL of the video. The video itself is stored on the video site you use, not on the Committee's system.

When you pay the participation fee

• Payment method, amount, payment status and the transaction ID issued by the payment provider. Credit card numbers are collected directly by the payment provider; the Committee does not receive or store them.

When you reserve tickets for the Gala Concert or other events

• The name, email address and phone number (optional) of the person making the reservation, the number of tickets, the names of accompanying guests, the payment method and the payment status

Other

• Information about the judging (scores, comments and results)
• Photographs and video taken at the venue (see section 3)
• A record of the emails the Committee has sent (recipient and content)
• The content of emails you send us
• Website access records (see section 6)

2. Purposes of use

• To accept applications, confirm eligibility and issue participation numbers
• To process the participation fee and confirm payment
• To confirm applications and to contact you about video submission, results and the Final Round
• To conduct the judging and deliver score sheets and comments
• To announce the results and to publicize the Competition with photographs and video (see section 3)
• To accept reservations for the Gala Concert and other events, issue tickets and check admission
• To respond to inquiries
• To understand and improve how the website is used
• To send information and publicity about the Competition and about other competitions, events and services operated by L-flat Co., Ltd. This applies to everyone whose contact details we hold, including participants, teachers and people who reserve Gala Concert tickets.

3. Publication of results; photography and video

For participants who pass the preliminary round and for prize winners, we publish the category, participation number and full name (in kanji and Roman letters) on the Competition website. No end date is set for publication; the results remain published as a record of the Competition. Publication of your name is a condition of participation. If you do not agree to it, you cannot apply.

The Committee may take photographs and video at the Competition venues and use them for publicity. By applying, you are deemed to have agreed to this.

4. Provision to third parties

The Committee does not provide personal information to third parties except in the following cases:

• With the consent of the person concerned
• When required by law
• Publication under section 3 and outsourcing under section 5

During the judging, jury members are shown only the participation number, the repertoire and the performance (in the preliminary round, the submitted video); names are not shown. After the results are decided, participants' names may be shown to jury members in order to report or confirm the results.

5. Outsourcing and external services

The Competition is operated by L-flat Co., Ltd., which handles the personal information.

The Committee uses the following external services to operate the Competition and entrusts information to them to the extent necessary.

The database is located in a data center in Japan (Tokyo). Stripe, Resend and Vercel are services provided by companies headquartered in the United States (including their group companies), and information may be handled outside Japan.

6. Cookies and access records

The Competition website (asiapiano.net) and the application forms do not store cookies on your device. The payment page for the participation fee is displayed on the site of the payment provider (Stripe) and is subject to its policies.

To understand how the website is used, we record the date and time a page was viewed, the page, the country or region, the domain name of the referring site and the type of device. We do not store IP addresses. To count views from the same device on the same day as one visitor, we use a value derived from the IP address and other data in a form that cannot be reversed; this value changes every day and is not used to identify individuals. We do not use any external analytics service.

7. Retention period

No retention period is set. We continue to keep the information as a record of the Competition and for the purposes in section 2.

8. Security

The Committee takes necessary measures, such as encrypting communications and limiting the staff who handle the information, to prevent unauthorized access to, and loss, alteration or leakage of, personal information.

9. Requests for disclosure, correction and deletion

When the person concerned requests disclosure, correction, deletion or suspension of use of their personal information, we will confirm their identity and respond in accordance with the law. Please contact us at the address in section 11.

However, results published under section 3 remain published as a record of the Competition, and we cannot accept requests to remove them except where required by law. We will correct errors such as a misspelled name.

10. Participants who are minors

An application by a minor is treated as having been made with the consent of a parent or guardian.

11. Contact

• L-flat Co., Ltd. (operator of the Asia Piano Competition)
• Address: 2-20-5 Chigasaki-minami Tsuzuki Ward, Yokohama, Japan
• Phone: +81-45-548-3500
• Email: info@asiapiano.net

12. Revisions

This policy may be revised as necessary. The revised policy will be posted on this page.

Last updated: November 12, 2026