Public Announcement Based on the Act on the Protection of Personal Information

The Ritsumeikan Trust
Personal Information General Administrator
Date Enacted: March 12, 2019

 The Ritsumeikan Trust (hereinafter referred to as the “Trust”) publicly announces the following matters regarding the handling of personal information based on the Act on the Protection of Personal Information (hereinafter referred to as the “Personal Information Protection Act”).

The following matters include matters that have been put in “a state where a principal can easily know” and that have been put in a “state where a principal can know (including those cases in which it, at the request of a principal, responds without delay)” based on the Personal Information Protection Act.

Please also refer to the following regarding the Trust’s initiatives relating to personal information:


1. Name of Personal Information Handling Business Operator

The Ritsumeikan Trust
(Schools established by the Trust)

  • Ritsumeikan University
  • Ritsumeikan Asia Pacific University
  • Ritsumeikan Junior and Senior High School
  • Ritsumeikan Uji Junior and Senior High School
  • Ritsumeikan Keisho Junior and Senior High School
  • Ritsumeikan Moriyama Junior and Senior High School
  • Ritsumeikan Primary School 


2. Purpose of Use

 The Trust shall collect and use personal information within the scope necessary for the purposes listed in Appendix 1.


3. Provision of Personal Data to a Third Party

 The Trust does not provide personal data to groups other than The Ritsumeikan Trust without the prior consent of the subject; provided, however, that information may be provided without the consent of the subject in cases where appropriate provision is required under laws and regulations.

4. Sharing Personal Data

 The Trust, as the manager responsible for shared use by The Ritsumeikan Trust, may share personal data as outlined in Appendix 2. Other cases in which personal data is shared will be clearly indicated when collecting data.

5. Notification of Purpose of Use, Disclosure, Corrections, or Suspension of Use of Retained Personal Data

 The Trust shall respond to requests for notification of the purpose of use of retained personal data, retained personal data disclosure, corrections, additions or deletion, suspension of use, or suspension of provision to a third party (hereinafter referred to as a “Request for Disclosure, etc.”) from the subject or their representative.

(1) Procedures for Requesting Disclosure, etc.

When conducting procedures at a Trust contact point

1) Fill out the necessary details on a designated request form and submit the form to the Trust. Forms can be filled out at the contact point.  Contact Points (Appendix 3)
2) The following documents are required for identity verification:

  • One form of identification that includes a photo such as a student ID, faculty ID, driver’s license, or passport
  • If no form of identification that includes a photo is available, either a health insurance card or pension book plus a copy of a residence certificate (issued within the past three months) 

3) An administrative charge (300 JPY per request) must be paid when requesting a notification of purpose of use or disclosure. Postage (360 JPY per request) must also be paid if wishing to receive a response by post (letter pack light). Charges should be paid in cash.

When making requests by post

 Please contact the contact point stated in section 6. The Trust shall inform you of the documents required and address for submitting the request, etc.

When a representative makes a request

 The following documents must be submitted in addition to the necessary documents stated in the “When conducting procedures at a Trust contact point” section above when a legal representative or a privately appointed representative makes a Request for Disclosure, etc.

A: Requests made by a legal representative
  a) Document that confirms the right of legal representation (copy of family register, etc.)
  b) Document to verify the identity of the legal representative
B: Requests made by a privately appointed representative
  a) Power of attorney (issued by the subject and stamped with a registered seal)
  b) Subject’s registered seal certificate 
  c) Document to verify the identity of the privately appointed representative

(2) Response method

The Trust shall respond by one of the following methods. The response method can be selected on the application form.

A: Document issued at contact point (Appendix 3) 
B: Document sent by post (letter pack light) to the address of the person making the request as stated on the application form

Postage (360 JPY per request) must be paid if wishing to receive documents by post (option B).

(3)Precautions

  • The Trust shall not disclose information, even if a Request for Disclosure, etc. is received, if the request corresponds to items 1 to 3 of Article 28.2 of the Personal Information Protection Act. The Trust shall give notification to such effect in such cases.
  • Personal information obtained in association with a Request for Disclosure, etc. shall only be used to respond to the Request for Disclosure, etc.
  • Administrative charges cannot be refunded if information is not disclosed, etc.
  • This public announcement may be revised following revisions to laws or as otherwise necessary.
       

