Public Announcement Based on the Act on the Protection of Personal Information
The Ritsumeikan Trust
Personal Information General Administrator
Date Enacted: March 12, 2019
(Date of Final Revisions: October 23, 2024)
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”) and the Ritsumeikan Trust Personal Information Protection Regulations.
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 and schools established by the personal information 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. Matters concerning security management measures
The security management measures for personal data (refers to the information contained within a personal information database, etc.)
are specifically stipulated in the separate "Personal Information Protection Regulations" and other internal regulations, but the primary contents are as follows.
(1) Formulation of a basic policy
・In order to ensure the proper handling of personal data, the Trust has formulated a Privacy Policy.
(2) Establishment of rules for the handling of personal data
・For each stage of acquisition, usage, storage, provision, deletion/disposal, etc., the Trust has formulated the "Personal Information Protection Regulations" for the handling methods, responsible persons/supervisors and their duties, etc., and it has established rules for the handling of personal data.
(3) Institutional security management measures
・In addition to establishing an organizational structure for implementing security management measures, such as appointing a person responsible for the administrative handling of personal data, the Trust has clarified the roles and responsibilities of the person responsible for the administrative handling of personal data and the responsibilities of faculty and staff who handle personal data. It has also established a system for reporting to the Personal Information Management Supervisor in the event of an actual violation of the Personal Information Protection Act or Personal Information Protection Regulations, or if signs of any such violation have been detected.
・With regard to the status of how personal data is handled, the Trust implements inspections and verifications by the person responsible for the administrative handling of personal data as well as evaluations, reviews, and improvements of security management measures.
(4) Human security management measures
・In allowing faculty and staff to handle personal data, the Trust provides them with necessary and appropriate supervision, and it informs and educates faculty and staff on the proper handling of personal data.
(5) Physical security management measures
・The Trust manages equipment, electronic media, and documents that handle personal data to prevent theft and/or loss, and it enacts security measures to ensure that personal data is not easily revealed when electronic media and documents containing personal data are taken out of the office.
(6) Technical security management measures
・When personal data is handled using information systems (including personal computers and other equipment), appropriate access controls are put in place.
・The Trust has adopted mechanisms to protect information systems that handle personal data from unauthorized external access or unauthorized software.
(7) Understanding the external environment
・When handling personal data in a foreign country, the Trust takes the necessary and appropriate measures for the secure management of personal data based on an understanding of the systems for the protection of personal information in said foreign country.
4. Sharing personal data
The Trust, as the manager responsible for shared use by The Ritsumeikan Trust (Representative: MORISHIMA Tomomi), 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. Provision of personal data to third parties
The Trust does not provide personal data to third parties without the consent of the individual. However, information may be provided without the consent of the individual in cases that fall under Article 27, Paragraph 1 of the Personal Information Protection Act.
6. 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 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 7. 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 request 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 request form
Postage must be paid separately 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.
7. 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
8 Nishinokyo-Higashi-Togano-cho, Nakagyo-ku, Kyoto 604-8520
Telephone: 075-813-8137
Type of personal information related to each school established by the Ritsumeikan Trust |
Purpose of Use |
|---|---|
| The following personal information related to Ritsumeikan University ・Student information ・Parent, etc./guarantor information ・Alumni information ・Applicant 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 parents, etc. about registration, performance, and careers including notifying parents, etc. of performance 5. Execution of entrance examination duties and admission procedure duties (1) Administration of the entrance examinations (processing applications, sending examination vouchers, and administration of entrance examinations) and selection (2) Notification and announcement of results (3) Sending various surveys after the conclusion of entrance examinations (4) Sending enrollment processing documents to successful applicants (5) Sending information on student life after admission (housing placement, accident insurance, and Co-Op information) to successful applicants (6) Administration of pre-enrollment English placement tests for successful applicants (7) Creation of documents related to the acquisition or renewal of Status of Residence (8) Conducting and sending information regarding orientation sessions for international students (9) Duties related to pre-enrollment education 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 12. Provision of necessary information to the group consisting of graduates 13. Provision of necessary information to the group consisting of the parents of students 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 (including curriculum improvements, etc. based on statistical research/analysis) 17. Supervision of integrated education (including lifelong learning support) in each school established by the Ritsumeikan Trust and statistical surveys/analysis 18. Other purposes related or incidental to each of the above |
| The following personal information related to Ritsumeikan Asia Pacific University ・ Student information ・ Parent, etc./guarantor information ・ Alumni information ・ Applicant information |
1. Provision of learning support for students, etc. including enrollment record control, registration control, performance control, and tuition fee information control |
| The following personal information related to the Affiliated Schools ・ Student information ・ Parent information ・ Alumni information ・ Applicant information |
1. Provision of learning support for pupils, etc. including enrollment record control, registration control, performance control, and tuition fee information control |
Other types of personal information related to the Ritsumeikan Trust |
Purpose of Use |
| ・ Faculty and staff information ・ Executive information ・ Retired employee information ・ Faculty recruitment information ・Faculty and staff position applicant information ・Facility user information ・Information on course participants ・Information on event participants |
1. Personnel management duties including recruitment, assignment (including secondment), evaluation, remuneration, commendation, disciplinary action, training, and skills development |
