Policy on the Protection of Personal Information of the Incorporated Educational Institution of Japan Women’s University

1. Acquisition of personal information

In the event that the University acquires personal information from an individual, it will do so having clearly shown the purpose of its use, and only to the extent requisite for achieving the objectives in question.

2. Use of personal information

The personal information provided to the University will be used only for the previously agreed purposes and only within the scope of the objectives of its use. In the event that individuals’ personal information is to be used beyond the above scope, they will be notified in advance of the purposes and scope of use and their consent obtained.
Please note that the purposes of use of personal information provided by individuals to the University are as below.

1. Students and pupils, etc.
   Matters concerning course completion consultation, course registration, class implementation, academic performance processing, awarding of credits and graduation
   Matters concerning various qualification judgments and applications
   Matters concerning student registration procedures, and the issuing of various certificates
   Matters concerning student life and welfare
   Matters concerning overseas study and language training
   Matters concerning job seeking and career support
   Matters concerning library services
   Matters concerning health management
   Matters concerning educational improvements and support
2. Guarantors, parents and guardians, etc.
   Matters concerning contact required for the study instruction of students and pupils
   Matters concerning the sending by post of various documents (tuition receipts, JWU newsletters, JWU project support, JWU event guides etc.)
3. Graduates
   Matters concerning the issuing of various certificates
   Matters concerning library services
   Matters concerning surveys into state of employment
   Matters concerning publicity for university-sponsored events and lectures etc.
4. Those taking public courses
   Matters concerning publicity for public courses, events and video-on-demand courses/information, and procedures for taking courses
   Matters concerning course management
5. Users of consultation services and facility users
   Matters concerning various psychology, education and welfare etc. consultation services
   Matters concerning the procedures for use of facilities
6. Prospective students
   Matters concerning university guidebooks and consultation meetings etc.
   Matters concerning applications
   Matters concerning entrance examinations
   Matters concerning admissions procedures
7. Those requesting documents
   Matters concerning the sending by post of documents and various event guides
8. Those (including students) paid wages or remuneration by the University
   Matters concerning personnel affairs and wages
   Matters concerning labor affairs, recruitment and business trips
   Matters concerning welfare and benefits
   Matters concerning insurance
   Matters concerning health management
   Matters concerning research achievements
   Matters concerning the sending by post of documents etc.
   Matters concerning various notifications
   Matters concerning finance, general affairs and the running of organizations
9. Companies and organizations
   Matters concerning agreements
   Matters concerning delivery and invoice management
   Matters concerning various notifications

3. Securement of accuracy

The University strives to maintain personal data handled in accordance with the purpose of use within the scope requisite for those purposes and in an accurate and up to date form. The University also strives to delete the relevant personal data once its use has become unnecessary.

4. Safety management for the protection of personal information

In order to secure the accuracy and safety of personal information, the University implements safety measures such as information security measures, and strives to prevent and correct the unauthorized access, loss, destruction, falsification and leakage, etc. of personal information.

1. Systems within the University
   The University has formulated internal regulations and the requisite rules concerning the handling of personal information and systems, in addition to which it has prepared an organization in which managers are appointed to each division and created a system in which the protection of personal information is stringently observed.
2. Safety management measures
   The University stringently manages the personal information of individuals and takes preventative and safety measures regarding the unauthorized access, loss, destruction, falsification and leakage, etc. of personal information.
3. Education within the University
   The University conducts educational drills for faculty and staff members regarding the protection of personal information, and is thorough in making the contents thereof widely known throughout the University.

5. Disclosure/revision of content/addition or deletion/suspension of use/erasure of personal information

1. With regard to requests for the disclosure or revision of personal information, those making the request will be asked to fill out the forms prescribed by the University and submit them together with documents enabling the verification of their identity, upon which the procedures will be taken. The University does not in principle accept inquiries or disclosure requests by telephone or fax. Furthermore, depending upon the content, the request of a parent or guardian may be required.
   Please inquire at the contact point shown in 12. below regarding requests for disclosure, revision, etc.
   It should be noted that in some circumstances a fee may be charged.
2. With regard to the personal information of individuals in the possession of the University, in the event that anybody wishes their personal information to be checked or revised the department-in-charge will respond swiftly within a reasonable and necessary extent.
3. In the event that the University does not disclose all or part of the personal information in its possession for which a request for disclosure has been received, the person making the request will be contacted and the reasons given.
   Those wishing to file an objection are requested to inquire at the contact point shown in 12. below.

