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Privacy Policy

Last amended:2021.04.12

Privacy Policy for Job and Research Applicants

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 job and research applicants 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;
・Qualification details: including academic achievement, reference and academic history;
・Work history, and previous employment details: including organization name, position, work achievements, reference and contact information of the person recommending you; and
・Information including your enquiries, specific requests or questions, preferences, feedback, and survey responses that you provide to us;

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, by post or by hand in;
・Request or enquire any KU information to be sent to you;  
・Complete an online application form; and
・Access any web account on KU’s platforms.

3. How we use your personal data

We may process your personal data based on steps at your request prior to entering into a contract with KU and for recruitment use only. We may further process your personal data if it is necessary for concluding the contract with you. For fulfilling this respect, we will only use your personal data for the following purposes:
・to manage your application; and
・to manage your accommodation service, if necessary.

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, Japan, and
・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 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 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 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 or it can be notified to you by e-mail.

Please refer to the following for the Japanese translation: