Need Help?

About

Personal Information Protection Initiatives
(Applicable from Academic Year 2020)

Considering the importance of protecting personal information, the University has clarified its "Approach to Personal Information Protection" and "Basic Policy on Personal Information Protection".

I Privacy Policy

From April 1, 2005, the "Act on the Protection of Personal Information" was fully enforced. In recognition of the importance of protecting personal information, Ryukoku University had established the "Regulations Concerning Protection of Personal Information" (currently the "Ryukoku University Personal Information Protection Regulations") and "Detailed Regulations on the Protection of Personal Information" in 2002.

We will use personal information obtained from newly enrolled and current students, guarantors, alumni, and other related parties only in accordance with the purposes for which it was collected. To fulfill our social responsibility as an educational institution, we will strongly endeavor to handle personal information in an appropriate manner.

We will continue to protect personal information in compliance with laws and regulations and norms.

II Basic Policy on Personal Information Protection

1. Compliance with laws and regulations

Ryukoku University shall comply with laws and regulations governing the handling of personal information, and shall strive to protect personal information appropriately in accordance with the "Ryukoku University Personal Information Protection Regulations" and the "Detailed Regulations on the Protection of Personal Information" already established by the University.

We will strive for continuous improvement by revising the rules when necessary to handle personal information appropriately.

2. Purpose of Use Identification

The University will specify the purpose of use as much as possible, notify or publicly announce the purpose to the person concerned, and acquire and use the personal information in an appropriate manner.

3. Usage Restrictions

The University will not provide personal information to third parties without prior notification or announcement of the purpose of use, except as required by law. In addition, In the event that the handling of personal information is entrusted to a third party, the University will take security control measures and conduct necessary and appropriate supervision.

4. Safety Management and Countermeasures

To properly handle the personal information acquired, the university will thoroughly manage the safety of employees regarding clarification of user authority and confidentiality obligations. The University will appoint a person responsible for the management of personal information to ensure appropriate management of the data, and will continue to provide education and training programs to ensure that employees are aware of their responsibilities and the importance of protecting personal information. We will strive to prevent the leakage, falsification, unauthorized access, etc. of this personal information.

5. System Maintenance

The University will establish a Personal Information Protection Committee and develop a system to manage personal information and deal with various problems. The General Affairs Division will serve as the contact point for requests for disclosure of personal data held by the University, as well as complaints and consultations regarding the handling of personal information.

Educational Corporation Ryukoku University

Contact Point for the Handling of Personal Information

【Ryukoku University General Affairs Section】
Visit / Telephone Reception Hours: Weekdays from 9:00 to 17:00
Telephone: 075-645-7890
* Excluding Lunch Breaks from 11:45 to 12:45, Weekends, and Holidays.
privacy@ad.ryukoku.ac.jp

Posted: 2005/03/31
Last updated: 2022/02/10

The University will appropriately use personal information acquired for the following purposes in order to carry out its educational, research, and social activities.

1. Students’ Personal Information

Business Area Purpose of Use (Areas Requiring Personal Information Use)
Academic Affairs Course Counseling, Academic Guidance, Course Registration, Credit Transfer, Course Management, Study Research Activity Support, Examination Grade Evaluation / Grade Management Credit, Certification Advancement Judgment, Graduation (Completion) Judgment, Various Qualification Judgments, Application Academic Gradebook, Creation of Various Forms, Creation Diploma Awarding, Class Questionnaire, Educational Activity Improvement, International Exchange, Various Overseas Studies and Training
School Registration Leave of Absence, Return to School, Withdrawal, Removal from School, Re-enrollment Procedures
Student Life Student ID Issuance, Student life Counseling, Extracurricular Activity Support, Venture Development Support, Scholarship Applications, Grants, Redemption Scholarship Selection, Campus Loans, Short-term Loan Procedures, Student Accident Insurance Enrollment, Claim Condolences, Disaster Visits, International Student Proxy Application, Application Agency
Health Management Health Diagnosis, Health Management, Health Counseling, Medical Care, Medical Insurance Claims, Health Management Survey, Research
Certification Issuance of Various Certificates and Student Discount Certificates
Facilities Use Management and Operation of the University Libraries, Information Education Facilities, Physical Education and Extracurricular Activity Facilities, Bicycle Parking Lots, International Student Dormitories, Training Camp Facilities, etc.
Career Support Career Support, Career Support Course Management, Job Hunting Support, Career Surveys
Other Various Communications, Notifications, Guidance Payment, Management of Tuition Fees, etc. Information Network Construction, Various Statistics, Surveys, University Evaluation (Self-inspection Evaluation, External Evaluation, Certification Evaluation, etc., Ceremonies, Event Management, University Public Relations Activities, Other University Operations Related to Daily Life

2. Personal Information of Guarantor, Guardians, etc.

Contacts and Notifications related to the Student's University Life, Various Deliverables and Shipments (Study Status, Event Information, University Public Relations, University Sponsorship Requests), Shinwakai (Parents Association) Business Implementation and Operations, Various Statistics, Surveys, University Evaluation (Self and External Evaluations), Certification Evaluations, etc.)

3. Personal Information Regarding Tuition Billing

Contacts and Notifications related to the Payment of Tuition Fees, Various Statistics and Surveys, University Evaluations (Self-inspection Evaluations, External Evaluations, Certification Evaluations, etc.)

4. Personal Information of Alumni

Issuance of Various Certificates, University Library / Use of Welfare Facilities, Various Deliverables (Event Information / University Public Relations / University Sponsorship Requests) Shipment Career survey Job Activity Support, Career Support for Current Students, Job Activity Support, Various Statistics and Surveys, University Evaluations (Self and External Evaluations), Accreditation Evaluation, etc.) Alumni Association Project Implementation and Operations

5. Personal Information of Prospective Applicants/Applicants

Business Area Purpose of Use (Areas Requiring Personal Information Use)
Prospective Applicants Various Deliverables (University Informational Magazines, Application Forms, etc.), Sending Information on Various Events (Open Campus, Admissions Counseling Sessions, etc.), Providing University Information by E-mail, Various Statistics and Surveys, University Evaluations (Self and External Evaluations, Certification Evaluations, etc.)
Applicants Various Deliverables (Examination vouchers, Acceptance/Rejection Notifications, Admissions Documents, etc.), Admission Examination Administration, Pre-enrollment Refund of Tuition Fees in the Event of Withdrawal, Various Statistics and Surveys, University Evaluations (Self and External Evaluations, Certification Evaluations, etc.)

6. Students of Various Courses

Shipment of Various Deliverables (Pamphlets, Leaflets, etc.), Payment of Tuition Fees, Management of Courses, Various Statistics and Surveys Regarding the Use of the University Libraries, University Evaluations (Self and External Evaluations, Certification Evaluations, etc.)

7. Personal information of the University Academic and Administrative Staff (and Others with an Employment Relationship with the University)

Recruitment Transfer, Retirement Labor Management, Salary Payments, Training Health Management, Private School Mutual Aid Associations, Related Retirement Fund Foundation Related Labor Insurance Tax Related (Income Tax, Resident Tax, etc.) Welfare, Various University Certificates, University Public Relations, Comprehensive Information Network Construction, Operation Education, Research Activities Support, Library Use, Various Statistics, University Evaluations (Self and External Evaluations), Accreditation Evaluation, etc.), Other work related to educational and organizational management

Posted: 2005/07/01
Last Updated: 2022/02/10

Provision of Personal Data to Third Parties

Except as required by law, the University will not provide personal information to a third party without prior disclosure of the purpose of use, when necessary.

The University may provide personal data to third parties, to the extent necessary, in the following cases. When providing personal data to a third party, the University will ensure that the third party is fully aware of the University’s privacy policy.

1. Current Students

1) Notification of Academic Transcripts to Guarantors (Parents, etc.) of Current Students

The University believes that it is very important to provide guidance and support to current students, in cooperation with their Guarantors, who are responsible for the students’ studies and student life during their enrolment. The University will report to Guarantors on the students’ study status as necessary.

The University believes that these efforts and communications are essential to the advancement of education, and that we have a responsibility to report the status to the Guarantor.

Purpose To Report the Educational Status of Current Students
Personal Data Items Academic Transcript
Method of Provision
  1. Sending a study status report to the Guarantor (twice yearly, in April and October)(*)
  2. Distribution to Guarantors at faculty briefings and Parent Roundtable Conferences (at the University and nationwide)
  3. Sending to the Guarantor of those with few credits (Only for the Guarantor of the Student)
  4. Sending to the Guarantor of a Student whose graduation decision was deferred or whose promotion decision was deferred (Only for the Guarantor of the Student)
  5. Upon additional requests from the Guarantor for transcripts
Recipient Guarantor of Current Students (Parents, etc.)

* From April 2007, to report the learning status to the Guarantor (parents, etc.) on a regular basis, the Guarantors of Undergraduate Students will be provided an academic transcript twice a year (in April and October).