6. Point of Contact for Inquiries on the Protection of Personal Information and Complaints

 Contact point for inquiries concerning the handling of personal information:

  Office of General Affairs, The Ritsumeikan Trust
  1 Nishinokyo-Suzaku-cho, Nakagyo-ku, Kyoto 604-8520
  Telephone: 075-813-8137

 

Appendix 1 (Purpose of Use of Personal Information)

School

Type of Personal Information

Purpose of Use

Ritsumeikan University  Student Information 1. Provision of learning support for students, etc. including enrollment record control, registration control, performance control, and tuition fee information control
2. Provision of living support for students, etc. including life consultation, after-school activity support, scholarship control, and health control
3. Provision of career and job search support for students, etc. including career guidance, job search activity support, and career and job search information control
4. Consulting with guardians about registration, performance, and careers including notifying guardians of performance
5. Execution of entrance exam business and admission procedure business
6. Sending various guides for Ritsumeikan University and other schools established by The Ritsumeikan Trust
7. Managing use and security control of school facilities and equipment
8. Issuance of certificates
9. Provision of necessary information to partner universities within Japan and overseas based on academic exchange agreements
  List of Ritsumeikan University’s Partner Universities and Institutions
10. Provision of necessary information to groups operating scholarship businesses

11. Provision of necessary information to the group consisting of students (Ritsumeikan University Student Union)
12. Provision of necessary information to the group consisting of graduates (Ritsumeikan University Alumni Association)
13. Provision of necessary information to the group consisting of the parents of students (The Parents Association of Student Education Assistance)
14. Provision of necessary information to groups permitted by the Ritsumeikan Trust Personal Information Protection Committee
15. University assessments (self-assessment, third-party assessment, accreditation, etc.), and statistical research
16. Education, research, and FD activities
17. Other purposes related or incidental to each of the above

Ritsumeikan Asia Pacific University

Student Information

1. Provision of learning support for students, etc. including enrollment record control, registration control, performance control, and tuition fee information control
2. Provision of living support for students, etc. including life consultation, after-school activity support, scholarship control, and health control
3. Provision of career and job search support for students, etc. including career guidance, job search activity support, and career and job search information control
4. Consulting with guardians about registration, performance, and careers including notifying guardians of performance
5. Execution of entrance exam business and admission procedure business
6. Sending various guides for Ritsumeikan Asia Pacific University and other schools established by The Ritsumeikan Trust
7. Managing use and security control of school facilities and equipment
8. Issuance of certificates
9. Provision of necessary information to partner universities within Japan and overseas based on academic exchange agreements
  List of Ritsumeikan Asia Pacific University’s Partner Universities and Institutions
10. Provision of necessary information to groups operating scholarship businesses

11. Provision of necessary information to the group consisting of graduates (Ritsumeikan Asia Pacific University Alumni Association)
12. Provision of necessary information to the group consisting of the parents of students (APU-club Domestic Students’ Parents Association)
13. Provision of necessary information to groups permitted by the Ritsumeikan Trust Personal Information Protection Committee
14. University assessments (self-assessment, third-party assessment, accreditation, etc.), and statistical research
15. Education, research, and FD activities
16. Other purposes related or incidental to each of the above

Affiliated Schools

Information on School Children and Pupils

1. Provision of learning support for pupils, etc. including enrollment record control, registration control, performance control, and tuition fee information control
2. Provision of living support for pupils, etc. including life consultation, after-school activity support, scholarship control, and health control
3. Provision of career and job search support for pupils, etc. including surveys relating to careers, and career and job search information control
4. Consulting with guardians about studies, life, and careers including notifying guardians of performance
5. Execution of entrance exam business and admission procedure business
6. Sending various guides for each affiliated school and each school established by The Ritsumeikan Trust
7. Managing use and security control of school facilities and equipment
8. Issuance of certificates
9. Provision of necessary information to partner universities within Japan and overseas based on exchange agreements
  List of Partner Schools and Institutions of the Affiliated Schools
10. Provision of necessary information to groups operating scholarship businesses
11. Provision of necessary information to groups consisting of graduates
12. Provision of necessary information to groups consisting of parents of pupils, etc.
13. Provision of necessary information to groups permitted by the Ritsumeikan Trust Personal Information Protection Committee
14. School assessments (self-check assessment, third-party assessments, etc.), and statistical research
15. Education, research, and Faculty Development (FD) activities
16. Integrated education guidance with each school established by The Ritsumeikan Trust and statistical research
17. Other purposes related or incidental to each of the above

 

Appendix 2-1 (Shared Use of Personal Data/Ritsumeikan University)

