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Privacy Policy

Last amended:2021.04.12

Privacy Policy for Faculty Members, Staffs, Researchers and Visiting Researchers, Fellows and Visitors

This Privacy Policy describes how National University Corporation Kyushu University in Japan (“KU” or “we”) collects, uses fairly and stores safely your personal data about faculty members, staffs, researchers and visiting researchers, fellows and visitors we hold. If you have any questions, concerns or would like more information about our privacy policy, please contact at joho-kokai@jimu.kyushu-u.ac.jp.

1. The personal data we collect

The personal data we will collect from you are as followings:
・Personal contact details: your name, home address, email address, phone number;
・Personal details: date of birth, gender, nationality/citizenship, and photograph;
・ Identity personal data: passport number, date of issue, expiry date, place of birth, marital status and a copy of your passport;
・A copy of Driving License and your motor vehicle inspection certificate;
・Qualification details: including academic achievement, reference and academic history;
・Bank account details;
・Information relating to health, disability and medical condition;
・Academic history: including your subject, your activities and achievements, academic or professional references, your language proficiency certificate (if you are not a native Japanese speaker) and your academic certificates;
・Work history or work experience details: organization name, position and achievement where required;
・Contact information of person recommending you;
・Insurance information: including your life insurance details your medical and hospitalization details and bank loan details if required;
・Information including your enquiries, specific requests, preferences, feedback, and survey responses that you provide to us;
・Contact details about your family, next of kin or guardian in the event of emergency;
・Data about you which have been generated during your time at KU (work and assessment);
・Data on how you access or use KU’s resources (library, websites, virtual, learning environments);
・where relevant, information related to special exam arrangements, other work arrangement or special exchange program; and
・information about your health status.

2. How we collect your personal data

The personal data we will collect is directly from you or when you:
・submit the application documents by e-mail, post or hand in;
・request or enquire any KU information to be sent to you; 
・complete the online application forms;
・access any web account on KU’s platforms; and
・request other certificates or information regarding your work period at KU.

3. How we use your personal data

We process your personal data because it is necessary for the performance of a task carried out in the public interest. For fulfilling this respect, we use your personal data for the following:
・to manage your accommodation service;
・to provide library, IT and information services;
・to provide employee support service;
・to provide you our course details and schedules, exchange programs and other events;
・to provide you an exchange program for work outside Japan;
・to collect feedback from you;
・to administer financial documents, statements and receipts;
・to ensure your safety and security;
・to evaluate and monitor your work performance according to our internal personnel evaluation standards;
・to process your personal data for other purposes for which you provide it to us
・to monitor your interactions and contact you if necessary to offer support.
・to use your name for your email address;
・to evaluate and monitor the performance and effectiveness of KU; and
・to maintain Kyushu University Researcher’s Activity Developments & Reports System (Q-RADeRs) and Kyushu
   University Institutional Repository (QIR).

We may also process your personal data in relation to compliance with our legal obligations and our missions. For fulfilling this respect, we may use your personal data for the following:
・diplomas and degree verification;
・financial audits;
・compliance with our regulatory and legal obligation; and
・prevention and detection of crime.
If you access certain optional services, we will ask for your consent for data processing.

We may further process your personal data because it is necessary for the performance of a contract with you or in order to take step at your request prior to entering into a contract. For fulfilling this respect, we use your personal data for the following:
・to provide your personal data to foreign education/research institutions; and
・to apply for education/research funds and program provided by a sponsor including private company, organization and/or public institutions.

Information such as health or religion may be considered “sensitive personal data” under the EU General Data Protection Regulation (“GDPR”). These personal data might include information necessary to, to fulfill medical purposes, or to protect your or another person’s vital interests. We are only prepared to accept sensitive personal data on the condition that we have your explicit consent.

4. Sharing your personal data with third parties

Your personal data may be shared with the following types of relevant organization:
・Ministry of Education Culture, Sports, Science and Technology;
・Immigration Bureau, Ministry of Justice; and/or
・Japan Society For the Promotion of Science.
Your personal data may be transfer to insurance companies, as part of our legal obligations, or your personal data may be shared with travel agency which you request related service.
If we want to use your personal data for a reason other than those purposes set out above, or transfer your personal data to any other third parties, you will be notified and asked for consent.

5. How long we keep your personal data

Your personal data we collected either through the application process or directly from you, will only be kept for a period, that is set base on the legal requirements of the national and local authorities in Japan.

6. Your rights

Once your personal data has been collected, you have the right:
・to request an access to your personal data that we hold;
・to rectify or erasure your personal data;
・to restrict or object to processing your personal data;
・to ask for a copy of your personal data in a format that allows easy transfer (“data portability”); and
・to withdraw consent at any time, without affecting the lawfulness processing based on consent before this withdrawal.

7. Cookies* policy:

We will use cookies to collect some personal data when you browse our website. 
The personal data collected by cookies will only be used for our services mentioned above. 
We also use cookies to deliver our services (including, but not limited to, “Application Form” and “Language Setting”, and “Survey”) and targeted advertising based on your use of our web site.
Advertising technologies which may set cookies on our site including, but not limited to, Facebook, Twitter, YouTube and others.
We also use Google Analytics and Adobe Analytics and others to collect information on how visitors use our site. 

Cookies policy for Google Analytics 

Cookies policy for Adobe Analytics
Data about how cookies can be controlled within the various browsers:
Cookies in Internet Explorer

Cookies in Safari

Cookies in Opera

Cookies in Google Chrome 

Cookies in Firefox

Please refer the website above to each cookies policy to opt out cookies.

*Cookies are small text files including a unique identifier, which are stored to your computer or other device when you visit our website, if your browser allows it.

8. How we protect your personal data

We are improving security measures to protect your personal data, information security policies that must be read and understood by all member of staffs. The personal data is only available to those members of staffs who require access as part of their duties.
We may update this Privacy Policy at any time. The most current version will be available on our website or it can be notified to you by e-mail.