2) Disclosure and Provision of Information to Affiliated Schools, Related Schools, and Partner Institutions with High School-University Cooperation Agreements

We are pleased to announce that an educational partnership has been established with Ryukoku University-affiliated Heian High School, and that we also have educational partnerships with Hokuriku High School, Sotoku High School, Kobe Ryukoku High School, Souai High School, etc.
The University also provides information to high schools with whom we have concluded a “Comprehensive Agreement for High School-University Cooperation. The University may disclose or provide information on the academic, extracurricular activities, employment, etc. of students from these schools as necessary.

This is to improve each other's educational programs and collaboration efforts by sharing information on how the graduates of affiliated schools, schools with educational cooperation agreements, related schools, and schools with high school-university cooperation agreements are performing after graduation.

The University believes that this initiative is meaningful not only to the students concerned, but also to the University and the high schools, at that it will be beneficial to the students who follow in the graduates' footsteps.

Purpose To Report the Learning Status of Current Students to the School (High School) of Origin
Personal Data Items Name / Faculty / Department / Year / School Registration Status / Entrance Examination Classification / Acquired Credits / GPA / GPA Ranking / Average Score / Average Score Ranking / Activity Status of Extracurricular Activities / Employment Status
Method of Provision Disclosed or Provided when Exchanging Information with the High School
Recipient Affiliated Schools, Educational Cooperative Schools, Schools with High School-University Cooperation Agreements

3) Disclosure of Academic Transcripts to Students of Designated Schools (Those Enrolled Through Entrance Examination by Recommendation)

The University may disclose the learning status, employment status, etc. of high school graduates who are enrolled through entrance examination by recommendation from designated schools, as necessary.

The purpose is to share information between the University and the high schools regarding how those admitted by recommendation are performing, to strengthen the relationship of mutual trust and to strive for improvement.

The University believes that this initiative is meaningful not only to the students concerned, but also to the University and the high schools, at that it will be beneficial to the students who follow in the graduates' footsteps.

Purpose To report the study status of current students to the origin school (high school) and report on the Graduates’ career paths
Personal Data Items Items on transcript and information on post-graduation career status
Method of Provision Disclosure when exchanging information with designated schools
Recipient Designated schools from which students were received through admission by recommendation

4) Provision of Address Labels to Ryukoku University Co-op (“Co-op”) and Ryukoku Mercy Co., Ltd. (“Mercy”) for New Students

Ryukoku University has requested the Co-op to cooperate in many of its welfare programs, but from 2013 Academic Year, we have decided to ask Mercy to further enhance its student services.
Both the Co-op and Mercy are engaged in various projects to improve the lives of the university’s students, academic staff, and administrative staff.
We will provide address labels of those who have been accepted by the University to Ryukoku Coop and Mercy, and will have information sent to students regarding pre-enrollment preparations, university life after enrollment, and information about Ryukoku Coop and Mercy so they can lead a better university life. Those who do not wish to have their address labels provided may confirm their intention by the postcard included with the Admission procedure documents.

Purpose To send to successful applicants from the Ryukoku University Co-op, and Ryukoku Mercy Co., Ltd, materials and information about pre-enrollment preparation and university life after enrollment
Personal Data Items Address Label (Address / Name of Student)
Method of Provision Provision of Mailing Labels
Recipient of Labels Ryukoku University Co-op and Ryukoku Mercy Co., Ltd.

2. Guarantor

1) Provision of a Guarantor Address Label to the Ryukoku University Academic and Administrative Staff Union

The University understands the significance of the activities conducted by the Ryukoku University Teachers' Union regarding government subsidies and provides address labels for the Teachers' Union to send signature forms and other documents to the Guarantor.

Purpose To send requests for signatures and other cooperation (nationally subsidized) to the parents of current students by the Ryukoku University Academic and Administrative Staff Association
Personal Data Items Address Labels (Guarantor’s Address / Name)
Method of ProvisionProvision of Mailing Labels
Recipient Ryukoku University Academic and Administrative Staff Union

3. Graduates

1) Alumni Association-related Business

The Ryukoku University Alumni Association consists of graduates of the university.

As of March 2021 (Reiwa 3), the alumni association has more than 200,000 members. Alumni have chapters in various prefectures and overseas, as well as in several professional fields, and there are active exchanges among alumni both in Japan and abroad after graduation.

To facilitate such exchanges and friendships among Alumni, the University and the Alumni Association may provide address labels in the following form.

In addition, the Alumni Association shares its personal information database with the University to the extent necessary to carry out its business activities.

