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Privacy Policy

Last amended:2021.04.12

Privacy Policy for International Students Applying for Admission

 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 students applying for admission we hold. If you have any questions, concerns or if you would like more information about our privacy policy, please contact us 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 and 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;
・Data including your specific requests, preferences, feedback and survey responses;
・Qualification details: including academic achievement and reference;
・Academic history before studying at KU, including the name of your higher education, your GPA (Grade Point Average), your activities and achievements, a certificate of student status (education institutions you attend(ed)), 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 details of your family or next of kin if you have in Japan;
・Contact details of who may sponsor your studies;
・Contact details of all member of your family, if they stay in Japan with you;
・Information about your accompanying family (including passport number, date of issue, expiry date, date and place of birth, marital status and a copy of your family members’ passport) as part of the application process;
・Financial information for tuition fee and other payment; including certificate of scholarship, support information certifying that you have the means to pay for all the expenses incurred during your stay in Japan, including your own or your family’s bank details, and
・Your travel details to KU, including your flight schedule;
・Information about your health status; and
・Data indicated on Application for Certificate of Eligibility.

2. How we collect your personal data

 The personal data we will collect is directly from you, when you:
・submit the application documents by e-mail;
・request or enquire any KU information to be sent to you;  
・complete an online application system;
・access any web account on KU’s platforms;
・your personal data will be collected from a third party, such as from previous or current school, college, university, or who may sponsor your studies; and
・request us to support your student visa application or residence permit.

3. How we use your personal data

 Receiving and processing your personal data, as mentioned above, for application, is based on your consent and is used in application for student visa or residence permit process. For fulfilling this respect, we may use your personal data for immigration requirements and send immigration documents to you by post. 

 We may further 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 provide you our course details and schedules, exchange programs and other events;
・to collect feedback from you;
・to answer your enquiries;
・to administer financial documents, statements and receipts;
・to ensure your safety and security;
・to share your personal information with the travel agency which you request shuttle bus service, tickets service and other services provided by such travel agency;
・to process your personal data which you provide additionally for other purposes; and
・to use your name for your email address.

 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:
・financial audits;
・compliance with our regulatory and legal obligation; and
・prevention and detection of crime.

 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 fulfill medical purposes, or to protect your or other 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
・Japan Society For the Promotion of Science.

 Your personal data may be transferred to insurance companies, as part of our legal obligations.
 If we want to use your personal data for a reason other than those purposes provided herein, or transfer your personal data to any other third parties set out above, you will be notified and asked for consent.

5.How long we keep your personal data

 Your personal data that 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 a copy of your personal data that we hold;
・to rectify or erasure your personal data;
・to restrict or object to processing concerning 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”, “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 and 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 and, where appropriate, notified to you by e-mail.

Please refer to the following for the Japanese translation: