Rules on the Personal Information Protection Committee

Issued on April 1, 2005
Revised on April 1, 2007
Revised on March 5, 2009
Revised on March 12, 2015
Revised on May 30, 2017
Revised on November 8, 2018

(Objective)

Article 1 :
These Rules stipulate specific matters on the operation of Article 12 of the Doshisha Regulations Concerning the Protection of Personal Information (stipulated on May 30, 2017) at Doshisha University (hereinafter, the “University”).

(Personal Information Protection Committee)

Article 2 :
The Doshisha University Personal Information Protection Committee (hereinafter ‘Committee’) shall be established for deliberation on matters concerning the protection of personal information at the University.

Article 3 :
1 The Committee shall comprise the following members:

1. Director of the Student Support Services Center, Director of the Health Center, Director of the Career Center,　Director of the Division of Academic Affairs, Director of the Admissions Center, Director of the Public Relations　Division, Director of the General Affairs Division, Director of the University Library, Executive Dean of the Organization for Research Initiatives and Development
2. A few academic experts on personal information protection

2 The members of the Committee stated in number (2) of the previous section shall be appointed by the President of the University. The term of a member is one year. Members may be reappointed.

Article 4 :

1. The Committee shall have one chairperson, who shall be appointed from among its members by the President of the University.
2. The chairperson shall convene and chair the Committee meetings.
3. The Committee shall be deemed to have a quorum if more than half of its members are present. Resolutions of the Committee shall be adopted by a majority of the present members. In the event of a tie vote, the chairperson shall have the casting vote.
4. If the Committee deems it necessary, the Committee may request the attendance of persons other than the members of the Committee for the purpose of soliciting their views.

Article 5 :
1 The Committee shall deliberate on the following matters:

1. All-campus measures concerning the protection of personal information
2. Exceptions to the restrictions on the collection of personal information
3. Exceptions to the restrictions on the use and provision of personal information
4. Appeals of dissatisfaction against dispositions effected in response to requests for disclosure, correction or deletion of personal information
5. Other issues necessary for the promotion of the protection of personal information

2 In relation to deliberation on the matters stipulated above, the Committee may request the Personal Information Protection Manager (as defined in Article 2.1 of the Doshisha University Rules on Personal Information Management Administrators), faculty and staff members, and other persons involved to provide necessary documents, or may solicit their views.
3 Based on the results of deliberation, the Committee may provide necessary advice, guidance or recommendations to the Personal Information Management Administrators, faculty and staff members, and other persons involved.
4 Based on the results of deliberation, the Committee shall report to or make a proposal to the President of the University as necessary.

(Clerical work)

Article 6 :
Clerical work of the Committee shall be carried out by the Ethics Review Office.

(Revision or abolition)

Article 7 :
The revision or abolition of these Rules shall be approved by the President upon the deliberations of the Committee and the Directors Meeting.

Supplementary Article :

Regulations shall be enforced on April 1, 2019.