How Personal Data is Provided to Alumni Chapters and Alumni Associations

Purpose of Use To send invitations to Alumni Chapters and Alumni Associations (Faculties, Seminars, Clubs, etc.) for various events
Personal Data Items Graduate’s Address, Name, Year of Graduation, Faculty of Affiliation
Method of Provision Provision of Mailing Labels (limited to those printed out)
Recipient Graduates and Faculty Members in Alumni Association Branches and Alumni Associations (Faculties, Seminars, Clubs, etc.)

2) Disclosure of Graduates' Company Names and Contact Information for OB / OG Visits

As part of our support for job-hunting activities, we conduct alumni visits for enabling current students to hear directly from their seniors, who are employees of the company for which they wish to work, about the nature of their work, the atmosphere of the company, etc… The students can then make use of this information in their own job-hunting activities. The purpose of these visits has been limited to the job-hunting activities of the current students. The names of Alumni, the names of the companies they work for, and their contact information at the time of graduation (phone number of their Guarantor at their time of graduation) are disclosed as necessary.

However, such information will not be disclosed if the provision of information to students about OB/OG visits has been suspended due to career surveys at the time of graduation.

We believe that this program provides valuable information to facilitate the job-hunting activities of current students and is a useful support. We ask for your understanding and cooperation in this initiative.

If you wish to suspend disclosure of your information to current students, please contact the following:

For Graduates of the Faculty of Letters , Faculty of Economics , Faculty of Business Administration , Faculty of Law , Faculty of Intercultural Communication , Faculty of International Studies , Faculty of Policy Science , and Junior College

【 Ryukoku University Career Center Fukakusa】
Phone: 075-645-7878
(Weekdays 9:00 to 17:00 Excluding Lunch Breaks from 11:45~12:45, Weekends, and Holidays)

For Graduates of the Faculty of Science and Technology, Faculty of Sociology, and Faculty of Agriculture

【Ryukoku University Career Center Seta】
Phone: 077-543-7735
(Weekdays 9:00 to 17:00 Excluding Lunch Breaks from 11:45~12:45, Weekends, and Holidays)

Purpose of Use To support the job hunting of current students
Personal Data Items Name / Graduation Year / Faculty / Department / Major / Company Name / Contact Information at the Time of Graduation
(Telephone Number of Guarantor)
Method of Provision At the request of current students, information will be disclosed verbally after the submission of a Pledge of Use.
Recipient Students who wish to visit an OB / OG

4. Applicants

1)Notification of Entrance Examination Results to the Applicant’s High School

The university reports the results of the entrance examination to the Applicant’s high school, etc., so that it can be used for the Applicant’s career guidance.

Purpose of Use To report the Entrance Examination Results to the Applicant’s high school
Personal Data Items Name / Entrance Examination Result
Method of Provision Sending or the In-person Delivery of Entrance Examination Results
Recipient Applicant's High School

5. Academic and Administrative Staff

1) Provision of Information from the Health Center to Other Related Organizations

  • Cooperation with other medical institutions (hospitals, health clinics, doctor’s offices, etc.) (introductions, replies)
  • Requests for re-examinations, detailed examinations, etc. from other medical institutions (hospitals, health clinics, clinics, etc.)
  • Request for inspections by contracted inspection agencies
  • Submission of receipts to payment institutions and responses to inquiries from payment institutions or insurers
  • Reports to insurance companies, etc. (with prior consent of the individual)
  • Provision of information in response to investigations and inquiries by external auditing organizations
  1. If you disagree with the provision of information to other medical institutions or outsourced examination institutions, please inform the receptionist of the Health Center.
  2. If no request has been made, your information will be treated with the understanding that you have agreed.
  3. These offers can be withdrawn or changed at any time in the future.

2) Provision of Data on Full-time Academic and Administrative Staff Members to the Ryukoku University Faculty and Staff Union.

The University provides basic data on Full-time Academic and Administrative Staff Members at the request of the Faculty and Staff Union.

Purpose of Use To create basic materials (rosters, etc.) for activities by the Ryukoku University Faculty and Staff Union
Personal Data Items Name / Staff Number / Affiliated Faculty or Department / Job Type / Job Rank / Campus
Method of Provision Provision of Data
Recipient Ryukoku University Faculty and Staff Union

For inquiries regarding details of the provision of personal data to third parties, or regarding the suspension of the provision of data to third parties, please use the contact information below.
(However, in cases of suspension of data disclosure regarding the names of companies where graduates work/contact information in relation to OB and OG visits, please contact the Career Center as earlier indicated.)

