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Privacy Policy for Participants of an Event, Conference, Meeting, Program,Seminar and/or Lectures (online or on site) held, organized and provided
by EU Centre of Kyushu University
This Privacy Policy describes how and why National University Corporation
Kyushu University (hereinafter referred to as “KU” or “we”) through its EU
Centre collects, uses and stores your personal data and your rights in relation to
the personal data KU holds. If you have any questions, concerns or would likemore information about our privacy policy, please contact at johokokai@jimu.kyushu-u.ac.jp. The most current version of this Privacy Policy will
be available on EU Centre website.

1. The personal data we collect

The personal data KU collects from you is as following:
・Personal contact details: your name, home address, email address, andphone number;・Personal details: date of birth, gender, nationality/citizenship, andphotograph;
・Profile data including your enquiries, specific requests, preferences,feedback, and survey responses that you provide to KU;・Contact details about your family as part of the participation process, andnext of kin or guardian in the event of emergency;
・Other data or information about you which have been generated during your1Rev. 2022.4

time at KU (participation of an event or program), and data on how youaccess or use KU’s resources (library, websites, virtual, learningenvironments);
・Information about your bank accounts details＊;
・Information about your academic transcript (Grade Point Average Score)＊;・Information about your language learning history＊; and・Data or information related to Study abroad insurance＊.
Note: Personal data marked with “＊”symbols in the sentence above may becollected from those who applies to participate in a special program provided
by KU as necessary.
2. How KU collect your personal data

The personal data we will collect is directly from you or when you:・submit the application documents by e-mail, post or hand in;・request or enquire any KU information to be sent to you;・complete the online application forms;
・access any web account on KU’s platforms;
・register for an event-conference, seminar, workshops or visit KU campus;
・participate in an event-conference, seminar, workshops or other program
held, planed and/or provided by KU;
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・request additional services such as transportation, visa assistant oraccommodation;
・provide your personal data online; or・provide your personal to the other parties such as consultants or officialorganizational representatives.
3. How KU use your personal data

We process your personal data for the lawful base which is a contractual
obligation or steps on your part to enter into a contract with KU-based on yourrequest to participate an event, seminar, conference and other programorganized and provided by KU. For fulfilling this respect, we use your personal
data for the following:・to provide our conference service, IT information and other conference(program) related service to you;・to deal with any concerns or feedback you may have;・to provide you further information regarding the event, seminar and programorganized by KU;
・to administer financial documents, statements and receipts;

・to remit scholarship to your bank account;・to ensure your and participant safety and security;3Rev. 2022.4

・to process your personal data for other purposes for which you provide it tous; and・to evaluate and monitor the performance and effectiveness of KU.

We may also process your personal data in relation to compliance with our legal
obligations and our missions. For fulfilling this respect, we may use yourpersonal data for the following:・financial audits;
・compliance with our regulatory and legal obligation; and・prevention and detection of crime.
If you access certain optional services, we will ask for your consent for dataprocessing.
We may process your personal data because it is necessary for our legitimate
interests. In this respect, we may use your personal data for the following:・to maintain and improve academic, educational and research ability, andfinancial and human resource management of KU;

・to promote equality, diversity and research integrity; and・

to monitor compliance with KU’s rules and regulations.
4. Sharing your personal data with third parties

Your personal data may be shared with the following types of relevant publicauthorities:
・Ministry of Education Culture, Sports, Science and Technology;

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・Immigration Bureau, Ministry of Justice;・Japan Society For the Promotion of Science; and/or・EU related public authorities.

If we want to use your personal data for a reason other than those purposes set
out above, or transfer your personal data to any other third parties, you will be
notified and asked for consent.
5. How long we keep your personal dataYour personal data we collected either through the application process ordirectly from you, will only be kept for a period, that is set base on the legal
requirements of the national and local authorities in Japan.
6. Your rights

Once your personal data has been collected, you have the right:
・to request an access to your personal data that we hold;・to rectify or erasure your personal data;・to restrict or object to processing your personal data;・to ask for a copy of your personal data in a format that allows easy transfer(“data portability”); and5

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・to withdraw consent at any time, without affecting the lawfulness processing
based on consent before this withdrawal.
7. Cookies* policy:

We will use cookies to collect some personal data when you browse ourwebsite.
The personal data collected by cookies will only be used for our services
mentioned above.
We also use cookies to deliver our services (including, but not limited to,“Application Form” and “Language Setting”, and “Survey”) and targeted
advertising based on your use of our web site.
Advertising technologies which may set cookies on our site including, but notlimited to, Facebook, Twitter, YouTube and others.
We also use Google Analytics and Adobe Analytics and others to collectinformation on how visitors use our site.
Cookies policy for Google Analytics
https://www.google.com/analytics/terms/us.html
Cookies policy for Adobe Analytics
https://marketing.adobe.com/resources/help/en_US/whitepapers/cookies/cookie
s_privacy.html

Data about how cookies can be controlled within the various browsers:
Cookies in Internet Explorer
https://support.microsoft.com/en-us/help/17442/windows-internet-explorerdelete-manage-cookiesCookies
Cookies in Safari
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https://www.apple.com/legal/privacy/en-ww/cookies/
Cookies in Opera
https://www.opera.com/ja/privacy

Cookies in Google Chrome
https://policies.google.com/technologies/cookies?hl=en
Cookies in Firefox
https://support.mozilla.org/en-US/kb/cookies-information-websites-store-onyour-computer?redirectlocale=en-US&redirectslug=Cookies

Cookies in Zoom
https://zoom.us/cookie-policy
Please refer the website above to each cookies policy to opt out cookies.
*Cookies are small text files including a unique identifier, which are stored toyour computer or other device when you visit our website, if your browser allowsit.
8. How we protect your personal data

We are improving security measures to protect your personal data, information
security policies that must be read and understood by all member of staffs. The
personal data is only available to those members of staffs who require accessas part of their duties.
We may update this Privacy Policy at any time. The most current version will beavailable on EU Centre website or it can be notified to you by e-mail.

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