Privacy Policy

 

School Juridical Person International Christian University
Policy on the Protection of Personal Information

Enacted August 2005
Revised April 2023
School Juridical Person International Christian University

School Juridical Person International Christian University (hereinafter referred to as the "juridical person") has established the following policy, recognizing the importance of personal information based on the idea of respect for each individual's character, and will take particular care in the handling of personal information and actively work to ensure its protection.

1. Compliance with Laws and Regulations Pertaining to Personal Information

The juridical person will observe the Act on the Protection of Personal Information (hereinafter referred to as the "Personal Information Protection Act"), Guidelines on the Act on the Protection of Personal Information, and other related laws and regulations, etc. in the handling of personal information.

2. Definition of Personal Information

Personal information handled by the juridical person means the information acquired in connection with the activities of the juridical person that can identify a specific living individual from the name, date of birth, gender, address, nationality, telephone number, e-mail address, application number, student number (ID), academic information such as grades, scholarship information, career information, donation record, health information, etc. included therein (refer to Article 2, paragraph 1 of the Personal Information Protection Act). It also includes information that can be readily collated with other information and thereby indirectly identify a specific individual.

3. Acquisition of Personal Information

The juridical person will acquire personal information through lawful and fair means. The juridical person will not acquire an individual's personal information without obtaining their express prior consent, unless there is a compelling reason to do so. The juridical person will not collect personal information beyond the scope necessary to achieve the purposes set forth in the next section.

4. Purpose of Use of Personal Information

The juridical person will use acquired personal information within the scope of the following purposes as necessary for the performance of administrative duties. We will not use personal information beyond this scope except when prior consent is obtained from the individual in question or when specified in the Personal Information Protection Act.

Students Matters relating to educational affairs, the issuance of various certificates, responses to surveys and submission of reports to organizations such as the Ministry of Education, Culture, Sports, Science and Technology (hereinafter referred to as "MEXT"), scholarships, international exchange, student exchange, the use of facilities, career support, health management, consultation support, ceremonies, tuition, the juridical person's public relations, and organizations affiliated with the juridical person (Alumni Association, JICUF)
*Refer to Section 7 regarding the joint use of information
Graduates Matters relating to the issuance of various certificates, responses to surveys and submission of reports to organizations such as MEXT, career survey, the use of facilities, the juridical person's public relations, and organizations affiliated with the juridical person
Parents and guarantors Matters relating to student support activities, tuition, enrollment in insurance, scholarships, and donations (fundraising)
Applicants Matters relating to admission screening and selection, enrollment in insurance, pre-admission education, admission procedures, the juridical person's public relations, and statistical survey and analysis
Persons requesting admission materials or those participating in events for high school students Matters relating to the sending of materials, the operation of events, and the distribution of information from the juridical person (including the International Christian University High School)
Participants at open lectures, etc. Matters relating to registration for participation, the operation of lectures, and the distribution of information from the juridical person
Officers of the juridical person Matters relating to the operation of the Board of Trustees and Board of Councilors, responses to surveys and submission of reports and applications to organizations such as MEXT, and application for subsidies
Job Applicants Matters relating to the selection of applicants and hiring procedures prior to employment
Academic staff Matters relating to educational and research activities, the operation of the juridical person, personnel, salary, welfare system, health management, the use of facilities, inquiries from outside the university, application for subsidies, and responses to surveys and submission of reports and applications to organizations such as MEXT, etc.
General staff Matters relating to the operation of the juridical person, personnel, salary, welfare system, health management, the use of facilities, application for subsidies, and responses to surveys and submission of reports to organizations such as MEXT, etc.
Donors Matters relating to donations (fundraising)
Groups and individuals external to the juridical person Matters relating to the operation of events held by the juridical person, off-campus housing referral for students, and entrusting of administrative duties to contractors
All In addition to the above:
(1) Statistical survey and analysis, and presentation of the results thereof as academic research results
(2) Self-study, certified evaluation and accreditation
(3) Other matters necessary for education and research duties of the juridical person and the management and operation of the juridical person such as various communications from the juridical person.

5. Management of Personal Information

The juridical person will take the necessary and appropriate security management measures to prevent unauthorized access, alteration, leakage, loss, etc. of personal information. When the handling of acquired personal information is entrusted to external contractors, we will exercise necessary and appropriate supervision over the contractors to ensure that the personal information is securely managed.

6. Provision of Personal Information to Third Parties

The juridical person will not disclose or provide acquired personal information to any third party without obtaining the express prior consent of the individual in question, unless permitted to do so based on the Personal Information Protection Act or other laws and regulations.

7. Joint Use of Personal Information

The juridical person will jointly use personal information within the following scope based on Article 27, paragraph.5, item (3) of the Personal Information Protection Act. In this case, we will manage the joint use appropriately to ensure that the information is properly handled.

(1) Joint User (a): ICU Service Co., Ltd.

Purpose of joint use Matters relating to enrollment in insurance and statistical survey
Items of personal data to be jointly used Personal information about students and prospective students: Name, date of birth, age, gender, application number, TOEIC® Institutional Program (IP test)-related information, guarantor's name and address
Person responsible for the management of personal data The juridical person

(2) Joint User (b): Japan ICU Foundation (JICUF)

Purpose of joint use Matters relating to student recruitment activities, scholarships and other student support services, and the provision of information on activities for the development of the juridical person, etc.
Items of personal data to be jointly used Personal information about students and applicants: Name, application number, pass/fail result, and admission status
Person responsible for the management of personal data The juridical person

(3) Joint User (c): ICU Alumni Association

Purpose of joint use Fellowship between alumni members, collection of alumni membership fees, and the provision of information on activities for the development of the juridical person, etc. (creating a list of names, sending newsletters, etc.)
Items of personal data to be jointly used Personal information about students and graduates: Name, date of birth, address, telephone number, department, date of admission, and ID number.
Personal information about students: E-mail address assigned by the juridical person, guarantor's name, relationship, and phone number.
Personal information about graduates: Career and further education information.
Personal information about academic staff: Information related to appointment and dismissal orders, telephone extension number, and e-mail address.
Person responsible for the management of personal data The juridical person

8. Requests for Disclosure, Correction, Suspension of Use, Etc. of Personal Information

The juridical person will promptly respond to any request made by an individual to disclose, correct or cease using, etc. their personal information collected by the juridical person after verifying the identity of the individual.

Please direct requests for disclosure, etc. of your personal information to the following contact. Please inquire for further details.

Current students: Academic Affairs Division
Graduates: Advancement Office
Academic and general staff (Full- and part-time): Personnel Division
You can also request disclosure, etc. of personal information at other divisions to which you have submitted your personal information.

9. Organization and System

The juridical person will establish an internal management system to protect personal information and inspect this system on an ongoing basis. We will also adopt policies for the continual training of faculty and staff in order to ensure the proper handling of personal information.

10. Inquiries Regarding Personal Information

General Affairs Group, General Affairs Division,
School Juridical Person International Christian University
Tel: 0422-33-3016
Fax: 0422-33-9887
E-mail: soumug@icu.ac.jp

11. Revision

The juridical person may revise this Policy on the Protection of Personal Information to the extent that such revision does not violate the Personal Information Protection Act, related laws, and guidelines.

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