Privacy policy

Chitose Institute of Science and Technology (“CIST”) recognize the importance of protecting personal information and will comply with laws and regulations regarding the collection, management, use, disclosure and provision of personal information in our educational and research activities, student support and administration of CIST, and handles such information as follows.
CIST ensures the proper use of personal information through education and awareness-raising activities of faculty, staff and others, and strive to improve its efforts to protect personal information through continuous review and improvement.

Information that can identify a specific individual by name, date of birth, or other description contained in the information (including information that can be easily matched with other information and thereby identify a specific individual).

A collection of information that contains personal information and is systematically organized so that specific personal information can be retrieved by computer or other means.

Personal information that constitutes personal information databases.

1. Students currently receiving education at CIST, credited auditors, auditors, and participants in public lectures
2. Participants in school information sessions and other events held by CIST, applicants who take the entrance examination, and those who request information from CIST
3. Graduates who have received education at CIST in the past, those who have transferred to other universities, those who have dropped out of CIST, and credited auditors

1. Full-time educational staff, administrative staff, public health nurses, technicians, part-time educational staff, contracted staff, temporary staff, and fixed-term faculty members who are working for CIST, as well as executives who are appointed to CIST
2. Full-time educational staff, administrative staff, public health nurses, technicians, part-time educational staff, contracted staff, temporary staff, and fixed-term faculty members who will be employed at CIST, as well as executives who will be appointed to CIST
3. Full-time educational staff, administrative staff, public health nurses, technicians, part-time educational staff, contracted staff, temporary staff, and fixed-term faculty members who had worked for CIST, as well as executives who had been appointed to CIST
4. Unsuccessful applicants who had sought employment at CIST in the past and those who had withdrawn from employment
5. Participants in activities organized by CIST

The purposes for which personal information is used in the performance of duties necessary for education, research, student support and administration of CIST are as follows.

Entrance examinations, admission procedures (including transfer and readmission), issuance of student ID cards, course counseling, course registration, academic guidance, class management, examination administration, grade processing, credit approval, department assignments, promotion and graduation (completion) decisions, degree conferment, study abroad, international exchanges, issuance of various certificates, leave of absence, return to school, readmission and withdrawal procedures, management of school fee payments, student registration management, academic encouragement, support of research activities, operation of welfare facilities, selection of recommended candidates for graduate school, selection of candidates for awards, selection of scholarship students, periodic health examinations, health counseling, Personal Accident Insurance for Students Pursuing Education and Research, congratulations and condolences, disaster relief, support of extracurricular activities, issuance of student discount cards, disciplinary action according to university regulations, job registration, job search support, job placement assistance, use of facilities (e.g., campus network and educational systems, classrooms, research laboratories, information center, media lab, sports facilities, study rooms, parking lots), lending of tools and equipment, various communications and mailings

Communications necessary for student guidance, mailing of various materials (e.g., academic transcripts, tuition payment slips, CIST newsletters and event information)

Employment examinations, work status management, procedures, screening and management related to personnel affairs (e.g., employment, hiring, promotion, demotion, transfer, leave of absence, reinstatement, discharge, dismissal, retirement, mandatory retirement, disciplinary action), salary, compensation, wages, occupational health and safety, accident compensation, various kinds of insurance (e.g., employment insurance, health insurance, employee pension insurance, group insurance), welfare, Japan Association of Public Universities, and Japan Health Insurance Association, issuance of faculty/staff IDs, academic guidance, class management, study abroad, international exchanges, issuance of certificates, support of research activities, facility management, congratulations and condolences, disaster relief, use of facilities (e.g., classrooms, research laboratories, information center, media lab, sports facilities, study rooms, parking lots), lending of tools and equipment, various communications and mailing of materials

If CIST obtains personal information of a person directly in writing (including electronic, magnetic, or other records not recognizable to human perception), provides such personal information to a third party, or changes the purpose of use of such personal information, CIST will notify the person of the purpose of use of such personal information or publicly announce such purpose in advance.

Personal data shall be kept accurate and up-to-date to the extent necessary to achieve the purpose of use.

1. CIST will take necessary and appropriate measures to prevent leakage, loss, or damage of personal data and to otherwise safely manage personal data.
2. When personal data is handled by CIST faculty and staff, CIST will provide necessary and appropriate supervision of such faculty and staff to ensure the safe management of such personal data.
3. If all or part of the handling of personal data is outsourced, CIST will select a contractor with an established personal information protection system to ensure the safe management of such personal data, and provide necessary and appropriate supervision of the outsourced party.

1. CIST will not provide personal data to third parties without the prior consent of the person, except when required by law, when it is necessary for the protection of the life, body, or property of an individual and it is not possible to obtain the consent of the person, or when CIST’s president deems it specifically necessary.
2. CIST will send the parents/guardians a letter of academic achievement that includes the student’s credit acquisition status and grade evaluation for the courses taken by the student. CIST will also present it at individual meetings such as parent-teacher conferences to discuss the student’s advancement to higher education, employment, and student life.

If a person requests disclosure of personal data concerning that person, CIST will disclose it to the person without delay. However, if it is appropriate not to disclose the personal data, CIST may not disclose all or part of the personal data. In such cases, CIST will notify the person to that effect without delay and provide the reason.

If a person requests a correction, addition, or deletion of their personal data (“correction, etc.”), CIST will conduct the necessary investigation to the extent necessary to achieve the purpose of use, and make the correction, etc. based on the results of that investigation. If CIST makes a requested correction, etc. to all or part of the personal data, or if CIST decides not to make a correction, etc., CIST will notify the person to that effect (including the details of the correction, etc., if any) without delay and attach the reasons.

A person who wishes to request disclosure, correction, etc. (the “requestor”) must identify themselves and submit a request form (using the form designated by CIST) that includes the following information.

1. Name and address of the requestor
2. Details of the personal information pertaining to the request
3. If a correction is requested, the part of the personal information that has to be corrected and the details of the correction
4. If a modification is requested, handling of the personal information deemed inappropriate and the details of the modification
5. Other matters as stipulated in the guidelines

1. Disclosure of personal information will be conducted at a time and place designated in advance by CIST.
2. Disclosure of personal information will be made by reading, viewing, or delivery of a copy of the personal information pertaining to the request.
3. When disclosing personal information, if there is a risk of defacing or damaging the personal information, or if there are other unavoidable reasons, a copy of the relevant personal information may be disclosed.

1. There shall be no charge for reading, viewing, correcting or rectifying personal information in accordance with the provisions of these guidelines.
2. If a copy of the personal information is delivered, the cost of preparing and sending the copy shall be borne by the requester.

Complaints regarding the handling of personal information should be addressed to the Planning and General Affairs Division or the division in charge of the relevant operations.

Planning and General Affairs Division
Tel.: 0123-27-6001