Berkeley House Language Center IELTS Testing Rules
Item 1 General Rules
IELTS is short for International English Language Testing System, and is jointly ownedby the British Council, IDP: IELTS Australia, and the University of Cambridge Local
Examinations Syndicate. The International English Language Testing System(hereinafter IELTS) is created and maintained by internationally-recognized experts inlanguage proficiency certification in order to measure the accurate language skills of testtakers. IELTS Band 4～９ (NQF Entry 3～ Level 3) is recognized by Ofqual (Office of
Qualifications and Examinations Regulation) in the UK. Berkeley House IELTS Official
Test Centre (hereinafter Berkeley House) has been authorized by the British Council toadminister IELTS tests within Japan and conduct related activities.
The rights, privileges, and conditions for IELTS applicants and test-takers are
determined according to the Testing Rules outlined below (hereinafter “these Rules”), the
IELTS test Notice to Candidates (hereinafter “Notice”), “Declaration,” and “Terms andConditions.” IELTS applicants and test-takers are to read carefully, understand, andagree to the content therein before applying, so that they have an obligation to adhere to
the Testing Rules, starting from the time of application.
Item 2 Test-taker Eligibility and Conditions
１．There are no restrictions on test-taker profession or academic history, although it isdesirable for test-takers to be at least sixteen years old in the year in which they sit the
test. Children under the age of eleven are not allowed to sit the test.
２．If a minor under the age of eighteen is applying and sitting the test, his/her
guardians must submit the application, with their full consent.
３．It is not possible to apply for or sit more than one IELTS test on the same day. If a
test-taker has done this, it will be treated as cheating, with the results of both tests
rendered invalid, and the test-taker will not be informed of the results.
４．If Berkeley House believes that either of the following are true, it may refuse theright of the applicant to sit the IELTS test.
(a) There are concerns that the applicant is going to use the IELTS test to violate therights of a third party and/or commit an illegal act.
(b) It is deemed likely that the test-taker’s purpose is far-removed from the purpose of
the test as a proof of English language proficiency.
Item 3 Applications
１．Reading and Agreeing to the IELTS Test Overview Documents

Test-takers are to read through the Berkeley House website, the “Notice to Candidates,”
and the “Terms and Conditions” before they confirm and agree to the IELTS test fee, test
time, and venue, then apply for the test.
２．Test Format
IELTS is offered as the paper-delivered IELTS (IELTS on Paper) and computer-delivered
IELTS (IELTS on Computer), and Berkeley House offers IELTS on Computer. The IELTS
test has two modules, the Academic Module (for study-abroad and work) and the General
Module (for immigration to Commonwealth countries). Both modules test the four skills
independently: Writing; Reading; Listening; and Speaking. For the computer-delivered
version (IELTS on Computer), the Listening, Reading, and Writing portions of the test
are conducted on the computer. The Speaking test is conducted as a one-on-one interview(this can be either in-person or online). The Writing, Reading, and Listening tests arecompleted on the same day. Individual parts of the test may be offered in different orders.
The Writing and Reading portions of the tests differ between the Academic Module (forstudy-abroad and work) and the General Module (for immigration to Commonwealthcountries).
If a test-taker is unsure which test to apply for, s/he should confirm with the bodyrequiring an IELTS test result.
３．Applicant Registration（1）If all places are filled, applications will be closed, even before the deadline.
（2）Applicant Registration is complete once the “Confirmation of completion of IELTS
registration and acceptance of application” has been sent to the applicant. If
registration is not completed due to a user system navigation error, Berkeley House
is not responsible.
（3）The “Confirmation of completion of IELTS registration and acceptance of
application” should arrive by the next business day after payment. If the“Confirmation of completion of IELTS registration and acceptance of application”
does not arrive by the next business day, the applicant must contact Berkeley House.
４．Identification Necessary for Application（1）In order to apply through Berkeley House, the applicant must have a valid passport
on test day. The only form of identification accepted for sitting the IELTS through at
Berkeley House is a passport, such that no other forms of identification may be used
for registration or to sit the test.
（2）The applicant must be sure to enter their passport information correctly at the timeof applicant registration. If there are any discrepancies with the passport number,bearer name, sex, or expiration date, the applicant may not be allowed to sit the test.
（3）If the applicant renews his or her passport after application, s/he must inform
Berkeley House by 10:00 no later than three days before test day.
５．Cancellation Policy

