Notices
Report and Apology Regarding Handling of Personal Information
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Doshisha University
Report and Apology Regarding Handling of Personal Information
We have recently discovered a deficiency in the handling of data containing personal information at our university. We would like to report the details below and sincerely apologize for having caused such a situation.
1．Overview of the Incident
Regarding one of the Microsoft 365 information-sharing platforms (SharePoint) used for academic affairs at the university, access rights should have been restricted only to those who required them for their duties. However, due to a configuration error, from 8 th October 2025 to 16 th April 2026, holders of the university accounts (all students, faculty, and administrative staff, as well as those authorized by the university to hold an account) were able to access files within the said SharePoint.
2．Scope of Impact
Only university account holders were able to access the files in the said SharePoint; there was no external access. Furthermore, having reviewed the access logs, we have individually confirmed with all individuals who may have accessed the files in question that they have not retained the data, have not made any copies (such as screenshots), and have not provided it to any third parties. At this point, no secondary damage resulting from this incident has been identified, and we do not believe that there is any risk in the future.
3．Personal Information Contained in the Files
| File | Target Individuals | Data Items | |
|---|---|---|---|
A
|
All students stored in the academic affairs system | Student ID, year of admission, student type code [No name] | |
B
|
・Non-degree students stored in the academic affairs system ・Students who obtained enrollment via returning to school, re-admission, or transferring ・Some regular students from the 2014-2025 academic years |
Student ID, enrollment classification code [No name] ＊Some include information related to entrance examinations |
|
C
|
International student ＊Including regular students who holds status of residence as “Student.” |
All students stored in the academic affairs system | Student ID, enrollment classification code [No name] ＊Some include information regarding status of residence, entrance examination, scholarship, enrollment period, student type, and some of contact items including phone number and email address of their country of return (vary individually) |
D
|
Some students enrolled during 2018-2025 academic years | Student ID, name, affiliation, nationality, date of birth, and sex ＊Some include affiliation code, admission year, student type, and information regarding entrance examination |
|
E
|
International Research Student | Some students enrolled in 2024 and 2025 academic years | Student ID, name, affiliation, nationality, date of birth, sex, entrance examination type, and student type |
F
|
Student and Faculty | Individuals who accessed DUET during the following period: ・24 th March 2026 - 1 st April 2026 |
Student ID, faculty ID, user ID, user affiliation code, and IP address [No name] |
G
|
Faculty | Individuals who accessed DUET during the following periods: ・ 2 nd April 2026 - 10 th April 2026 ・10 th April 2025 - 17 th April 2025 ・10 th April 2024 - 14 th April 2025 |
Faculty ID, user ID, user affiliation code, and IP address [No name] |
H
|
Student and Faculty | Students enrolled on the courses in 2026 academic year and faculty responsible for those courses, as of 25 th March 2026 | Student ID, faculty ID,and registered (assigned) subject code [No name] |
I
|
Faculty and Administrative Staff | Those affiliated with the Office within Academic Affairs based in Ryoshinkan Building as of March 2026 | Name (surname only) and affiliation |
J
|
Administrative Staff | Current employees as of 1 st April 2026, and some of those who have retired since January 2021 | Name, affiliation, user ID, and personnel code ＊Some do not include personnel code |
K
|
Administrative Staff | Some laboratory studies support staff employed as of 10 th September 2025 | Name and email address |
L
|
Administrative Staff | Administrative staff who were employed in 2022 academic year or later, and who were responsible for managing the delivery locations for the program guide for the 2022-2026 academic years | Name (surname only), and affiliation |
M
|
External Individuals | An employee who was employed by a company responsible for maintaining an academic affairs system as of 31 st January, 2026 | Name, affiliation, and email address |
N
|
External Individuals | Candidates who have declined the offers of employment as faculty at our university in 2026 academic year | Name, affiliation intended assignment, identification, and term of appointment |
※All above include individuals who are not currently enrolled or employed at our university due to graduation, resignation, retirement or other reasons.
※Faculty and administrative staff include non-full-time personnel.
※In addition to the above, there are cases where the university is contacting individuals separately.
4．Cause and Preventive Measures
This incident occurred due to a mistake involving incorrect privacy settings in SharePoint. Going forward, we will thoroughly strengthen the verification system for maintaining appropriate security levels for data storage. Furthermore, we will raise awareness among faculty and administrative staff in order to strictly enforce personal information protection and information security measures, and we will strive to prevent any recurrence.
5．Inquiries
As mentioned above, no secondary damage from this incident has been confirmed at this moment, and we do not believe that there is any risk in the future. However, if you have any questions or concerns, please contact the inquiry desk below.
[Inquiry Desk]
https://forms.cloud.microsoft/r/TCFes9mWCg
End of document
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