Privacy policy
This page describes the handling of personal information related to students, parents, guardians, etc. of the University.
Policy on the Handling of Personal Information of Institute of Science Tokyo Students, Guardians, and Personal Guarantors (or Contact Persons)
Institute of Science Tokyo (the “Institute”) will appropriately use and manage personal information and data to perform its duties, in accordance with the National University Corporation Institute of Science Tokyo Personal Information Protection Rules and the National University Corporation Institute of Science Tokyo Personal Information Management Rules.
1. Personal information of students, etc.
The term “personal information of students, guardians, personal guarantors, or contact persons (hereinafter, ‘guardians, etc.’)” denotes information that the Institute acquires and files through:
(a) information entered into the enrollment procedure system at the time of enrollment
(b) materials submitted by students upon enrollment (student cumulative record, high school and/or undergraduate transcript[s])
(c) documents submitted after enrollment (course registrations, official communications regarding the student's status, scholarship application forms)
(d) information related to academic performance, information entered into educational systems and the Learning Management System (LMS), and personal health information, etc.
(e) information entered into educational systems at the time of graduation, completion, or withdrawal
Specific examples of personal information
(i) Student’s name, home address, telephone number, date of birth, nationality (permanent domicile), academic background, and any other incidental information
(ii) Information of guardians, etc.: name, home address, telephone number, relationship to the student, and other information including financial situation
(iii) Academic records, medical records, and other forms of the student’s personal history while in attendance at the Institute
(iv) Career path after graduation, completion, or withdrawal from the Institute, contact information, and other information
2. Purpose of use
The purpose of use of the acquired personal information is shown from (i) to (xiv) below. Should the Institute decide to change the purpose of use, it will either notify the person(s) concerned or publish an announcement on the Institute’s website.
(i) Admission procedures
(ii) Administration of academic affairs such as grade notification and educational guidance
(iii) Administration of general affairs related to the student, including reprimands or changes in the student’s status
(iv) Administration related to use of the Institute’s facilities and equipment
(v) Administration related to national examinations
(vi) Health support services
(vii) Administration related to tuition payment
(viii) Dissemination of official information by the Institute before and after graduation
(ix) Conducting questionnaire surveys of alumni
(x) Surveys, statistics, and public relations activities before and after graduation
(xi) Institute Fund operations
(xii) Other matters related to purposes (i)–(xi)
(xiii) Notification to students or guardians, etc. regarding purposes (i)–(xii)
(xiv) Other purposes when the Institute uses personal information internally to the extent necessary for the Institute's operation stipulated in laws and regulations, and has legitimate reason for using the information
3. Use by outside contractors
The Institute may outsource all or part of the handling of personal data to outside contractors. For example, when creating a student ID card (IC card), the Institute may provide personal data necessary for outsourcing the work to outside contractors. In such cases, the contractor will be appropriately supervised as necessary.
4. Sharing information
(1) Alumni associations
The Institute may provide personal data (addresses and other contact information) of students, graduates, and alumni to the Institute alumni associations to share the information.
[Contact]
- List of alumni associations for sharing information
- Personal data provided for sharing information (Japanese)
(2) Institute of Science Tokyo Tsubame Co-op
In order to improve the convenience of selling textbooks, the Institute may provide students' personal data (name, course registration, etc.) to the following co-ops.
[Contact]
5. Exceptions
Despite Sections 2-4 above, the Institute may use by itself or provide another person or organization with personal information for purposes other than those described in “2. Purpose of use” in cases where any of the following conditions are deemed applicable.
(1) When the personal information is provided to a government institution or other agency to perform operations prescribed by law, and obtaining the consent of the person is likely to impede the performance of such operation.
(2) When the Institute, as an academic research institution, handles personal information for the purpose of academic research (except when there is a risk of unfair infringement of the rights and interests of individuals).
(3) When the personal data is provided to academic research institutions, etc., and such institutions handle personal data for the purpose of academic research (except when there is a risk of unfair infringement of the rights and interests of individuals).
6. Disclosure of personal information
Students themselves may request the disclosure of their personal data held by the Institute in accordance with its rules on personal information protection rules.
This policy is subject to change upon amendment of legislation or the Institute’s rules and regulations.