（1）The deadline for applying for cancellation is no later than 23:59 five days before testday. Any cancellations after this time will not be refunded. Once a cancellation
request has been made, the full amount minus a handling fee (JPY 6,300 including
tax or JPY 4,200 including tax for One Skill Retake) will be refunded. Accidental
cancellations will still be processed as cancellations.
（2）The standard cancellation policy applies even when the test-taker him- or herself has
applied to the wrong venue, date, module, or test format.
（3）Once a cancellation request has been processed it cannot be undone.
（4）In the following situations, the test-taker is eligible for a refund even if thecancellation application deadline is passed. If the refund is approved, the full amountminus the handling fee (JPY 6,300 including tax or JPY 4,200 including tax for One
Skill Retake) will be refunded.
(A) If the test-taker is seriously injured or ill and unable to sit the test on test day. Minor
injuries or the common cold are not included in this exemption. Depending on the content
of the official diagnosis document, a refund may be denied.
(B) If the test-taker will be attending a funeral or wake for a relative within three degrees
of separation, the day before, the day of, or the day after the test.
(C) If public transportation is not functioning on test day and it is clearly impossible forthe test-taker to reach the test venue.
（5）For any of the cases listed above (A, B, or C), the test-taker should scan and send
via email, or send originals via post, the relevant document out of those listed below, toBerkeley House, within two days after the Listening, Reading, Writing (hereinafter “LRWtest”).
(a) Diagnosis document (with the signature of the diagnosing doctor and clinic/ hospitalseal)(b) Formal letter of thanks from the chief mourner for attending a funeral(c) Certificate of public transportation delay(6) In any of the following cases, the test-taker will not be allowed to sit the IELTS test
for which s/he registered through Berkeley House and will be ineligible for refunds.
・If the test-taker cannot bring the same valid passport on test day, as the one used for
applicant registration.
・If the test-taker has not completed the procedure for reregistering a renewed passport.
・If there are any falsehoods discovered in the content of the application after theapplicant has completed the payment procedure.
・Any other situation in which procedures necessary to sit the test are still incomplete orincorrect as of the application deadline, after the applicant has completed the payment
procedure.
６．Changes (Test Date/ Test Venue/ Module)（1） It is possible to make changes no later than 23:59 five days before test day.
However, if the desired new date or venue is already fully booked, the change will bedenied. There is no changing fee for the first-ever change request. If the test-taker wishes

to make subsequent changes, the change fee is JPY 6,300 including tax or JPY 4,200
including tax for One Skill Retake.
（2） If the test-taker wishes to undo changes that have already been processed, s/hemust go through the standard change procedure again.
７．Confirmation Notice(1) The Confirmation Notice (giving details of the venue of the LRW and Speaking
tests and test day schedule) will be uploaded on the Berkeley House website no later
than one week before the IELTS test.
https://berkeleyhouse.co.jp/ieltstestcentre/news/confirmation/(2) The Speaking test time slot can be changed by the applicant from the test-taker
webpage after the application process is completed.
８．Date and Time of Speaking Test
（1）As a general rule, the Speaking test will take place on the same day as the LRW
test.
（2）If the applicant accidentally registers the wrong time slot, the Berkeley HouseIELTS Official Test Centre is not responsible.
（3）Berkeley House may request a change in Speaking test time due to Berkeley House
internal conditions or examiner conditions.
９．Special Accommodations(1) The IELTS is designed to accurately measure the English proficiency of any and all
persons, so that there are special accommodations available for test-takers withdisabilities. Anyone who requires these special accommodations must contact Berkeley
House in advance. After a consultation regarding details of the desired accommodation,
the test-taker should either email a scan or post a paper version of a doctor’s diagnosis
document (in English) and/ or disability certificate so that the details of theaccommodations can be determined. In light of the time necessary for Berkeley House to
make the necessary arrangements, test-takers should make the request no later than
three months before the desired test day.
(2）If a test-taker has received an exemption for one or more of the four portions of thetest due to disabilities, this fact will be printed on the Score Report. The score(s) for the
portion(s) exempted will be estimated by the University of Cambridge Local
Examinations Syndicate based on the non-exempted sub-scores, so that there is no
disadvantage for disabled test-takers, so that they may also receive an Overall bandscore.
Test Day
Item 4Due to the high-security nature of the IELTS test, there are test-taker personal details
checks and restrictions on items that may be brought into the test room.
１．Registration and Confirmation of Test-Taker Information

