Rikkyo University Privacy Policy

Handling of Personal Information in Rikkyo University
Last updated: June 1, 2017
< Basic approach to personal information >Rikkyo University (hereinafter referred to as the “University”) recognizes the importance of protecting personal
information and considers the implementation of appropriate management of personal information as animportant social duty. We are committed to complying with laws and regulations on personal information andto protecting personal information in accordance with the following privacy policy established pursuant to theRikkyo University Personal Information Protection Regulations.

1. What is personal information?
Personal information means information about identifiable individuals who are currently enrolled or wereenrolled in the past as undergraduate students or graduate students at the University or who are currently or
were in the past examinees, guarantors, academic staff, etc. at the University.

2. Collection of personal information
Personal information shall be collected using fair and appropriate means and not through improper means. The
purpose of use of personal information shall be expressly shown when collecting it unless the purpose is selfevident.
3. Purpose of use of personal information
The University uses personal information in regular curricular and extracurricular activities and other education
and research activities, to provide the necessary services incidental thereto and for the conduct of school
business. The specific purposes of use are set out in the appended table and shall be expressly shown when
personal information is collected.
4. Provision of information
The University shall not provide personal information to external parties except in the following cases:(1) where it is essential for the administrative purposes of the University;(2) where the data subject has given consent;(3) where it is required by laws and regulations;(4) where there is some emergency and unavoidable reason in order to protect the body, life, etc. of the datasubject;(5) where a public body requests for verification of the identity of the information; and(6) where it is used in academic research.
5. Methods for management of information
The University takes appropriate measures to keep the contents of personal information accurate and up-to-date.
In addition, to safeguard personal information from leakage, losses, misuse, tampering, unauthorized access,etc., it employs reasonable protection measures.
If the University implements outsourcing, business succession and shared use, it will enter into a contract that
includes a non-disclosure contract with the commissioned party and obligate said party to be responsible forstrict management of information, thereby preventing the use of personal information for any purpose otherthan prescribed purposes.
To implement the safeguarding and management measures described above, the University has assigned thePersonal Information Supervisory Manager for the entire University and Personal Information Manager andPersonal Information Processing Manager for each office, department, etc.

Rikkyo University Privacy Policy

6. Disclosure and correction of informationPersonal information shall be disclosed in accordance with the Rikkyo University Personal Information
Protection Regulations and accompanying Detailed Enforcement Regulations. When there is an error inpersonal information, the same shall be adjusted promptly.

7. Complaints
In the case of dissatisfaction with how the University manages personal information, complaints may be lodged
with the Personal Information Protection Review Board. The University’s main contact window will accept
complaints to the Personal Information Protection Review Board.

Last updated: June 1, 2017
Appended table (3. Purpose of use of personal information)
Use classification
Administrative practice
Education and
1. Admission-related (application and admission procedures)
research
2. Enrollment status- related (issuance of student ID card; preparation of lists andother enrollment management activities; procedures for leave of absence, reenrollment, withdrawal, etc.)
3. Class-related (consultation concerning course registration; course registrationand notices; management of classes, practicums and examinations; treatment,
notice *1 and management of grades; confirmation of effects of study;
graduation judgment; degree certificates, etc.)
4. Issuing of certificates, etc.
5. Use of the library and provision of various library services
6. Surveys and preparation of statistical materials *2 concerning education andstudying
7. Surveys related to academic research *3 and preparation of statistical materials *2
8. Practicum-related (teaching practicums; nursing care, etc. practicums; museum
practicums; library practicums, etc.)
9. Application of teacher’s certificate
10. Notices and inquiries posted, etc. within the University campus by theUniversity departments
11. Storage of records of graduates, including enrollment status and grades- related
information; preparation and issuance of various certificates
Education and study 1. Systems of credit transfer with other universities and graduate schools (in andexchanges, supportoutside Japan)
to students studying 2. Attending to various matters regarding studying abroad upon application fromabroad, etc.
students
3. Information exchange for dispatching and receiving students for overseas
cultural training and overseas language training and students who use the systems
for studying abroad available at department levels.
4. Dispatching of various relevant documents to students and guarantors
5. Notices and inquiries to students and guarantors for the implementation ofrelevant programs
6. Administrative practices related to the selection of recipients of scholarships
granted by the University or other organizations and the preparation ofrecommendations-related materials, based on results of the selection of recipientsof Rikkyo University Scholarship for Privately Financed International Students
from among students who wish to receive scholarships
Support to student
1. Guidance and advice on student life in generalRikkyo University Privacy Policy

life

2.

3.
4.
5.
6.

Support to career
path
Information andtelecommunication
Financial affairs

Personnel affairs andwelfare

Health services andmedicalexaminations

7.
1.
1.
2.
1.
2.
3.
1.
2.
3.
4.
1.
2.
3.

4.
5.
6.
7.
8.
Public relations andnotification

1.
2.
3.
4.

Various welfare services for students (scholarships; Student Mutual-aid Health
Insurance Union; comprehensive accommodation guarantee for international
students; student cafeteria; part-time job placement; finding accommodation:
lost and found services; temporary nursery, etc.)
Support for the extracurricular activities of students’ associations and individualstudents (club and circle activities, camping, etc.)
Support for student life (consultation practices; orientation programs;
extracurricular education programs; lost and found services, etc.)
Surveys and preparation of statistical materials *2 concerning student life
Making requests for cooperation with the University’s education activities(tasks related to entrance exams, preparation of handbooks, etc.)
Insurance subscription by students and management of transfer of students *4
Consultation on career path, employment, etc.
Provision of V-Campus and other information services
User identification for the use of computer facilities within the University andprovision of the environment for log-on for each user
Tasks related to payment of tuition and fees
Procedures necessary for accounting treatment (confirmation of statements andreconciliation of evidenced documents)
Registration of bank accounts for payment of salaries, etc.
Management of personnel affairs of employees
Payment, etc. of salaries, payment of taxes and social insurance premiums,
welfareSurveys and preparation of statistical materials *2
Tasks related to Rikkyo Gakuin Pension
Tasks related to medical examination at the Rikkyo Gakuin Clinic
Use of personal information in the Clinic in accordance with the requirements
imposed on medical institutions by the Japan Medical Association
Application to the Student Mutual-aid Health Insurance Union for thereimbursement of medical expenses incurred at the Clinic on behalf of students
who are members of said Union
Emergency response at the Health Center
Health management, including health consultation and health examinations atthe Health Center
Cooperative tasks for users of the Health Center to receive necessary services
when they use the Rikkyo Gakuin Clinic
Answers from the Health Center to inquiries from other departments
concerning status of receiving health examinations
Answers from the Health Center to inquiries from other departments onwhether health examination certificates are to be issued or not
Provision of information *5 concerning the University and the Alumni
Association to graduates
Dispatching of quarterly journals to guarantors
Notification of holding information sessions for guarantors
Dispatching of notices concerning donations*1 In accordance with the letter of consent submitted at the time of entering the University, personal
information of a student (including graduate school student. The same shall apply hereunder.) is offered tohis or her guarantor registered with the University for the purpose of confirming the effects of study, leaveof absence, re-enrollment, withdrawal, etc. However, there are cases where such information provision toguarantors is not conducted with respect to students who have reached the age of 20 years. Students who

Rikkyo University Privacy Policy*2

do not wish such information to be provided to their guarantors should submit applications to the contact
points for academic affairs*.
When statistical materials are prepared, numerical conversion and other processes are employed to ensure
a format that prevents individual identification.
There may be cases where the personal information of a deceased person is disclosed in accordance with
the internal regulations of the Academic Affairs Division if it can be judged that such disclosure is relevant
to academic surveys and research and if it can be judged that said information has no relationship withother living individuals’ personal information.
When a student takes out the insurance and his or her personal information needs to be offered to theexternal organization, we notify the student to that effect and obtain his or her consent.
Regarding the dispatch of information related to the Alumni Association through the University, changes
may be made at the points of contact for academic affairs* when a person is enrolled in the University andat the point of contact for the Alumni Association* after graduation.

*3*4*5* Departments in charge of contact points
Contact points for academic affairs: Academic Affairs Center, Independent Graduate Schools Office,Law School Office
Contact point for the Alumni Association: External Relations Section