Personal Data to be Shared

Scope of Shared Users

Purpose of Use

Personal Data on Students and Teachers Affiliated to Societies

[Students affiliated to each society] Name, student ID number, email address
[Faculty members affiliated to each society] Name, faculty ID number, bank account
The Ritsumeikan Trust, each society at Ritsumeikan University (Ritsumeikan University Law Society, Ritsumeikan University Social Sciences Society, Ritsumeikan University International Relations Society, Ritsumeikan University Cultural Sciences Society, Ritsumeikan University Image Arts Society, Ritsumeikan University Business Administration Society, Ritsumeikan University Policy Science Society, Ritsumeikan University Economics Society, Ritsumeikan University Sport and Health Science Society, Ritsumeikan University Gastronomy Management Society, and Ritsumeikan University Practical Education Society) To introduce each society’s business
Personal Data on Students and Parents (Guarantors) *Undergraduates only
[Undergraduates] Name, student ID number, college, department, student year, enrollment status classification, year enrolled, year graduated, year expect to graduate, decision on graduate, current address and telephone number, permanent address and telephone number, guarantor’s address and telephone number, name of guarantor, guarantor’s email address
[Parents] Name, address and telephone number for invoicing tuition fees, name of recipient of invoice for tuition fees  
The Ritsumeikan Trust, Ritsumeikan University Parents Association of Student Education Assistance To inform of activities by the Parents Association of Student Education Assistance, to send out bulletins
Personal Data on Graduates (Alumni) - 1
Name, alumni number, date of birth, permanent address and telephone number, current address and telephone number, email address, year enrolled, college/graduate school, year graduated, seminar group, club, gender, high school, employment information The Ritsumeikan Trust, Ritsumeikan University Alumni Association Alumni networking, including notification of activities by the alumni association and sending out bulletins
Personal Data on Graduates (Alumni) - 2
Name, alumni number, date of birth, permanent address and telephone number, current address and telephone number, email address, year enrolled, college/graduate school, year graduated, seminar group, club, gender, high school, employment information The Ritsumeikan Trust, Alumni Association of Ritsumeikan University College of Law, Alumni Association of Ritsumeikan University College of Social Sciences, Alumni Association of Ritsumeikan University College of International Relations, Alumni Association of Ritsumeikan University College of Letters, Alumni Association of Ritsumeikan University College of Image Arts and Sciences, Alumni Association of Ritsumeikan University College of Business Administration, Alumni Association of Ritsumeikan University College of Policy Science, Alumni Association of Ritsumeikan University College of Economics, Alumni Association of Ritsumeikan University College of Sport and Health Science/Graduate School of Sport and Health Science, Alumni Association of Ritsumeikan University Graduate School of Public Policy, Alumni Association of Ritsumeikan University Graduate School of Management (RIMO), Alumni Association of Ritsumeikan University Graduate School of Science for Human Services, Alumni Association of Ritsumeikan University Graduate School of Language Education and Information Science, Alumni Association of Ritsumeikan University School of Law, RIMOT (Alumni Association of Ritsumeikan University Graduate School of Technology Management), Ritsumei-Den’yukai, Ritsumeikan University Kiyukai, Ritsumeikan University Subutsukai, Ritsumei-Kayukai, Ritsumeikan University Kensetsukai, Alumni Association of Ritsumeikan Certified Public Accountant (Ritsumeikan CPA Club), Ritsumeikan University Jouhoukai Alumni networking, including notification of activities by the alumni association of each college and graduate school (reunions) and sending out bulletins 

Appendix 2-2 (Shared Use of Personal Data/Ritsumeikan Asia Pacific University)

Personal Data to be Shared

Scope of Shared Users

Purpose of Use

Personal Data on Students and Parents (Guarantors)
[Students] Name, student ID number, college, department, student year, semester, enrollment status classification, year enrolled, year graduated, year expect to graduate, decision on graduate, current address and telephone number, permanent address and telephone number, students, guarantor’s address and telephone number, name of guarantor
[Parents] Name, address and telephone number for invoicing tuition fees, name of recipient of invoice for tuition fees  
The Ritsumeikan Trust, APU-club Domestic Students’ Parents Association (in Japan) To inform of activities by the parents association, to send out bulletins
Personal Data on Graduates (Alumni)
Name, alumni number, permanent address and telephone number, current address and telephone number, year enrolled, college, year graduated, seminar group, club, nationality, gender The Ritsumeikan Trust, Ritsumeikan Asia Pacific University Alumni Association Alumni networking, including notification of activities by the alumni association and sending out bulletins

Appendix 2-3 (Shared Use of Personal Data/Ritsumeikan Junior and Senior High School)

Personal Data to be Shared

Scope of Shared Users

Purpose of Use

Personal Data on Students

Name, address, telephone number, student ID number, class of the third-year, association registration numberThe Ritsumeikan Trust, Ritsumeikan Seiwakai Alumni AssociationTo inform of activities by the Association, to send out bulletins
Personal Data on Students and Parents
[Students] Name
[Parents] Name, address, telephone number  
The Ritsumeikan Trust, Ritsumeikan Junior and Senior High School Parent-teacher AssociationTo inform of activities by the Association
Personal Data on Parents
[Parents] Name, address, telephone numberThe Ritsumeikan Trust, Ritsumeikan Junior and Senior High School Association of Student Education AssistanceTo inform of activities by the Association, to send out bulletins

Appendix 2-4 (Shared Use of Personal Data/Ritsumeikan Uji Junior and Senior High School)

Personal Data to be Shared

Scope of Shared Users

Purpose of Use

Personal Data on Students

Name, address, telephone number, graduate certificate number, student ID number, year graduated, date of entrance and graduation, class of the third-year, class teacher’s name of the third-year, clubThe Ritsumeikan Trust, Ritsumeikan Uji Junior and Senior High School Hououkai Alumni AssociationTo inform of activities by the Association, to send out bulletins
Personal Data on Parents
[Parents] Name, address, telephone numberThe Ritsumeikan Trust, Ritsumeikan Uji Junior and Senior High School Association of Student Education AssistanceTo inform of activities by the Association, to send out bulletins

Appendix 2-5 (Shared Use of Personal Data/Ritsumeikan Keisho Junior and Senior High School)

Personal Data to be Shared

Scope of Shared Users

Purpose of Use

Personal Data on Students

Name, address, telephone number, student ID number, class of the third-year, association registration number The Ritsumeikan Trust, Ritsumeikan Keishokai Alumni Association To make a membership list of the alumni association
Personal Data on Students and Parents
[Students] Name, student ID number, grade, class, association registration number
[Parents] Name, address, telephone number  
 
The Ritsumeikan Trust, Ritsumeikan Keisho Junior and Senior High School Parents Association To inform of activities by the Association and send out bulletins, to elect a board member
Personal Data on Parents
[Parents] Name, address, telephone number The Ritsumeikan Trust, Ritsumeikan Keisho Junior and Senior High School Education Promotion Association To make a membership list of the Association, to send out bulletins

Appendix 2-6 (Shared Use of Personal Data/Ritsumeikan Moriyama Junior and Senior High School

Personal Data to be Shared

Scope of Shared Users

Purpose of Use

Personal Data on Students

Name, address, telephone number, student ID number, class of the third-year, association registration number The Ritsumeikan Trust, Ritsumeikan Moriyama Junior and Senior High School Sanaekai Alumni Association To make a membership list of the Association
Personal Data on Students and Parents
[Students] Name
[Parents] Name, address, telephone number  
The Ritsumeikan Trust, Ritsumeikan Moriyama Junior and Senior High School Parent-teacher Association To inform of activities by the Association
Personal Data on Parents
[Parents] Name, address, telephone number The Ritsumeikan Trust, Ritsumeikan Moriyama Junior and Senior High School Education Promotion Association To make a membership list of the Association, to send out an invitation letter

Appendix 2-7 (Shared Use of Personal Data/Ritsumeikan Primary School) 

Personal Data to be Shared

Scope of Shared Users

Purpose of Use

Personal Data on Students and Parents

[Students] Name, address, grade, class
[Parents] Name, address, telephone number
The Ritsumeikan Trust, Ritsumeikan Seiwakai Alumni Association To inform of activities by the Association, to send out bulletins
Personal Data on Students and Parents
[Students] Name, address, grade, class
[Parents] Name, address, telephone number  
The Ritsumeikan Trust, Ritsumeikan Primary School Parents Association To inform of activities by the Association, to send out bulletins



Appendix 3 (Contact Points)
School Contact Point  Business Hours Remarks 
Ritsumeikan University  Office of General Affairs (Suzaku Campus) 
Tel:075-813-8137
Monday to Friday:
9:00-17:30
Requests for disclosure are only accepted by post.
Ritsumeikan Asia Pacific University Administration Office
Tel:0977-78-1112
Monday to Friday:
9:00-17:30
 
Ritsumeikan Junior and Senior High School Administrative Office, Ritsumeikan Junior and Senior High School 
Tel:075-323-7111
Monday to Friday:
8:30-11:30,
12:30
-17:00
 
Ritsumeikan Uji Junior and Senior High School Administrative Office, Ritsumeikan Uji Junior and Senior High School
Tel:0774-41-3000
Monday to Friday:
8:30-11:20,
12:20-17:00  
 
Ritsumeikan Keisho Junior and Senior High School Administrative Office, Ritsumeikan Keisho Junior and Senior High School 
Tel:011-381-8888
Monday to Friday:
9:00-12:00,
13:00-16:30
 
Ritsumeikan Moriyama Junior and Senior High School Administrative Office, Ritsumeikan Moriyama Junior and Senior High School
Tel:077-582-8000
Monday to Friday:
8:30-17:00
 
Ritsumeikan Primary School Administrative Office, Ritsumeikan Primary School
Tel:075-496-7777 
Monday to Friday:
8:30-16:30
 
* Inquiries are not accepted on Saturdays, Sundays, national holidays, during summer leave or New Year leave, on simultaneous substitute days off, on days the Trust or each university or school has decided not to accept inquiries, or during rest periods.

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