（1） Test-takers’ personal information will be registered and confirmed during the ID
checks on the day of the IELTS test. Test-takers’ personal information includes thefollowing:(A) Fingerprint of the index finger of the right hand (scanned data)※ If a fingerprint scan of the right index finger is impossible due to accidents, injuries, orother reasons, the test-taker should contact Berkeley House by telephone or email.
(イ) Photography of the test-taker’s face (to be used on the Score Report)(ウ) The same signature as that on the passport（2） The test-taker personal information thus registered will be used during the testtaker’s exit and return to the test room during the Reading and Writing tests (bathroom
breaks), during the test-taker’s exit and return to the test room during the Speaking test,
and for confirmation of identity.
２．Personal Belongings（1）During the LRW test
(Required items)
・Passport: must be valid as of test day and cannot be a copy.
(Must have any covers or stickers removed) If the test-taker brings a different passport
from the one used for applicant registration, or the test-taker has forgotten to bring a
passport, s/he may not sit the test. In these situations, there will be no refund. If the testtaker has renewed his or her passport before test day, s/he must inform Berkeley Houseby telephone or email no later than 10:00 three business days before test day.
(Items permitted in the test room)
・Water (Must be in a pet bottle with the label removed. No carbonated or sports drinks.)
・Glasses (No glasses cases.)※ Pens and/ or pencils will be provided by Berkeley House; the test-taker may not bring
their own into the test room.
（2）During the Speaking test
(Required items)
・Passport: the same one as that presented for the LRW test（3）If a test-taker wishes to bring into and use in the test room for medical reasons
items not permitted, s/he should contact Berkeley House no later than 10:00 threebusiness days before test day. (E.g. eye drops, crutches, handkerchiefs, customary
medications.)
３．Management of Belongings（1） All belongings other than the items permitted in the test room must be placed in
the lockers provided.
（2） Test-takers should put their belongings in the lockers, lock them, and keep thenumber tag.
（3） Berkeley House is not responsible for any loss or theft of test-taker belongings,
so test-takers should avoid bringing valuables.

（4） Metal detectors may be used before and during the test in order to inspect
belongings.
（5） If a test-taker is found to have prohibited items in the test room, the results of
his or her test will not be revealed and there will be no make-up test or refund.
４．Late Test-Takers(LRW test)（1）The venue will open 60 minutes before the start of the test, and check-in will be
until 30 minutes before the start of the test. As a general rule, if a test-taker has not
arrived at the venue by the end of the check-in period, s/he will be considered late, thus
forfeiting eligibility to sit the test. In this situation there will be no make-up tests or
refunds, so test-takers are advised to schedule plenty of time to reach the venue.
（2）If a test-taker is late due to delays (including paralysis of the transport system) inpublic transportation (including ships/ boats, airplanes, trains, and buses, but not taxis)s/he must present a certificate of public transportation delay. These will only be accepted
if they offer reasonable proof that the test-taker could not have reached the venue intime. Berkeley House will determine how to handle the situation depending on the extent
of the test’s progression at the time of processing of the certificate of public
transportation delay. If the test-taker is unable to reach the test venue on test day due toextreme delays, s/he should send to Berkeley House before 17:00 on the day after the test
information about transportation routes and boarding times by email, along with a scanof the certificate of public transportation delays, or the paper version sent by post.
（3）If the certificate of public transportation delay is processed, Berkeley House may
offer a make-up test. In that situation, the new test day can only be a day not yet fully
booked. If none of the possible new test dates are acceptable for the test-taker, s/he may
be eligible for a full refund instead. In that case, the handling fee (JPY 6,300 including
tax or JPY 4,200 including tax for One Skill Retake) will be deducted from the refund.
（Speaking Test）（1）If the test-taker is late for the Speaking test time slot, s/he will be considered late
and will forfeit eligibility to sit the test. There will be no make-up tests or refunds in thatcase, so test-takers are advised to schedule plenty of time to reach the venue.
（2）If a test-taker is late due to delays (including paralysis of the transport system) inpublic transportation (including ships/ boats, airplanes, trains, and buses, but not taxis)s/he must present a certificate of public transportation delay. These will only be accepted
if they offer reasonable proof that the test-taker could not have reached the venue by thedesignated Speaking time slot. Berkeley House will determine how to handle thesituation depending on the extent of the test’s progression at the time of processing of thecertificate of public transportation delay. If the test-taker is unable to reach the test
venue on test day due to extreme delays, s/he should send to Berkeley House before 17:00
on the day after the test information about transportation routes and boarding times by
email, along with a scan of the certificate of public transportation delays, or the paper
version sent by post.

