Privacy Policy
Privacy policy
Index
J. F. Oberlin University Initiatives for Personal Information Protection
1. J. F. Oberlin University and Affiliated Schools Initiatives
With the enforcement of the "Act on the Protection of Personal Information" on April 1, 2005, J. F. Oberlin University and Affiliated Schools (hereinafter referred to as "the School") published a "Privacy Policy" and established the "Personal Information Protection Regulations," ensuring that all faculty and staff are committed to protecting personal information.
Obirin Gakuen Privacy Policy
Obirin Gakuen recognizes the importance of the irreplaceable personalities and personal information of applicants, students, pupils, kindergarten children, their guardians, and faculty and staff involved with the school. Therefore, we have established personal information protection regulations and will take the following measures.
- When collecting and using personal information, we will clarify the purpose and limit the use of the collected personal information to what is necessary to achieve that purpose.
- We respect individuals' rights regarding their personal information, and when individuals request disclosure, correction, or deletion of their personal information in writing, the relevant departments will respond appropriately.
- We will not use personal information in any way that could encourage or induce illegal or unjust acts.
- We will not disclose or provide personal information to third parties except with prior consent or as required by law.
- We will take necessary and appropriate security measures to prevent unauthorized access to personal information, as well as the loss, destruction, alteration, and leakage of personal information.
- When outsourcing any part of our school's operations, we will provide necessary and appropriate supervision from the perspective of protecting personal information.
- Furthermore, our school will ensure that all faculty and staff strictly adhere to the personal information protection regulations, and we will continue to review our personal information protection systems and initiatives as needed, and implement necessary improvements.
- Furthermore, we will continue to provide and exchange necessary information to graduates and their guardians through the alumni association, support association, and other organizations, while taking into account laws and regulations, and to the extent that it contributes to mutual friendship and exchange and the development of the school.
2. Definition of Personal Information
At this school, "personal information" refers to information relating to individuals that the school has acquired or created in the course of its business, concerning current and former students, pupils, kindergarten children, faculty and staff, and other persons involved with the school (parents, guardians, applicants, etc.), and that can identify a specific individual through names, dates of birth, other descriptions, etc. contained in the information (including information that can be easily cross-referenced with other information to identify a specific individual) or personal identification codes (codes that can identify an individual by converting characteristics of a part of the body for use in a computer, or characters or other codes that can identify a user, purchaser, or recipient of a document, etc., that are assigned in connection with the use of services or purchase of goods).
3. Handling of Personal Information in J. F. Oberlin University
J. F. Oberlin University (hereinafter referred to as "the University". ) The personal information collected will be used to carry out tasks necessary for education, research activities, and student support. When using personal information, we fully recognize the importance of protecting personal information and define the purposes of personal information use as follows to ensure proper handling. When changing the purpose of use, we will confirm that the relevance to the previous purpose is reasonably acceptable, and promptly notify or announce the new purpose.
4. Purpose of Use of Personal Information
4-1 Student Personal Information
① Admissions related
To register student information
To issue student ID cards
To complete other necessary procedures related to enrollment.
② Academic matters (limited to requests, communications, and notifications from the university)
To assist with course registration, course consultation, and academic guidance.
To register for teacher training courses, etc.
To conduct classes, exams, etc.
For the purpose of processing grades, granting credits, determining completion and graduation, and determining various qualifications.
To award a degree
For overseas study, domestic and international training, etc.
To support research activities
To provide other necessary learning support.
③ Student registration
To complete procedures for changes in student status, such as taking a leave of absence, returning to school, withdrawing, or being expelled.
To complete various notification procedures such as changing your address.
To complete other necessary procedures related to student registration, etc.
④ Student life related
To provide guidance and advice on all aspects of student life.
To support extracurricular activities
For public health purposes, including regular health checkups and routine health consultations.
To handle the selection, renewal, and repayment procedures for scholarship recipients.
To enroll in and file claims for student education and research accident insurance, etc.
To manage and operate welfare facilities such as student dormitories.
In order to provide condolence money, relief money, etc.
To provide other necessary support for student life
⑤ Career path
To support career development and career formation
To support job hunting
To support further education
To complete procedures for internships, volunteer work, etc.
To operate extracurricular courses aimed at obtaining qualifications, etc.
To provide other necessary career guidance support.
⑥ Facility and equipment usage
For use of the library
For use of the campus network environment, various information infrastructure facilities, etc.
For use of various educational facilities, training facilities, welfare facilities, sports facilities, etc.
To lend out various tools and equipment.
To carry out necessary procedures related to the use of other facilities and equipment.
⑦ Others
In order to collect tuition fees, etc.
To send various communications and notifications
To issue various certificates
In order to implement the awards and punishments stipulated in the school regulations, etc.
To produce promotional materials such as university brochures.
To send communications and notifications from organizations affiliated with this university (Obirin Gakuen Alumni Association, related business companies, etc.) (Note)
4-2 Personal information of parents/guardians
To contact students as necessary for academic support, daily life support, etc.
To send you academic transcripts, course registration reports, tuition payment requests, newsletters, etc.
J. F. Oberlin University To make various communications and notifications based on requests from the Supporters' Association
4-3 Personal Information of Graduates
For issuing and sending graduation certificates, academic transcripts, etc.
To send event announcements, etc.
For the purpose of sending various communications and notifications (including to organizations related to this university (Note))
4-4 Personal Information of Applicants
To send you the university brochure, application guidelines, etc.