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 |
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, RBS Business Creation Linkage, and Ritsumeikan University Practical Education Society) | To introduce each society’s business |
| Personal Data on Students, Parents, Guardians, and Guarantors *Undergraduate enrollees as of or before AY 2020 |
||
| [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 [Parents, Guardians, and Guarantors] Name, address, address and telephone number for invoicing tuition fees, name of recipient of invoice for tuition fees, email address |
Ritsumeikan University Parents Association of Student Education Assistance | To provide information about the activities of the Parents Association of Student Education Assistance, and to send out bulletins |
| Personal Data on Students and Parents, etc. (including Guardians, Sponsors, Persons Who Identify as Such, etc.) *Undergraduate enrollees from AY 2021 onward | ||
| [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 [Parents, etc.] Name, address, telephone number, and email address | Ritsumeikan University Parents Association of Student Education Assistance | To provide information about the activities and events of the Parents Association of Student Education Assistance, and 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 | 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 | 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 Comprehensive Psychology/Graduate School of Human Science, Alumni Association of Ritsumeikan University College of Global Liberal Arts, 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 College of Gastronomy Management/Graduate School of Gastronomy Management, 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 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 |
Personal Data to be Shared |
Scope of Shared Users |
Purpose of Use |
|---|---|---|
| Personal Data on Students and Parents, Guardians, and Guarantors *Undergraduate enrollees as of or before AY 2020 |
||
| [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 [Parents Guardians, and Guarantors] Name, address, address and telephone number for invoicing tuition fees, name of recipient of invoice for tuition fees |
APU Domestic Student Supporters' Association | To provide information about the activities of APU Domestic Student Supporters' Association, and to send out bulletins |
| Personal Data on Students and Parents, etc. (including Guardians, Sponsors, Persons Who Identify as Such, etc.) *Undergraduate enrollees from AY 2021 onward | ||
| [Undergraduates] 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 [Parents, etc.] Name, address, telephone number, and email address | APU Domestic Student Supporters' Association | To provide information about the activities of APU Domestic Student Supporters' Association, and 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 | Ritsumeikan Asia Pacific University Alumni Association | Alumni networking, including notification of activities by the Alumni Association and sending out bulletins |
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 | Ritsumeikan Seiwakai Alumni Association | To provide information about the activities of the Association, and to send out bulletins |
| Personal Data on Students, Parents, and Guarantors | ||
| [Students] Name [Parents and Guarantors] Name, address, telephone number | Ritsumeikan Junior and Senior High School Parent-teacher Association | To provide information about the activities of the Association |
| Personal Data on Parents and Guarantors | ||
| [Parents and Guarantors] Name, address, telephone number | Ritsumeikan Junior and Senior High School Association of Student Education Assistance | To provide information about the activities of the Association, to send out bulletins |
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, club | Ritsumeikan Uji Junior and Senior High School Hououkai Alumni Association | To provide information about the activities of the Association, and to send out bulletins |
| Personal Data on Parents and Guarantors | ||
| [Parents and Guarantors] Name, address, telephone number | Ritsumeikan Uji Junior and Senior High School Association of Student Education Assistance | To provide information about the activities of the Association, and to send out bulletins |
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 | Ritsumeikan Keishokai Alumni Association | To make a membership list of the Alumni Association |
| Personal Data on Students, Parents, and Guarantors | ||
| [Students] Name, student ID number, grade, class, association registration number [Parents and Guarantors] Name, address, telephone number |
Ritsumeikan Keisho Junior and Senior High School Parents Association | To provide information of activities by the Association, to send out bulletins, and to elect board members |
| Personal Data on Parents and Guarantors | ||
| [Parents and Guarantors] Name, address, telephone number | Ritsumeikan Keisho Junior and Senior High School Education Promotion Association | To make a membership list of the Association, and to send out bulletins |
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 | Ritsumeikan Moriyama Junior and Senior High School Sanaekai Alumni Association | To make a membership list of the Association |
| Personal Data on Students, Parents, and Guarantors | ||
| [Students] Name [Parents and Guarantors] Name, address, telephone number |
Ritsumeikan Moriyama Junior and Senior High School Parent-teacher Association | To provide information about the activities of the Association |
| Personal Data on Parents and Guarantors | ||
| [Parents and Guarantors] Name, address, telephone number | Ritsumeikan Moriyama Junior and Senior High School Education Promotion Association | To make a membership list of the Association, and to send out an invitation letter |
Personal Data to be Shared |
Scope of Shared Users |
Purpose of Use |
|---|---|---|
Personal Data on Students, Parents and Guarantors |
||
| [Students] Name, address, grade, class [Parents and Guarantors] Name, address, telephone number |
Ritsumeikan Seiwakai Alumni Association | To provide information about the activities of the Association, and to send out bulletins |
| Personal Data on Students, Parents, and Guarantors | ||
| [Students] Name, address, grade, class [Parents and Guarantors] Name, address, telephone number |
Ritsumeikan Primary School Parents Association | To provide information about the activities of the Association, and to send out bulletins |
Personal Data to be Shared |
Scope of Shared Users |
Purpose of Use |
|---|---|---|
Personal data of faculty and staff |
||
| Affiliation, position, faculty/staff ID number, name, furigana (Japanese phonetic reading), postal code, address, email address (for institutional use) | Alumni Association of Ritsumeikan University | Sending of Alumni Association project announcements, newsletters, etc. |
| Personal data of faculty and staff Personal data of part-time student workers |
||
| Affiliation, position, name, email address (for institutional use) | Ritsumeikan Trust, Ritsumeikan Faculty and Staff Union | Secretariat duties for the Ritsumeikan University Union Steward Election Control Board, labor union survey requests, etc. |
| Personal data of faculty and staff | ||
| Affiliation, faculty/staff ID number, name, furigana (Japanese phonetic reading) | Ritsumeikan Trust, Ritsumeikan Co-operative | Deduction of purchase costs from salary |
| 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 | Office of Institutional Planning 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 |
