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Privacy Policy

We at Doshisha University recognize that the protection of personal information held by the university, such as information regarding students, graduates and applicants, is our social obligation, and that it is crucial not only in respecting the individual’s right to privacy but also in implementing education and research activities at the university. We shall make every effort to handle and manage personal information appropriately and securely in accordance with the Act on the Protection of Personal Information (hereinafter “Law”) as well as the Basic Policy for Personal Information Protection and the Regulations on the Protection of Personal Information established by Doshisha University.

May 30, 2017
Takashi Matsuoka, President of Doshisha University

Doshisha University (hereinafter ‘University’) recognizes the importance of the protection of personal information and is committed to the prevention of any leakage, falsification or improper use of such personal information. The University takes extremely seriously its responsibilities regarding the appropriate protection and management of personal information in compliance with the Basic Policy on the Protection of Personal Information established by The Doshisha and other relevant regulations and rules.

Doshisha’s Basic Policy on the Protection of Personal Information

The official website of Doshisha University (www.doshisha.ac.jp/ hereinafter ‘the site’ is operated by Doshisha University.

Purposes of Collecting and Using Personal Information

Personal information shall be collected by appropriate and fair means only to the minimum extent necessary for the attainment of purposes of the activities of the University, unless those concerned give consent, or the collection complies with the stipulations of laws and regulations.

The collected information shall be used within the scope of the following purposes.
StudentsMatters relating to the operation of academic affairs, international exchange, student support, career support, integrated information environments support, and healthcare management.
Parents and guarantorsMatters relating to the notification of payment of school tuition fees, donations, the operation of the parent association and other related notifications.
GraduatesMatters relating to the certification of graduation, transcripts enrollment, etc., publicity, donations and cooperation with alumni.

Provision of Personal Information to Third Parities; Joint Use

1. Provision of personal information to a third party
As a rule, the University does not provide personal information to any third party without the prior consent of the person whose information is to be provided, unless required by Paragraph 1 of Article 23 of the Act on the Protection of Personal Information or Article 7 of the Regulations on the Protection of Personal Information established by the University.

2. Joint use of personal information
The University may provide personal information to the following organizations within the scope of accomplishing the intended purpose of use in accordance with Paragraph 5, Item 3 of Article 23 of the Act on the Protection of Personal Information.
Each organization that obtains personal information from the University shall handle and manage the obtained personal information in an appropriate and strict manner in order to prevent loss, destruction, falsification or leakage of such personal information.


Joint use organizations to which personal data is provided
Doshisha Alumni Association, Doshisha University Seihokai, Doshisha University Dokeikai, Doshisha University Jutokukai, Doshisha University Faculty of Engineering, Doshisha University Faculty of Psychology Alumni Association, Doshisha University Law School Alumni Association Kambaikai,
Doshisha University Faculty of Letters and Faculty of Social Science Parents Association, Doshisha University Faculty of Commerce Parents Association, Doshisha University Faculty of Biomedical Science Faculty Members and Guardians Association, Doshisha University Faculty of Health and Sports Science Faculty Members and Guardians Association, Doshisha University Faculty of Psychology Parents Association,
Doshisha University Law Society, Doshisha University Global and Regional Studies Society, Doshisha University Culture and Information Science Society
Purpose of UseNotification of activities for the development of the University, etc. (sending public relations magazines, announcement of a general meeting, etc.)
Personal data items for joint useAlumni association: Graduate’s name, contact information (postal code, address, student ID, telephone number, email address), date of birth, faculty (graduate school) of graduation, year of graduation
Parents association: Parent’s name, contact information (postal code, address, telephone number), student ID, student’s name
Faculty society: Name and contact information (postal code, address, telephone number, email address, date of birth) of faculty members and students.
Means or manner for joint useSecure manner specified by the University.
Party resonsible for the management of personal dataUniversity.