To provide various information, such as open campus announcements.
To conduct and administer entrance examinations.
*Note: Only when related organizations of the school (such as the J. F. Oberlin Gakuen Alumni Association, J. F. Oberlin University Alumni Association, related business companies, etc.) have reasonable grounds to use the personal information and the school's Personal Information Protection Committee deems it necessary.
5. Disclosure of information regarding students' learning progress (Undergraduate Programs)
At our university, we believe that providing guidance and advice on academic matters in collaboration with parents is educationally beneficial. We disclose course registration and grade information through a dedicated e-Campus for parents and respond to inquiries and consultations regarding students' academic progress.
6. Provision of personal information to third parties
The personal information we collect will not be used for purposes other than those for which it was collected, nor will it be provided to third parties. However, this does not apply in the following cases:
(1) When used or provided in accordance with laws and regulations
(2) When used or provided based on the consent of the person concerned
(3) When it is urgently necessary to use or provide it for the preservation of an individual's life, body, or property.
(4) When it is within the scope necessary for the sound conduct of the school's business or educational and research activities, and when it is used within the school, and there are reasonable grounds for using such information.
(5) When the Personal Information Protection Committee of this school deems there are other reasonable grounds.
7. Regarding joint use
Regarding Joint Use with the General Incorporated Association J. F. Oberlin University Alumni Association
1. Scope of Use
2.Purpose of use
<Alumni Information>
(1) Issuance and distribution of membership directory
(2) Distribution of publications such as newsletters (including those in electronic format, but limited to those that are in line with the objectives of the association's activities)
(3) Collection and management of membership fees and donations
(4) Communication of the various projects and events of this association
(5) Members' support for the activities of various organizations
(6) Membership registration for employee benefits services
3. Categories of personal information to be shared
(1) Name (Kanji and Katakana) *Includes current and former names
(2) Date of birth
(3) Address
(4) Telephone number
(5) Email address
(6) Name of employer and position
(7) Faculty and Department of Graduation
(8) Graduation year
4. Who is responsible for the management of personal information?
J. F. Oberlin University and Affiliated Schools
3758 Tokiwa-cho, Machida City, Tokyo
Chairman: Tatsuya Otsuki
Regarding joint use with the Obirin Junior and Senior High School Alumni Association
1. Scope of Use
2.Purpose of use
(1) Issuance and distribution of membership directory
(2) Distribution of publications such as newsletters (including those in electronic format, but limited to those that are in line with the objectives of the association's activities)
(3) Collection and management of membership fees and donations
(4) Communication of the various projects and events of this association
(5) Members' support for the activities of various organizations
3. Categories of personal information to be shared
(1) Name (Kanji and Kana) *Includes current and former names
(2) Date of birth
(3) Address
(4) Telephone number
(5) Email address
(6) Name of employer and position
(7) Faculty and Department of Graduation
(8) Graduation Year
4. Who is responsible for the management of personal information?
J. F. Oberlin University and Affiliated Schools
3758 Tokiwa-cho, Machida City, Tokyo
Chairman: Tatsuya Otsuki
8. Outsourcing of handling operations
When our school entrusts all or part of its operations involving the handling of personal information to a third party to the extent necessary to achieve the purpose of use, we will conclude a memorandum of understanding or similar document that specifies the obligations that the entrusted party must comply with regarding the protection of personal information, and we will manage and supervise the third party to ensure that the handling of such information is carried out appropriately.
9. Request for disclosure of personal information
8-1 Disclosure Request
Students and others may request disclosure of their personal information and records of information provided to third parties. In principle, such requests must be made in writing by the individual concerned, and the method of disclosure will be the method specified by the individual (either by provision of electronic records or by delivery of written documents). However, in any of the following cases, all or part of the information or records of information provided to third parties may not be disclosed. For specific procedures, please consult the personal information protection manager of the department that holds the personal information or records of information provided to third parties that you wish to have disclosed, or the personal information protection inquiry desk listed below.
(1) When the personal information subject to the disclosure request includes personal information of someone other than the requester.
(2) When the personal information subject to the disclosure request relates to an individual's guidance, evaluation, diagnosis, selection, etc., and disclosure may hinder such guidance, evaluation, diagnosis, selection, etc.
(3) When disclosure would likely hinder the normal conduct of the school's operations.
(4) When the existence or non-existence of records provided to third parties would harm the public interest or other interests.
(5) When the Personal Information Protection Committee of this school deems there are other reasonable grounds.
8-2 Corrections, suspension of use, complaints, etc.
For corrections, additions, deletions, suspension of use, erasure, cessation of provision to third parties, and complaints regarding the handling of personal information, please contact the personal information protection manager of the department that holds the personal information, or the personal information protection inquiry desk listed below.
10. System for protecting personal information
In principle, each department that handles personal information has a person at the level of section chief or higher appointed as a personal information protection manager, and the department has established standards for handling personal information. In addition, a university-wide Personal Information Protection Committee has been established to deliberate on important matters concerning the protection of personal information.
11. Name, address, and representative of the personal information handling business operator.
Name: J. F. Oberlin University and Affiliated Schools
Address: 3758 Tokiwa-cho, Machida City, Tokyo 194-0294
Representative: Chairman: Tatsuya Otsuki
Inquiries regarding personal information protection
Obirin Gakuen General Affairs Department Legal Affairs Section
- houmu@obirin.ac.jp