（3）If the certificate of public transportation delay is processed, Berkeley House may
offer a make-up test. In that situation, the new test day can only be a day not yet fully
booked. If none of the possible new test dates are acceptable for the test-taker, s/he may
be eligible for a full refund instead. In that case, the handling fee (JPY 6,300 including
tax or JPY 4,200 including tax for One Skill Retake) will be deducted from the refund.
５．Prohibition of Question Leaks
The content of the IELTS test is not made public. Any copying of part or all of the test
questions, making these public, or leaking them (including posting to the Internet orsocial media) is strictly forbidden, and this behaviour will be treated as cheating.
６． Prohibition of Recording, Filming, and Other Leakage of Test Information
Any kind of recording or filming at the test venue, or sharing information obtained
regarding the test to other companies is strictly prohibited.
７．
Listening Test Acoustics
The sound volume and quality will be tested before the start of the Listening test. Testtakers who are dissatisfied with either the volume or the quality of the sound should
speak up during this testing. No complaints will be accepted after the sound check.
8．Asking The Test Supervisor Questions
Test room staff may not answer any questions regarding the content of the test questions.
9．Leaving and Re-entering the Test Room During the Test
In general test-takers may not leave the test room while the test is in progress, but incases of needing to use the bathroom or feeling unwell, or other unavoidable reasons, they
may temporarily leave the test room and re-enter. If they wish to leave the test room,
test-takers should raise their hands and quietly alert the test room staff. There is no timeextension to cover time lost during a bathroom break. During any instructions given
regarding the whole test or before each part, during the last ten minutes of the Reading
and Writing tests, during the Listening and Speaking tests, test-takers may not leave theroom, and if they do, may not re-enter the test room to resume their tests for any reason,and may not sit subsequent parts of the test.
10．Taking the Logon Details Sheets or Memo Paper out of the Test Room
Under no circumstances may test-takers remove Logon Details sheets, memo paper, ortask cards from the test room. If a test-taker is found to have done so, s/he will beconsidered to have leaked test questions and dealt with accordingly, including legal action
if necessary.
11．Filming or Recording the Speaking Test
The content of the Speaking test will be filmed and recorded. If for some reason the
Speaking test has not been filmed or recorded, there will be a retest of the Speaking test.

12．Prohibited Actions（1）If a test-taker has committed any of the following prohibited acts, s/he will loseeligibility to sit the test, will not be allowed to sit the test on the day that s/he was foundto be committing prohibited acts, will not receive a Score Report, and will not receive arefund. The test-taker may be banned from future tests as well. If a test-taker who has
been banned from sitting future tests still tries to apply, the application will beconsidered invalid and the test fees will not be refunded. The judgement of whether or
not a prohibited act has taken place will be rendered on the day of the test in question,
by deliberation between Berkeley House and the British Council, and the results of saiddeliberation will be conveyed to the offender orally or in writing at a later date.
(a) Bringing non-permitted items into the test room(b) Talking to other test-takers after the start of the test or otherwise obstructing othertest-takers(c) Lending or borrowing items with other test-takers during the test(d) Eating, drinking, or smoking in the test room ※Except drinking water, which ispermitted(e) Leaving the test room without permission from the Test Day Supervisor(f) Any act during the Speaking test that makes the examiner feel uncomfortable orfrightened(g) Leaving the test centre without permission to leave(h) Any cheating or other acts that threaten the smooth and/ or safe delivery of the test
（2）Cheating and other prohibited acts include, but are not limited to, the following:(a) Using prepared notes or other external information, or other forms of cheating(b) Aiding other test-takers in their attempts to cheat(c) Impersonating other test-takers or having someone else impersonate him/her(d) Coping other test-takers’ answers(e) Obstructing the IELTS test(f) Copying test content using some form of medium(g) Falsifying or altering the information given in the Score Report（3）Any test-taker who is caught committing prohibited acts or cheating will not beallowed to sit the remainder of the test and will not receive a Score Report. Any testtakers found to be cheating or committing prohibited acts may be banned from sitting thetest in the future and may face legal action.
Test-takers caught committing prohibited acts may be reported to the worldwide
regulatory arm of the administration.
14．Influenza and Other Infectious Diseases
If a test-taker has influenza or another infectious disease, or if undiagnosed, is suspected
to have an infectious disease, s/he should refrain from sitting the test. If a test-taker has
influenza or another infectious disease, or is suspected of such, s/he may be turned away
at the test venue. In this situation, the usual Berkeley House cancellation policy applies.
Item 5 After the Test
１．Test Results