6. Provision of personal information to third parties

The University will not provide third parties with personal information except for in the following cases.

1. When individuals provide their consent for the provision of personal information to third parties.
2. When information is provided in a state in which it is not possible to identify specific individuals.
3. When handling is entrusted to an external party in order to promote the smooth operation of business (in which case subcontractors equipped with a sufficient standard of security are selected, and appropriate management is implemented by methods such as contractually obligating the prevention of leakage or provision to further parties).
4. When the University is requested to do so by laws and regulations, etc.
5. When it is necessary to cooperate with governmental institutions, local governments or the parties commissioned by these to execute work stipulated under laws and regulations, and there is a possibility that the process of obtaining the individuals’ consent may disrupt the work in question.
6. When the purpose is to protect the rights and property of the University
   Even in the case that the consent of individuals is given, when their personal information is provided to third parties the University makes an arrangement with the third party in question concerning protection of personal information and strives to protect personal information.

7. Shared use with the JWU Alumnae Ofu Association for Promoting Education and Culture

The University continues to store personal information after graduation as graduate information. In addition to which, within the scope of the purpose of use of contributing to interaction between current students and friendship and mutual assistance between graduates, it jointly shares and uses personal information with the JWU Alumnae Ofu Association for Promoting Education and Culture in order to send publicity material about events and newsletters, and jointly manage and use current student and graduate information.

It should be noted that the JWU Alumnae Ofu Association for Promoting Education and Culture has taken the requisite safety management measures for the protection of personal information. Personal information provided will not be provided to third parties beyond the scope of the shared use. Furthermore, personal information is kept accurate and up-to-date, and is disposed of or erased once it is no longer needed.

Purpose of shared use

To contribute to interaction between current students and friendship and mutual assistance between graduates

Data items for shared use

Name, phonetic spelling, date of birth, student number, graduation date (date of completion), graduation class number, faculty, department, and major/division (graduate school and division), address, phone number, mobile phone number, fax number, email address, name, address, and phone number of person paying tuition, occupation and place of work, position in the Ofu Association, Association branch name.

8. Treatment on the website

This Policy on the Protection of Personal Information is also applied to the personal information provided by users through the University website. Users who do not consent to the purposes and objectives of use in the Policy on the Protection of Personal Information are requested to refrain from providing personal information. However, users should be aware that in such cases it may not be possible to use the services provided on the University website.

9. Changes to the Policy on the Protection of Personal Information

1. The University retains the right to change at any time part of or all of the Policy on the Protection of Personal Information. Changes to the Policy on the Protection of Personal Information come into effect as of the point in time that the changed Policy is published on the University website.
   It should be noted that personal information that has been provided by users before changes to the Policy on the Protection of Personal Information will become subject to the changed Policy on the Protection of Personal Information.
2. The University will appropriately review etc. the Policy on the Protection of Personal Information according to the progress of information and communication technology and the social needs related to the protection of personal information, and constantly attempt to make improvements.

10. Personal information protection managers

The University posts personal information protection managers, who are given responsibility and authority regarding the implementation and operation of university-wide personal information protection activities.

11. System regarding the protection of personal information

In order to continuously implement initiatives regarding personal information protection, the Policy on the Protection of Personal Information, regulations, detailed regulations, organizational systems, etc. are reviewed regularly and on a necessary basis by the Personal Information Protection Committee, and efforts made for continuous improvement.

12. Personal information protection consultation point (General Affairs Division, General Affairs Section)

2-8-1 Mejirodai, Bunkyo-ku, Tokyo 112-8681
Tel. 03-5981-3114
Fax. 03-5981-3117
e-mail：privacy@atlas.jwu.ac.jp

Policy on the Protection of Personal Information of the Incorporated Educational Institution of Japan Women’s University （371KB）
Inquiries regarding the Policy on the Protection of Personal Information

• This link leads to the Japanese website for the time being.