Procedure to Request for Disclosure, Correction, Cease of Use, etc. of Personnal Information

Concerning requests for disclosure, correction, deletion, etc. of personal information made on the person’s own behalf, please contact the department or section responsible for such information. In principle, if a request is made in writing from the person himself/herself, and the request is determined to be valid by the administrator of personal information, then it will be accepted.

Concerning requests for disclosure, correction, deletion, cessation of use, etc. of personal information made on the person’s own behalf, please follow the procedure set forth below. In principle, if a request is made from the person himself/herself, and the request is determined to be valid by the Personal Information Protection Manager or the relevant Personal Information Management Administrator, then it will be accepted. Requests may be filed for personal information which the University has the authority to disclose, correct, cease to use, etc.

[Documents, etc. to be submitted]
(1) Request Form for Disclosure, etc. of Personal Data (hereinafter “Request Form”) Retained Personal Information Disclosure, etc. Request Form[PDF 111KB]
(2) Identity document (Student card, driver’s license card, passport, etc.)
  * Please refer to the notes on the Request Form for details concerning the identity document and necessary documents for filing by proxy.
(3) Please enclose an envelope with a postal stamp on it if you wish to receive notification of the result of disposition by post.

[Procedure for Filing a Request, etc.]
(1) Please first contact the relevant office as stipulated in the “Contact Information for Inquiries Concerning the Handling of Personal Information” below, and then submit the above documents personally or by post.

(2) Each filing costs an administrative fee of 300 yen. Please refer to the following for the payment method. In addition, the filing of a request by post requires the payment of the postal fee.

The administrative fee will not be returned even if the University is not obliged to disclose the requested information pursuant to the Law.

No administrative fee is required for filing a request for correction, addition, deletion, cease of use, etc. of personal data.


■ Submission by personal delivery
Please pay the administrative fee via a certificate issuance machine of the University and submit the documents with the payment certificate issued by the machine.

 Certificate issuance machines are located at the following locations:
  Imadegawa Campus: Ryoshinkan (1st floor), Jinshinkan (1st floor), Kambaikan (2nd floor), Shikokan (1st floor)
 Kyotanabe Campus: Seishinkan (1st floor), Harris Building (1st floor), Information and Media Building (1st floor)

■ Submission by post
Please enclose postal notes in the amount equal to the administrative fee. The post office charge for the issuance of postal notes shall be borne by the sender.

[Other]
•The personal information contained on the Request Form and the identity document will be used to the necessary extent for processing the request.
•The Request Form, identity document, etc. submitted will not be returned. The University will appropriately maintain the Request Form and discard the identity document after checking it.
•Please refer to the Doshisha’s website for the handling of personal information of the faculty and staff members of the University.

The Doshisha

Contact Information for Inquries Concerning the Handling of Personal Infomtion

Students: Office of the relevant faculty or graduate school
Please refer to the following website of the University for finding your office:
List of faculty and graduate school offices

Graduates: Doshisha University Alumni Office
TEL: 075-251-3009 FAX: 075-251-3097
ji-koyu@mail.doshisha.ac.jp

Information Security, etc.

Website Security
The website of the University uses the SSL (Secure Sockets Layer) protocol for pages that require the input of personal information so that all personal information can be sent securely.

Cookies
This website uses cookies to enhance the user experience. Cookies temporarily store information on your computer so you can avoid having to re-enter that information when returning to the site. Also, by using cookies, the university aggregates data about how its website is used. This data does not contain information that can identify individuals. The statistical data collected through cookies is used to improve the operation of our website, etc.

Access logs
The University records access logs in order to administer the website, as well as analyze user movement. Access logs include domain names, IP addresses of users, access date and time, types of browsers, etc., but do not include any information that can be used to identify individual users.

Range of application

This privacy policy only applies to personal information collected at the website of the University.
The website of the University contains links to several external websites, but the University does not share any personal information with these websites. For details regarding the collection of personal information by the linked websites, please refer to the privacy policy of each website.