（1）The IELTS test is scored along nine increments. The individual scores of the fourparts of the test, namely the Listening, Reading, Writing, and Speaking parts, andthe Overall Band Score are displayed from 1 (lowest) to 9 (highest) with incrementsof 0.5.
（2）Test results are valid for two years from the date of the LRW test.
（3）The Test Report Form (TRF) is issued three to five days after the LRW test anddelivered by post.
（4）Three to five days after the test, scores will be available for viewing online as well.
To view scores online, test-takers will need to provide their full names (in Roman
alphabet), date of birth, and passport number.
（5）Scores cannot be disclosed by telephone, fax, or email.
（6） If the IELTS Test/ Test Partner organizations have determined that some kind of
confirmation procedure is necessary regarding a test-taker’s results, scores may not
be issued three to five days after the test. Also, in some rare cases, test-takers may
be asked to retake some parts of the test.
２．Mailing of Additional Score Reports to Educational, Government, or Specialist
Organizations, or the Individual Test-Taker（1）For submission of Score Reports to educational institutions or immigration
authorities, or to the individual test-taker, if less than two years have passed since
the date of the LRW test, Additional Score Reports may be issued free of charge (noupper limit on number of copies), to be mailed for only the postal fee.
Postal Fees: Regardless of the number of copies requested, the following fees apply:
Mailing by Post Inside Japan: JPY 1,100 (with tax)
Mailing by Post Outside Japan: JPY 3,500 (with tax)
Electronic Submission: Free of charge（2）There are two procedures for requesting that Additional Score Reports be sent.
(a) Before applying to sit the test: test-takers may register this request online during theapplicant registration process.
(b) After applying to sit the test: Test-takers should fill out the Additional Score Report
request form and send it by post or email to Berkeley House. (Each request form has
space for two addresses of receiving institutions. If a test-taker wishes to send
Additional Score Reports to three or more institutions, s/he should fill out a second formand submit this as well.)（3）Additional Score Reports will be sent as soon as possible, but this means roughly
one week between the date of request (completion of payment of handling fees for
mailing) and the date of mailing. Test-takers should make the request in advance inorder to make their deadlines. If the Additional Score Reports do not reach theirintended recipients or are delayed due to postal system issues, Berkeley House is
not responsible.
（4）Additional Score Reports will be sent electronically or by post. Berkeley House will
determine whether the receiving institution accepts electronic submissions afterBerkeley House has received an Additional Score Report request form.

（5）Additional Score Report request forms must be filled out correctly (especially theaddress of the receiving institution must be correct). Berkeley House is not
responsible for any Additional Score Reports reaching the wrong recipient due toomissions or errors in the information filled out on the request form.
３．Rescoring Procedure（1）In order to ensure fairness for all test-takers, it is possible for a test-taker torequest a rescore (Enquiry on Results/ EOR) within six weeks if s/he is not satisfied
with results. In order to request this, If the score changes due to this procedure, thetest-taker should send in the original Score Report. A new Score Report will be sent
and the old one disposed of within the test centre. The new Score Report will bevalid for two years from the date it was issued, not two years from the original test
date.
（2）The fee for an EOR is JPY 15,000 with tax. If the band score changes, however, thiswill be refunded in full. If the EOR results in no change to the score, there will be norefund of the EOR fee.
（3）The rescoring (EOR) process is completed in two to twenty-one days. Afterwards,
the British Council will send an email notifying the test-taker of the result.
（4）It is not possible to contest the rescoring result. EOR rescoring results are final.
（5）Current Score Reports may not be used for applications to universities orimmigration authorities during the EOR process.
Item 6 Liability Disclaimers Regarding the IELTS Test
１．Berkeley House has the right to cancel any scheduled IELTS or refuse an individual
test-taker. If an IELTS test has been cancelled, the already-paid test fees will be
refunded, or a make-up test offered with no handling fee.
２．Berkeley House has the right to change the test date, test venue, order of individual
parts of the test, test fees or any other costs. If there is a need to change the test date,test venue, order of individual parts of the test, test fees or any other costs, this fact will
be posted on the Berkeley House website as soon as possible.
３．Regarding provision of the test itself or issuing a Score Report, if there arecircumstances resulting in interruption, delays, or cancellation, Berkeley House, theBritish Council, and the University of Cambridge Local Examinations Syndicate will dotheir best to resume service, but Berkeley House’s individual contribution to this effort
will be limited to refunding test fees and changing test dates.
４．Berkeley House will do its utmost to ensure the safety of test-takers and IELTS test
security as it provides IELTS tests, but in the following cases, it is not responsible.
(a) Natural disasters, riots and revolutions, strikes, etc. causing situations beyond
Berkeley House’s control in which it is not possible to conduct duties related toprovision of the IELTS test.

