Protection of Personal Information

Updated on Jun 12 2017

Privacy Policy

Date created: September 19, 2006
Date updated November 7, 2008

Personal information collected on this website is handled based on this website privacy policy.

1. Applicable scope for the website privacy policy

This website privacy policy is a policy that is unique to the websites of this University, and is applicable to personal information collected on websites with the URLs below. In addition, Kokugakuin University has created and operates this website privacy policy and this University’s website.

2. Purpose of use of and handling of personal information that we collect

Personal information may only be used, provided, and otherwise handled within the scope of the purposes of use described below, and if use exceeds that scope, agreement is to be obtained from the principal.

【Inquiry page】

  1. Personal information that we collect
    Name, email address, affiliation, content of inquiry, name and street address for response at the time material is requested
  2. Purpose of use
    We only use it to respond to inquiries that we receive.
  3. Who collects personal information The University’s administrative offices

【K-SMAPY (student support system)】

  1. Personal information that is collected
    Name, email address, course registrations, reports, academic course hopes, class, club, and job seeking activities, and opinions expressed in University questionnaires, etc.
  2. Purpose of use
    It is used for necessary contacts related to classes and student life, for deciding course completion, deciding certifications, creating certificates, deciding graduation, administrative support for job searches, and to support administrative work.

Who collects personal information
The University’s administrative offices

3. About the University system for protecting personal information

  1. There is a personal information protection manager at the University.
  2. The personal information protection manager works to implement personal information protection within the scope of the various administrative jurisdictions.
  3. There is a dedicated committee at the University for the purpose of protecting personal information. That committee primarily monitors personal information protection education activities, laws and observation of basic regulations, and processes complaints.

4. About shared use of personal information

When personal information is used jointly with third parties, items such as the purpose of that use must be clarified in advance, and the handling of the personal information must be strictly supervised and managed.

5. About contracted work

When handling of all or a part of individual data is contracted, necessary and appropriate supervision of the contracted party will be carried out.

6. About providing personal information to third parties

  1. Personal information that is provided will not be provided to third parties, except as provided for by law, without the advance agreement of the principal.
  2. When personal information is provided to third parties, items such as the purpose of that use must be clarified in advance, and the handling of the personal information must be strictly supervised and managed.
  3. When the provider of the personal information so requests, we will halt provision of the information to third parties.

7. About disclosing, revising or deleting personal information

When there is a request from the provider of personal information pertaining to themselves to disclose, revise, add to, delete or to halt the use of that personal information, after confirming that person is the principal, we will respond quickly within reasonable limits, except as otherwise provided for by law.

8. About physical measures to manage security for protection of personal information

We implement the following appropriate protections of computer equipment such as servers, etc.

  1. Major facilities such as server rooms are established in locations with high levels of security to restrict entry by the general public.
  2. We perform risk assessments of natural disasters and other environmental threats, and provide security based on those results.
  3. Based on risk analysis, we set up physical barriers to prevent unauthorized access to facilities themselves when required.
  4. We establish necessary countermeasures to protect equipment from power outages and other disruptions to electric power.
  5. We enter maintenance contracts and perform periodic inspections to ensure continuous availability and integrity of equipment.
  6. When disposing of servers and other equipment that have been used at the end of their use, we protect against third parties being able to access data contained in them.

9. About cookies and web beacons

【About cookies】
  K-SMAPY uses cookies to manage sessions when you use its services. If your browser has disabled cookies, then you will not be able to receive all of K-MAPY’s services. In order to receive K-MAPY’s services, please set your browser to accept cookies. Please use the following link to the (browser settings) section of a page that explains how to set your browser.

Furthermore, cookie information is deleted when you log out of the server, so please be sure to log out when you are finished using the service.
※ About cookies
  Cookies are a means to handle user information and access history information between a web browser and web server. Cookie information is stored in a particular location on the user’s computer. (From a Microsoft Corporation web page. As of November 13, 2012.)

【About web beacons】
The University does not use web beacons on its website.
※ About web beacons
  Many website pages include digital images called beacons (or single pixel GIFs). These beacons count the number of users that access the page. Those websites count how many email messages were opened and used, and may embed web beacons in messages for marketing or other purposes. This University explicitly collects personal information and does not use web beacons out of consideration for that.

10. Use of encoding technology such as SSL

In order to build a high level of security service for the pages on this University website that collect personal information, they are compatible with SSL connections (encoded communications). The sites that employ SSL are K-SMAPY and the Inquiry page.

※ About SSL
  SSL (Secure Sockets Layer) is encoding technology that provides authentication, confidentiality, and data integrity. SSL is often used to create security-protected communications channels between web browsers and web servers. Additionally, it is also used to protect security for communications between client applications and web services. (From a Microsoft Corporation web page. As of November 13, 2012.)