Contact Point for the Handling of Personal Information:

【Ryukoku University General Affairs Section】
Visiting / Telephone Reception Hours: Weekdays 9:00~17:00
Phone: 075-645-7890
* Excluding lunch breaks from 11:45~12:45, Weekends, and Holidays.
privacy@ad.ryukoku.ac.jp

Publication date: 2005/07/15
Last updated: 2022/02/10

About the Shared Use of Personal Data

1. Shared Use with the Ryukoku University Alumni Association (Alumni Association)

The Ryukoku University Alumni Association is made up of graduates from our University.

As of March 2021 (Reiwa 3), the number of members has exceeded 200,000. There are branch organizations in each Japanese prefecture, in overseas countries, and within various occupational fields. Even after graduation, alumni actively interact with each other at home and abroad.

To promote mutual friendship between graduates and to maintain a close relationship between graduates and their alma mater, the university and the alumni association will share personal data for the following purposes.

Purpose of Use
  • Holding general meetings, social gatherings and other meetings
  • Cooperation with alma mater
  • Publication and distribution of newsletters, etc.
  • Assistance for member organizations and current students
  • Operation and management of facilities for members
  • Election of councilors for Corporate Ryukoku
  • Other matters necessary to achieve the purpose of this meeting
Personal Data Items Name of Graduate / Faculty / Department / Address / Telephone number / Student ID number / Graduation Number / Date of Birth / E-mail Address / Career / Workplace / Seminar Affiliation / Circle Affiliation / Admission ・Graduation Date /
Membership Fee Payment Status, etc. In addition, minimum information on current students for providing assistance, etc.

2. Shared use with Ryukoku University Shinwakai (Parent-Teacher Association)

Ryukoku University Shinwa-kai is a parent-teacher organization composed of parents/guardians of students who are enrolled in the university and those who agree with the purpose of the university. Shinwakai was established in 1962, ahead of other nationwide universities, and has been active for about 50 years.

To provide support from the standpoint of parents so that students can lead meaningful student lives, and to promote mutual exchange and deepening friendship between parents, the University and Shinwakai share personal data for the following purposes.

Purpose of Use
  • Implementation of projects for parents
    Alumni Association Regular General Assembly, National Parents Roundtable (co-sponsored by the University), Co-sponsored projects of the tripartite (University, Alumni Association, Alumni Association), issuance of "Alumni Association News", Cooperation in University fund-raising activities, etc.
  • Implementation of projects for student life
    Implementation of Shinwakai scholarship projects, subsidized projects, etc.
  • Other matters necessary to achieve the organization’s purpose
Personal Data Items Guarantor Name / Address / Telephone Number / Workplace / Work Telephone Number / Occupation / Relationship / Date of Birth / Membership Fee, etc. Payment Status
Current Student Name / Address / Telephone Number / Student ID Number / Faculty / Department / Study Year / Date of Birth
In addition, the minimum necessary information on Current Students when providing assistance, etc.

3. Shared Use with each Faculty Society

Each University Faculty and the Junior College have an academic society consisting of full-time Faculty Members, Graduate School Students, Undergraduate Students, etc. to promote and disseminate their respective academic research.

To manage the smooth management of these academic societies, the University and each Faculty Society will share personal data for the following purposes.

Society Name
  • Ryukoku Society (Faculty of Letters ・Junior College)
  • Ryukoku University Economics Society (Faculty of Economics)
  • Ryukoku University Business Administration Society (Faculty of Business Administration)
  • Ryukoku University Law Society (Faculty of Law ・Graduate School of Law)
  • Ryukoku University Policy Science Society (Faculty of Policy Science)
  • Ryukoku University Science and Technology Society (Faculty of Science and Technology ・ Faculty of Advanced Science and Technology)
  • Ryukoku University Faculty of Sociology Society (Faculty of Sociology)
  • Ryukoku University Intercultural Communication Society (Faculty of Intercultural Communication ・Faculty of International Studies)
  • Ryukoku University Agriculture Society (Faculty of Agriculture)
Purpose of Use
  • Holding study groups, etc.
  • Publication of magazines, etc.
  • Holding lectures, symposiums, etc.
  • Other projects deemed appropriate by each academic society
Personal Data Items Current Student Name / Address / Telephone Number / Student ID Number / Faculty / Department / Study Year / Membership Fee Payment Status / E-mail Address / Thesis Title / Other minimum required information on Current Students
Full-time Faculty Member Name / Address / Telephone Number / Staff Number / Faculty Affiliation / E-mail Address / Other minimum required Full-time Faculty Member information

Posted: 2005/07/01
Last updated: 2022/02/10