(b) Orders from government authorities(c) Unforeseen disasters on land, at sea, or in the air(d) Traffic accidents(e) Postal accidents, conditions, or inability to make deliveries(f) Problems between test-takers or their guardians or other attendants at the test venue(g) Serious accidents or incidents at or near the test venue
Item 7 Liability Damages
If an applicant or test-taker has caused physical or psychological damage to Berkeley
House or a third party at the time of sitting an IELTS test, s/he will be liable fordamages.
Item 8 Extent of Liability
Under any and all circumstances, the upper limit of Berkeley House’s liability towards
applicants and test-takers shall be the full amount of test fees paid by said test-taker.
Item 9 Changes to the Test Rules
Berkeley House may change these rules without notifying applicants, test-takers, orgroup application organizers in advance. If there are any changes made, they will bemade publicly available as a document or on the website.
Item 10 Intellectual Property Rights
All copyrights and intellectual property rights regarding the IELTS test are held by the
British Council, IDP:IELTS Australia, and the University of Cambridge Local
Examinations Syndicate. These rights are protected according to the copyright laws ofJapan and related legislation.
Item 11 Trademark Registration
IELTS is registered worldwide as a trademark of the British Council, IDP:IELTS
Australia, and the University of Cambridge Local Examinations Syndicate. Use of the
IELTS trademark is only permitted for the British Council, IDP:IELTS Australia,
University of Cambridge Local Examinations Syndicate, and IELTS Official Test
Centres.
Item 12 Protection of Personal Information
１．Berkeley House promises to respond appropriately to the expectations of all inquirers
regarding the IELTS test (hereinafter “inquirers”), applicants, and test-takers, and torespect all relevant laws regarding personal information or other sensitive information.
２．An overview of Berkeley House’s personal information protection policy is given
below:（1）
Berkeley House will gather only what information is necessary to respond to therequests of, provide the information requested by, inquirers, applicants, or test-takers
regarding the IELTS, for the benefit of inquirers, applicants, or test-takers regarding the
IELTS.

（2） If Berkeley House no longer has any need of information about inquirers,
applicants, or test-takers regarding the IELTS, or if requested to by said inquirers,
applicants, or test-takers regarding the IELTS, Berkeley House will delete theinformation.
（3） Berkeley House will do its utmost to fully explain all of the things it will do with
the information provided by inquirers, applicants, and test-takers regarding the IELTS.
（4） Inquirers and test-takers will decide for themselves what to do with information
obtained from Berkeley House, and how to do it.
（5） This applies to all inquirers, applicants, and test-takers regarding the IELTS.
Berkeley House will never pass the information of inquirers, applicants, and test-takers
regarding the IELTS to third parties for marketing purposes, without prior permission.
３．Handling of personal information shall be as determined in Item 16.
Item 13 Language
The Japanese version of these rules shall be treated as binding. Even if these rules aretranslated into other languages for reference, the Japanese version will still be the onethat is binding.
Item 14 Governing Law
Japanese law shall be the governing law for the creation, legal efficacy, execution, andinterpretation of these rules.
Item 15 Jurisdiction of Agreement
Any disputes regarding applications for or sitting for the IELTS test provided by Berkeley
House (including court arbitration) shall be under the jurisdiction of the Tokyo Summary
Court or the Tokyo District Court as the sole court with jurisdiction for the first hearing.
Item 16 Handling of Personal Information
1. Personal Information Manager Contact Information
Berkeley House Co., Ltd.
Berkeley House IELTS Official Test Centre (JP223)
7th floor, DS Ichigaya Bldg., 2-1 Ichigaya Hachiman-cho, Shinjuku-City, Tokyo, 162-0844
TEL：03-6280-7066
2. As a corporation that handles the personal information of inquirers and test-takers,
Berkeley House follows the Act on the Protection of Personal Information in order toprotect and manage appropriately any personal information. All personal information
provided to Berkeley House as part of the application process for the IELTS test,
presented on test day, or given for test-taking under other circumstances (hereinafter“relevant personal information”) will be used for the purposes given in the “Purpose of
Use of Personal Information” below, and all other uses will be with the prior consent of
the inquirer or test-taker. This information may be used for similar purposes even after
the applicant or test-taker has finished their IELTS test. In order to maintain theaccuracy of the personal information of inquirers and test-takers, the personal
information registered with Berkeley House of inquirers and test-takers may be updated.

