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 enacted by the government in April 2005, as well as the Basic Policy on the Protection of Personal Information and ‘Regulations on the Protection of Personal Information established by Doshisha University.
April 1, 2016
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 fair and lawful means only to the minimum extent necessary, 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.
|Students||Personal information collected from students is used in dealing with the operation of academic affairs, international exchange, student support, career support, integrated information environments support, and healthcare management.|
|Parents and guarantors||Personal information collected from parents and guarantors is used in connection with the notification of the payment of school tuition fees, grade reports and the parent association.|
|Graduates||Personal information collected from graduates is used in connection with the certificates of graduation, transcript and enrollment, etc., and publicity and fundraising.|
Management, Use and Provision of Personal Information
Concerning the protection of personal information held by the University, the University designates an administrator of personal information, takes necessary and appropriate measures to prevent leakage, loss, or falsification and ensures the security and protection of such information. Personal information shall not be used beyond the scope of the intended purposes of use, or be provided to any third party, unless those concerned give consent, or the use of such information complies with the stipulations of laws and regulations.
Faculties and graduate schools where there is an academic society, specific courses, or a parent organization within the faculty or school may provide personal information regarding their students to the academic society, etc. Such information is used for the purpose of supporting their education and research activities and for the development of the University. Regarding specific data items to be provided, or the purpose of their use, please inquire at the office of each faculty and graduate school. As a basic rule, students’ grade reports are sent to those who pay school tuition fees (ie. parents, etc.) .
Procedure to Request for Disclosure, Correction, etc. of Personal 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.
Provision of Personal Information to the Third Party
As a rule, the University does not provide the collected 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.
1.Cases in which personal data is provided to a third party
The University provides the collected personal information to the following organizations within the scope of accomplishing the intended purpose of use in accordance with Paragraph 2 of Article 23 of the Act on the Protection of Personal Information.
All third parties that obtain personal information from the University are required to handle and manage the obtained personal information with great care and strictly in accordance with the confirmation statement on the handling of personal data, etc.
If an individual makes a request to stop the provision of the retained personal data to the following organizations through the prescribed procedure, the University shall stop the provision of the personal data of the relevant person.
Organizations to which personal data is provided
(1) Doshisha Alumni Association
|Purpose of use||To promote mutual friendship among alumni, as well as activities for the development of the University (through its monthly journal, ‘The Doshisha Times’, which is sent to all members)|
|Personal data items provided to a third party||Names, postal codes, addresses and student ID numbers of the students in the last year of faculties|
|Means of use||Provided through address labels or address label data|
(2) Doshisha University Teachers’ Union
|Purpose of use||To send a letter asking for participation in a petition requesting subsidy expansion for private universities|
|Personal data items provided to a third party||Parents’ names, postal codes, addresses and student ID numbers of newly enrolled students|
|Means of use||Provided through address labels or address label data|
2. The procedure for making a request to stop the provision of personal data to a third party
A student can stop the provision of his/her personal data to the aforementioned organizations through the following procedure.
|Documents to be submitted||(1) The document of a request to stop the provision of his/her personal data|
|(2) Documents to verify his/her identity (School identification card, driver’s license, passport, health insurance card, etc.)|
|Where to be submitted||A student who makes a request must complete the procedure in person at the office of the faculty or graduate school he/she belongs to.|
Inquiry concerning the handling of personal information
Information Security, etc.
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 and Web Beacon
What are cookies?
Cookies are small text files sent by a web server and stored on a web browser so they can later be read back from that browser. They are used to help users navigate websites more efficiently. However, users should exercise caution when inputting personal information. Due to their role of enhancing usability, disabling cookies may prevent users from using certain website services.
What is web beacon?
Web beacon is a small graphic image that is placed on a web site. It is used to monitor the behavior of the user visiting the website, though web beacon can not be used to identify individual users.
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