Protection of Personal Information
We at Doshisha University recognize that the protection of personal information held by the university, such as information regarding prospective students, applicants, students and graduates 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.
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.
The official website of Doshisha University (www.doshisha.ac.jp/ hereinafter ‘the site’ is operated by Doshisha University.
Doshisha University
Karasuma-higashi-iru, Imadegawa-dori, Kamigyo-ku, Kyoto-shi
Katsuhiro Kohara,President of 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.
Students
- Life support, such as life consultation, extracurricular activities, scholarship management, insurance enrollment, provision of information on part-time work, student dormitory operation, and lost property management
- Career support, such as career guidance, job hunting support, and career/employment information management
- Support for utilizing the information environment
- Work related to student recruitment, entrance examinations, admission procedures, and pre-admission education
- Work related to collaboration with partner universities or others based on academic exchange agreements, etc.
- Work related to health management and medical treatment
- Work related to the use of libraries and the provision of various library services
- Work related to sending students to internship courses, practical training, etc.
- Work related to applications for licenses and qualifications
- Work related to education/research assistance, etc., management of student part-time workers, and payment of wages
- Issuance of various certificates
- Management of use and security of the University’s facilities and equipment
- Work related to university evaluation, applications for various subsidies, and surveys on statistics, etc.
- Improvement of education, research and learning support, and FD activities
- Other matters necessary for purposes related to or incidental to the above or for work related to the management and operation of the University
● Provision of necessary information to partner universities, language training institutions or others based on academic exchange agreements, etc.
● Provision of necessary information to cooperating companies or others for internship courses, etc.
● Provision of necessary information to host organizations for practical training, etc., boards of education, or others in connection with applications for licenses and qualifications
● Provision of necessary information to the Immigration Services Bureau regarding the acquisition (renewal) of status of residence
● Provision of necessary information to organizations that offer scholarship programs
● Provision of necessary information to organizations organized by students
● Provision of necessary information to organizations organized by graduates
● Provision of necessary information to organizations organized by students’ parents
● Provision of necessary information to the high schools from which students have graduated
● Provision of necessary information to Doshisha University’s faculty and staff union to request signatures for tuition fee reductions or increases in subsidies for private universities, or for other purposes
● Sending of a request form for payment of student fees, scholarship-related notifications, or other necessary documents to parents, etc.
● Sending of grade reports, notifications related to course enrollment status, or other necessary documents to guarantors
● Provision of information on academic status changes or graduation-related information to guarantors
* Personal information may be provided to pre-determined third parties for the purposes of use marked with a black circle (●). The handling of information varies depending on the faculty/school, graduate school, etc.
Parents, etc./Guarantors
- Sending of a request form for payment of student fees, grade reports, notifications related to course enrollment status, scholarship-related notifications, or other necessary documents
- Provision of information on student academic status changes or graduation-related information
- Notification of information related to the operation of parents associations
- Sending of newsletters, etc.
- Notification of information related to fundraising
- Work based on joint guarantee agreements
- Contact in case of emergency
* The handling of information varies depending on the faculty/school, graduate school, etc.
Donors
- Work related to fundraising and donations
- Sending of newsletters, etc.
Persons requesting information materials, etc.
- Work related to the sending of information materials
- Work related to the provision of information, communication, and operation of events
- Work related to surveys on statistics, etc.
Graduates (including students who have withdrawn or have been expelled from the University)
- Issuance of various certificates
- Work related to fundraising, donations, and collaboration with graduates
- Sending of newsletters, etc.
- Scholarship management
- Work related to the compilation and research of the university’s history
- Work related to surveys on statistics, etc.
* The items have been refined to inform specific purposes of use (notation changed on January 20, 2025).
* If personal information is to be used for purposes other than those listed above or if personal data is to be provided to a third party, the purpose of use will be notified at the time the personal information is obtained or prior consent will be obtained before the personal data is provided to a third party.
Please refer to the Doshisha's website for the handing of personal informaiton of the faculty and staff members of the University.
The Doshisha
Provision of Personal Information to a Third Party
When
providing personal information to a third party, the University will obtain the
prior consent of the individual, except in cases falling under Article 27,
Paragraph 1 of the Act on the Protection of Personal Information, or in cases
where consent has already been obtained as provision to a third party is
scheduled under the intended purpose of use of the personal information.