【Purpose of Use of Personal Information】
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•
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For management of the IELTS test provided by Berkeley House andcreation of statistical data thereof
Forwarding of questions to other IELTS rights owners (British Council,
University of Cambridge Local Examinations Syndicate) in accordancewith the wishes of applicants and test-takers
Sending of IELTS test results and Score Reports
For marketing and questionnaire research
To provide information about services provided by Berkeley House
To respond to inquiries and requests for advice
To provide information about study materials for the IELTS test
To provide information about events related to English and study-abroad

3. For group applications, Berkeley House will also gather relevant personal informationin the same manner as for individual applicants.
４．Personal Information Handled in Relation to IELTS Tests（1）If a person applies for or sits the IELTS test, Berkeley House will acquire personal
information, including name, address, email address, date of birth, sex, details ofcontact information, language preference, nationality, details of living situation,
educational qualifications, nationality card number, details of passport,
employment history, profession, or any other information necessary for visa
application. This also includes copies of documents shown to Berkeley House as
proof of identity, such as passport, national ID card, proof of citizenship, and thephotograph taken as part of the applicant registration process for the IELTS test.
（2）Berkeley House retains possession of test-takers’ test results.
（3）Berkeley House also retains possession of applicant and test-taker sensitive
information. Sensitive information includes the following:(a) Medical information (that which has been submitted to obtain special accommodations forthe test)(b) Racial or ethnic origins (from information regarding the national origin of inquirers
and test-takers)（4）Information gained from the IELTS test application or the test itself may beshared among the partner institutions ( British Council, IDP:IELTS Australia,
University of Cambridge Local Examination Syndicate) for the purpose of managing the
IELTS test, reviewing IELTS test results for the purpose of gathering statistics or
spotting fraud, or responding to a change in official test centres to be used.
（5）The personal information policies of other IELTS partners can be reviewed fromthe links below:
British Council
http://www.britishcouncil.org/privacycookies/data-protection
University of Cambridge Local Examination Syndicate

https://www.cambridgeenglish.org/jp/
There is information available regarding personal information in relation to the
IELTS test and handling of personal information:
https://www.ielts.org/policy/privacypolicy
5．Storage of Information（1） When the personal information obtained by Berkeley House is no longer needed,
unless there are laws or IELTS governing regulations stipulating that copies of personal
information be kept, Berkeley House will discard the information, or, in accordance withthe anonymization policy, is guaranteed to safely discard, delete, or anonymize theinformation.
（2） If Berkeley House gathered the personal information of an inquirer or test-taker
for the purpose of administering an IELTS test or preparing for such, Berkeley House
will retain the information for no more than three years after the test sat, service
utilized, or final online access.
（3）Berkeley House may retain particular pieces of information even after it has
terminated its relationship with IELTS owners, for other legitimate reasons not listed
above, such as resolution of disputes, compliance with other reporting and safekeeping
obligations, or prevention of fraud.
6. Methods of Obtaining Personal Information(1) Berkeley House will only obtain personal information through legal, fair means.
Personal information may be obtained from a deputy authorized by the inquirer,
applicant, or test-taker. It may also be obtained from other entities authorized toprovide it, or other third parties such as delegated providers authorized to do so by
Berkeley House for the purpose of provision of services. Any contact with Berkeley
House through Facebook, Twitter, other social networks or other online services may
result in personal information being provided to Berkeley House.
(2) Berkeley House will not obtain personal information or sensitive information※unless it is objectively necessary for Berkeley House’s business functions andactivities. Any sensitive information shall be obtained with the permission of theinquirer and/ or test-taker. ※Sensitive information includes the race or ethnicity,
political opinions, membership information for a specialist or industry organization,
criminal record, personal health information of any individual, or other biometric
information used for authorization.
（3）In order for Berkeley House to provide services as part of the business
transaction, inquirers, applicants, and test-takers must prove their identity. Only thename listed on the passport may be used.
（4）Additional personal information regarding an inquirer or test-taker may
collected in the form of an IP address or domain name if said individual accesses theBerkeley House website.
7．Disclosure to Others（1） Any information disclosed by Berkeley House to recipients overseas as part ofthe provision of the IELTS test may be handed over to other IELTS owners (British

