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Privacy policy

For our students and their parents/guarantors

Gakushuin School Corporation,Gakushuin University,Gakushuin Women’s College,Gakushuin Boys’ Senior High School,Gakushuin Girls’ Senior High School,Gakushuin Boys’ Junior High School
,Gakushuin Girls’ Junior High School,Gakushuin Primary School,Gakushuin Kindergarten

Gakushuin’s privacy policy

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Since the “Act on the Protection of Personal Information” promulgated in May 2003 became fully effective in April 2005, Gakushuin also assumes personal information protection responsibilities as a business operator assuming ownership of certain personal information.

The said Act states, if a business operator handles personal information, then the operator will assume responsibilities, such as (1) Placing restrictions in accordance with specified purposes of use, (2) acquiring personal information in an appropriate manner, (3) taking security control measures, (4) restricting provision to third parties, and (5) restricting disclosure or amendment of personal information.

Gakushuin has, in an appropriate manner, acquired personal information, including such information about students, pupils, kindergarten children enrolled before the said Act came into effect, as well as their parents and other persons that have left and/or graduated from Gakushuin. In addition, Gakushuin will also appropriately assume ownership of such personal information for the purpose of operating Gakushuin, engaging in education activities and managing student registries.

To our teaching/school staff who are engaging in their duties, Gakushuin conducts education/awareness-raising activities relating to compliance with the applicable laws, “Gakushuin Personal Information Protection Policy” and other rules laid down by affiliate schools, in addition to the appropriate possessing or using of personal information. Gakushuin will faithfully address any disclosure requests or complaints, where any such cases may exist, by setting up a “Personal Information Protection Committee.”

Gakushuin would like to inform you that Gakushuin School Corporation and Gakushuin’s affiliate schools have and will acquire and use the following personal information for purpose of operating the schools and education activities.

1. Personal information acquisition and utilization purposes

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(1)
“Personal information submitted at the time of applying for admission” is used when Gakushuin selects applicants seeking admission or evaluates them on their entrance examination performance in parallel with other reference data for the entrance examination.
(2)
“Personal information submitted at the time of the admission procedure” is used as basic information for education activities, school life, career guidance, etc. at the school in which the student, pupil or kindergarten child is enrolled.
(3)
“Personal information submitted/created when a student, pupil or kindergarten child is enrolled at a school” is used as the aforementioned basic information. “Personal information of a person having left Gakushuin due to graduation or other reasons” is used when such a person makes a request to issue certificates or when Gakushuin or its affiliate schools make a request, makes contact or gives notice.
(4)
“Guarantor’s personal information submitted at the time of admission of a student, pupil or kindergarten child” is used when Gakushuin or its affiliate schools make a request, makes contact or gives notice on payment, school management or school life, or when Gakushuin manages parents’ associations.
(5)
Where our alumni associations: Oyu-kai, Tokiwa-kai or affiliate school’s alumni associations would like to obtain personal information about current or past students, such as names, contact addresses, graduation dates, etc., in order to request participation in or manage the alumni associations, Gakushuin shall provide such personal information after exchanging documentation concerning the prohibition of unauthorized usage with the relevant organization in accordance with Gakushuin’s internal rules.

2. Who and what is protected by our privacy policy
(excerpt from the “Gakushuin Personal Information Protection Policy”)

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1) Students, etc. enrolled in accordance with the school codes of Gakushuin’s affiliate schools
[Information categories]
"Name, maiden name, personal number, student ID number, former student ID number (alumni of Gakushuin’s affiliate schools), gender, date of birth, alma mater, year of admission, school of enrollment, name of faculty (or graduate school), name of department (or graduate course), grade, class, academic year record, status change information such as graduation or withdrawal, postal code, address, phone number, email address Academic degree information, job history, student register information, course/academic performance information, tuition payment information, health management information, job hunting/career guidance information, scholarship recipient information, extracurricular activity information, facilities use information, library use information, awards/penalties information, licenses/qualifications information, and computer use information"
5) Students, etc. having left Gakushuin affiliate school due to course completion, graduation or withdrawal
[Information categories]
"Name, maiden name, personal number, student ID number, former student ID number (alumni of Gakushuin’s affiliate schools), gender, date of birth, alma mater, year of admission, school of enrollment, name of faculty (or graduate school), name of department (or graduate course), grade, class, academic year record, status change information such as graduation or withdrawal, postal code, address, phone number, email address Course/academic performance information, academic degree information, tuition payment information, health management information, job hunting/career guidance information, employment/career decision information, scholarship recipient information, extracurricular activity information, facilities use information, library use information, awards/penalties information, licenses/qualifications information, and computer use information"
7) Candidates/applicants for admission to Gakushuin affiliate schools and their parents, etc.
[Information categories]
Name, personal number, student ID number, former student ID number (alumni of Gakushuin’s affiliate school), gender, date of birth, alma mater, year of admission, school of enrollment, name of faculty (or graduate school), name of department (or graduate course), grade, class, academic year record, status change information such as graduation or withdrawal, postal code, address, phone number, email address Academic performance information, academic degree information, job history information, health management information, entrance exam screening/evaluating information
9) Student’s guarantors as listed in parts 1 or 5 of this exhibit
[Information categories]
Name, gender, date of birth, guarantor’s number, relationship with the student, postal code, address, phone number, employer, email address.

Gakushuin’s personal information protection policy

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By faithfully recognizing the importance of personal information protection under the principle of respecting personal individuals, Gakushuin School Corporation (hereinafter, referred to as “Gakushuin”) shall give additional consideration and take the appropriate actions for the handling of personal information, by establishing the following policy and shall honestly comply with this policy in order to fulfill its social responsibilities as education/research institution and to meet our social obligations.

1.
To protect personal information at hand, Gakushuin shall establish, comply with, and make effort to improve “Gakushuin Personal Information Protection Policy.”
2.
When acquiring personal information, Gakushuin shall give notice of and/or disclose the intended purpose of use and shall acquire such personal information in an appropriate manner. Gakushuin shall handle the acquired personal information within the scope of the intended purpose of use and shall not, in principle, present it to any third party without the consent of the person identifiable by the personal information. Gakushuin shall also establish and routinely operate an appropriate management framework for protecting personal information.
3.
In the case of disclosing, amending, adding to or stopping the use of personal information, Gakushuin shall establish a contact section responsible for faithfully addressing tasks in accordance with any request by the person identifiable by the personal information.
4.
To maintain the accuracy and safety of personal information, Gakushuin shall take appropriate actions on any unauthorized access, data loss, destruction, falsification or leakage, where any such cases may exist, and make efforts to prevent such problems in future. If any problem occurs, Gakushuin shall immediately make a public disclosure, prevent possible secondary damages from occurring, and take necessary actions, including preventive measures.
5.
To raise awareness concerning personal information protection, Gakushuin shall actively implement education/awareness-raising activities.
6.
Gakushuin shall make every effort to respect and abide by the applicable laws and guidelines related to personal information protection.

April 2005

The Gakushuin School

Reference

Gakushuin Personal Information Protection Policy

Contact:

General Affairs Section, General Affairs Division, Gakushuin School Corporation

1-5-1 Mejiro, Toshima-ku, Tokyo 171-8588  Tel: 03-3986-0221 (ext.) 2223

Office hours: 8:40-16:45 (lunch time: 11:30-12:30) on weekdays 8:40-12:30 on Saturdays

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