Joint Use of Personal Information
The University will jointly use personal information with the following organizations to the extent necessary to achieve the intended purpose of use, in accordance with Article 27, Paragraph 5, Item 3 of the Act on the Protection of Personal Information.The University will ensure that the organizations that jointly use personal data will manage the data in an appropriate and strict manner to prevent the loss, destruction, falsification, leakage, or other improper handling of said personal data.
Organizations with which personal data will be jointly used
Purpose of Use
Notification of activities for the development of the University, etc. (sending public relations magazines, announcement of a general meeting, etc.)
Personal data items for joint use
Alumni 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, name of affiliated seminar*
Parent 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.
* For undergraduate alumni associations (Seihokai, Dokeikai, Jutokukai, Rikokai, and Faculty of Psychology Alumni Association), the “name of affiliated seminar” has been added to the list of personal data items for joint use for students graduating/completing in and after March 2023.
Means or manner for joint use
Secure manner specified by the University.
Name of title of Party resonsible for the management of the personal data
Doshisha University
Karasuma-higashi-iru, Imadegawa-dori, Kamigyo-ku, Kyoto-shi
Katsuhiro Kohara,President of Doshisha University
Procedure to Request for Disclosure, Correction, Cease of Use, etc. of Personnal Information
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]
- Request Form for Disclosure, etc. of Personal Data (hereinafter “Request Form”) Retained Personal Information Disclosure, etc. Request Form［PDF 111KB］
-
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. - 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.]
- 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.
- 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), Information and Media Building (1st floor)
■ Submission by post
Please enclose postal notes in the amount equal to the administrative fee. Regarding the transfer account informaition,etc., please contact the following contact information for Inqueries Concerning the Handiling pf Personal Information.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 handing of personal informaiton 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
E-mail : ji-koyu@mail.doshisha.ac.jp
Measures Taken by the University for the Security Control of Retained Personal Data
Measures Taken by the University for the Security Control of Retained Personal Data
Formulation of the basic policy
In order to ensure the proper handling of personal data, the University has formulated a basic policy regarding “compliance with relevant laws, regulations, guidelines, etc.,” "contact points for inquiries, etc.,” and other matters.
Establishment of rules for the handling of personal data
The University has formulated regulations regarding such matters as how to handle personal data, including the acquisition, use, storage, provision, deletion, and disposal of such data, persons with overall responsibility for handling personal data, persons in charge of handling personal data, and their duties.
Organizational security control measures
・The University has appointed persons with overall responsibility for handling personal data, clarified the persons in charge of handling personal data and the scope of personal data to be handled by such persons, and developed a system for reporting to the responsible persons upon detection of an actual or potential violation of laws and regulations.
・The University has established a method to verify the status of personal data handling.
・The University has developed a system to ensure prompt reporting to the responsible persons upon detection of an actual or potential leakage or other incident.
Personnel security control measures
・The University provides training on precautions regarding the handling of personal data.
・The University distributes leaflets on points to keep in mind regarding information security measures to ensure all members are informed.
Physical security control measures
・The University has established controlled areas for servers (on-premises systems) that handle personal databases, etc. and restrict access to these areas using card keys to ensure proper management.
・To prevent theft or loss of equipment or electronic media or similar devices that handle personal data, as well as leakage, etc. of data during transportation of electronic media or similar devices, the University manages them appropriately in accordance with the Doshisha University Information Security Policy.
・When disposing of documents or other materials containing personal data, the University ensures proper disposal by using a shredder or other appropriate means.
Technical security control measures
・The University limits the scope of persons in charge and personal information databases, etc. to be handled through the access rights granted to user IDs to implement appropriate access control.
・The University uses user IDs, passwords, one-time passwords, or other multi-factor authentication systems to identify and authenticate persons accessing information systems.
・The University has introduced mechanisms to protect information systems that handle personal data from unauthorized external access or unauthorized software.
・The University ensures security at the time of the design of information systems, and this is reviewed regularly to prevent leakage or other incidents that may occur during the use of such information systems.
Privacy Policy based on the EU General Data Protection Regulation (GDPR)
Various services provided using web technology, such as the University's official website
Various services provided using web technology, such as the University's official website
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Protection pf personal Informaiton Rules on the Personal Information Protection Committee Rules on the Appointment of an Administrator of Personal Information Management |