Council, University of Cambridge Local Examination Syndicate). These recipients are
based in the United Kingdom, so that they follow the UK Data Protection Act. Any
information forwarded to recipients overseas will be subject to use restrictions andprotection against wrongful access.
（2） This information will only be saved and accessed if necessary in order to provide
services to the inquirer or test-taker. If the information is forwarded to servers overseas,
it will be subject to use restrictions and protection against wrongful access.
（3） Berkeley House Co., Ltd. is a sub test centre under the umbrella of the Eiken
Foundation of Japan. Berkeley House may provide only the personal information (asdefined in Item 16 Article 4 above) necessary for the management of the IELTS test,
gathered from test-taker application data, to the Eiken Foundation of Japan.
8．Rights（1）Unless there are legitimate reasons to retain undisclosed information as defined in
the Act on the Protection of Personal Information and related laws, individuals may
access their own personal information held by Berkeley House.
Legitimate reasons include the following:(a) There are illegal or otherwise wrongful acts of a serious nature taking place, andthere is reason to suspect that granting access will obstruct efforts to deal with these
problems in an appropriate manner.
(b) Granting access will result in leakage of evaluation information created inside
Berkeley House, related to processes that are sensitive business information.
（2）If there are any changes to the personal information of inquirers, applicants, or testtakers, or there is reason to believe that the information held by Berkeley House isincorrect, incomplete, or obsolete, Berkeley House will make edits if notified.
9．Deletion Rights
Berkeley House will delete all information that it is not legally obligated to retain, if
requested by the inquirer, applicant, or test-taker whose information it is.
10．Right to Limit Processing of Information
Individuals have the right to request limits to processing of their personal information.
For example, if they desire that their personal information be updated, they have theright to limit processing of their personal information until the update procedure isfinished.
11．Right to Object
Individuals may object to the processing of their personal information.
12．Automated Decision-Making and Right to Refuse Profiling
The Berkeley House information processing procedure is not entirely automated, so that
there will not be any decision-making without human oversight. Information may beprocessed in order to analyse or predict behaviour, but if there is any personal
information involved, consent will always be sought.

13．Right to Move Information
If an individual has consented to provide information to Berkeley House, or there was an
obligation to provide information, the individual has a right to request that the
information be readable by machine, and may move it to another manager.
14．Methods of Request
Any requests regarding confirmation or correction of personal information, or otherrights regarding personal information that are not listed above should be directed toBerkeley House. All requests will be responded to in writing within a reasonable amountof time. As part of this process, Berkeley House will confirm the identity of the individual
requesting this information, as part of the process, before any access is granted or any
edits made. If Berkeley House is unable to comply with a request, it will explain.
15．Objections Regarding the Handling of Personal Information（1）Berkeley House has a system in place for dealing with inquiries and complaints.
（2）Any questions relating to the policies of Berkeley House, or complaints regarding
the handling of personal information of inquirers and/ or test-takers by Berkeley
House should be addressed to Berkeley House.
Berkeley House Co., Ltd.
Berkeley House IELTS Official Test Centre (JP223)
7th floor, DS Ichigaya Bldg., 2-1 Ichigaya Hachiman-cho, Shinjuku-City, Tokyo, 1620844
TEL：03-6280-7066（3）If there are any doubts regarding the use and management of personal information
by Berkeley House as regards the management and registration procedures of the
IELTS test, these should be addressed to the British Council.
• British Council Japan Officeexams@britishcouncil.or.jp• British Council Headquarters
https://www.britishcouncil.org/contact/webform
16．Updates to This Personal Information Protection Policy
This personal information protection policy will be updated as necessary. Any person who
is providing personal information is advised to refer to it at any time. Berkeley Housetakes the utmost precautions to avoid unforeseen incidents during the course of handlingpersonal information provided by inquirers and test-takers. If important changes arebeing made to this personal information protection policy, in the case of individuals whose
email addresses are known to Berkeley House, they will be notified of the changes andhow it will affect them, so that they are informed of their rights regarding their personal
information.
Enacted 1 July, 2021
Revised 31 October, 2021
Revised 1 July, 2022

Revised 17 October, 2022
Revised 1 December, 2022