11. About inquiries

End

Personal information protection policy

1. Creation of basic rules pertaining to protection of personal information

(1) Kokugakuin University (hereinafter called the “University”) is deeply aware that protection of personal information is a fundamental requirement that derives from basic human rights, and that protecting personal information is to respect human rights.

(2) The University follows laws that pertain to the protection of personal information when handling personal information, and by creating basic regulations that follow guidance from the Ministry of Education、Culture、Sports、Science and Technology, implements protection of personal information.

(3) The University has created basic regulations, including the basic rules for handling personal information by everyone that is involved with educational or research activities and operation of the University.

(4) The University works to effect periodic reviews and continuous improvement of all of its efforts to protect personal information, including the basic policy. In addition to that it responds to situations immediately when that is required.

2. Definitions of terms

(1) “Personal information” is all information that expresses the facts, judgement or evaluation of attributes of an individual’s physical self, assets, work, or title, etc, that can identify a specific individual, or that can easily be combined with other to identify a specific individual.

(2) “Personal information database” is personal information that is structured systematically so that a computer can be used to search for it easily, or that is organized or classified according to fixed rules, with indexes affixed in a searchable format. The format of the records is irrelevant.

(3) “Personal data” is the personal information that is used to create the personal information database that the University manages.

(4) The “principal” is the individual that can be specifically identified by the personal information.

(5) “Retained personal data” is personal data where the University has the right, in response to request from the principal, to disclose, revise, add to or delete the content, suspend the use or provision to a third party, and to delete the data itself.

3. About the University’s system for protection of personal information

(1) There is a personal information protection manager at the University.

(2) The personal information protection manager works to implement personal information protection within the scope of the various administrative jurisdictions.

(3) There is a dedicated committee at the University for the purpose of protecting personal information. That committee primarily monitors personal information protection education activities, laws and observation of basic regulations, and processes complaints.

4. About the handling (collection) of personal information

(1) In principle the collection of personal information is limited to the scope necessary for University educational and research activities and the smooth operation of the University, or to improve the convenience of the lives of students and others.

(2) When collecting personal information, the purpose of its use must be made clear to the principal in advance.

(3) Other than when truly necessary, personal information that may be reason for social discrimination, and in particular personal information that requires cautious handling, is not collected or used.

5. About the handling of personal information

(1) Personal information may only be used, provided, or otherwise handled within the scope of the purpose that was presented at the time that it was collected.

(2) Agreement is to be received from the principal when information is to be used for anything beyond the scope of what is necessary to achieve the purpose presented at the time the information was collected.

(3) When it becomes necessary to provide personal information to a third party, the principal is to be notified and their agreement is obtained.

6. About management and protection of personal data

(1) Personal information may only be used, provided, or otherwise handled within the scope of the purpose that was presented at the time that it was collected.

(2) Agreement is to be received from the principal when information is to be used for anything beyond the scope of what is necessary to achieve the purpose presented at the time the information was collected.

(3) When it becomes necessary to provide personal information to a third party, the principal is to be notified and their agreement is obtained.

7. About releasing, revising and deleting personal data

(1) When a principal requests disclosure of their own retained personal data, after confirming that the person is the principal, the personal data is disclosed without delay, except in the cases 1) to 4) described below (when there is no retained personal data related to that person, that fact is also disclosed).

1) When it is a violation of another law

2) When there is concern that disclosure would do damage to the principal’s or a third party’s life, physical self, assets or other rights

3) When there is concern that disclosure of retained personal data that relates to an individual’s guidance, evaluation, diagnosis, selection, etc, would create a significant obstacle to that guidance, evaluation, diagnosis or selection, etc

4) When disclosure would create an obstacle to the appropriate execution of University operations, or when the request itself creates a significant obstacle to University business

(2) When there is a request for revision, addition, deletion or suspension (hereinafter called “revision, etc”) of use of their own personal data by a principal, an investigation is to be conducted without delay. As a result of that investigation, if it is recognized that there is a need for revision, etc, then that revision, etc, is to be performed without delay.

8. About handling complaints related to the handling of personal information and claims of dissatisfaction with the decision to release or revise, etc, personal data

(1) We respond appropriately and quickly to complaints related to the handling of personal information and claims of dissatisfaction with the decision to disclose or revise, etc., personal data.

(2) We do not use complaints related to the handling of personal information and claims of dissatisfaction with the decision to disclose or revise, etc., personal data as a reason for unfavorable treatment.

(3) Complaints related to the handling of personal information and claims of dissatisfaction with the decision to disclose or revise, etc., personal data are accepted by the General Affairs Office of the General Affairs Division.

【Kokugakuin University, General Affairs Division, General Affairs Office】
Telephone: 03-5466-0111 (from 9:00am to 5:00pm, except for weekends and holidays)
Fax: 03-5485-0154 (receiving 24 hours/day)
Email (receiving 24 hours/day)

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