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: December 22, 2021)

　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 (370 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 (370 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)　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, 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 provide information about the activities of the Parents Association of Student Education Assistance, and to send out bulletins
*Personal Data on Students and Parents (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 [Guardians, Sponsors, Persons Who Identify as Such, etc.] Name, address, telephone number, and email address	The Ritsumeikan Trust, 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	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 Comprehensive Psychology/Graduate School of Human 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 College 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

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)　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, 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 provide information about the activities of the Parents Association, and to send out bulletins
*Personal Data on Students and Parents (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 [Guardians, Sponsors, Persons Who Identify as Such, etc.] Name, address, telephone number, and email address	The Ritsumeikan Trust, APU-Club Domestic Students’ Parents Association (in Japan)	To provide information about the activities of the Parents 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	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 number	The Ritsumeikan Trust, Ritsumeikan Seiwakai Alumni Association	To provide information about the activities of the Association, and 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 Association	To provide information about the activities of the Association
Personal Data on Parents
[Parents] Name, address, telephone number	The Ritsumeikan Trust, Ritsumeikan Junior and Senior High School Association of Student Education Assistance	To provide information about the activities of 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, club	The Ritsumeikan Trust, 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
[Parents] Name, address, telephone number	The Ritsumeikan Trust, 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

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 provide information of activities by the Association, to send out bulletins, and to elect board members
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, and 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 provide information about the activities of 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, and 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 provide information about the activities of the Association, and 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 provide information about the activities of the Association, and 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.