Alumni Network

Kyoto University
Japanese
Privacy Policy
Privacy Policy of the Kyoto University Alumni Network System
1. Purpose
The purpose of this privacy policy shall be to protect rights and interests concerning the personal information of registered users in accordance with the Act on the Protection of Personal Information Held by Independent Administrative Agencies, etc. and Kyoto University°«s regulations for the protection of personal information (hereafter referred to as the °»Act, etc.°…) when Kyoto University (hereafter referred to as the °»University°…) administers the Kyoto University Alumni Network System (hereafter referred to as °»Kyodai Alumni°…).
2. Definitions
In this privacy policy, the meanings of terms listed in the following items shall be as prescribed respectively in those items:
(1) Graduate: a former enrollee of the University who graduated, completed his or her degree program, or satisfied his or her credit requirements but did not receive his or her degree.
(2) Faculty Member: an academic staff member (excluding a graduate) who serves the University under the Academic Staff Employment Regulations or the Rules for Specified Fixed Term Employment of Academic Staff.
(3) Past Faculty Member: an academic staff member (excluding a graduate) who served the University under the Academic Staff Employment Regulations or the Rules for Specified Fixed Term Employment of Academic Staff.
(4) Registration Applicant: a graduate, faculty member, or past faculty member who wishes to be registered with Kyodai Alumni.
(5) Registered User: a person who has completed the registration procedures with Kyodai Alumni.
(6) Personal Information: registration information items of a registered user from which an individual registered user can be identified, including his or her name, address, graduation year (completion year), faculty or graduate school, telephone number, e-mail address, place of employment, and birth date.
3. Administration of Personal Information
The External Affairs Division (General Affairs Department) shall be responsible for the administration of registered users°« personal information in accordance with the Act, etc. However, the University shall assume no responsibility when a third party, which may also include a registered user (this definition of a third party shall apply hereafter), acquires a registered user°«s personal information in any of the cases listed in the following items:
(1) If a registered user reveals his or her own personal information through the functions of Kyodai Alumni or any other means.
(2) If a registered user is unexpectedly identified through information entered on Kyodai Alumni by another registered user.
(3) If a registered user°«s identifying information (such as his or her ID and password) is obtained by a third party.
4. Collection of Personal Information
1 The University shall collect information concerning a registered user after he or she registers with or uses Kyodai Alumni.
2 The University shall collect personal information provided by the Kyoto University Alumni Association, which also includes its member organizations (hereafter referred to as the °»Alumni Association°…).
3 A registered user°«s IP address, cookie information or web pages that he or she visits, and his or her computer-operating environment (e.g., browser type, operating system, etc.) as well as other information shall be received automatically from his or her browser and stored in the server.
5. Purpose of Collecting Personal Information
The purposes for which the University collects a registered user°«s personal information through Kyodai Alumni shall be as prescribed in the following items:
(1) To identify a registration applicant.
(2) To provide registered users with information about a variety of topics, send some materials to them, and conduct questionnaire surveys about them.
(3) To prepare a list of graduates and allow registered users to browse it.
(4) To prepare a list of faculty members and allow registered users to browse it.
(5) To prepare an alumni membership list and provide it to the Alumni Association.
(6) To examine the status of registration and use regarding Kyodai Alumni for its appropriate management and administration.
6. Provision of Personal Information to a Third Party
A registered user°«s personal information shall, in principle, not be provided to a third party (excluding the provision of an alumni membership list to the Alumni Association), unless there is prior consent by the registered user to provide a particular party with specific information. However, in the cases listed in the following items, a registered user°«s personal information may be provided without his or her consent.
(1) To fulfill legal requests made by judicial or administrative bodies, or entities equivalent thereto.
(2) To prevent problems with the maintenance of Kyodai Alumni.
(3) To respond to a case where a registered user violates laws and regulations, or the University°«s terms, etc.
(4) To respond to a case where the University has determined that a registered user°«s acts on Kyodai Alumni violate social conventions.
(5) To protect the rights and interests of the University or third parties.
(6) To aggregate, analyze, etc., personal information in order to improve Kyodai Alumni services.
7. Preparation and Use of Statistical Data
The University shall reserve the right to prepare statistical data that are based on personal information provided but processed so that an individual cannot be identified, and to use the data without restrictions.
8. Spam E-mail
The University shall never support or tolerate any spam e-mail.
9. Security
1 The University shall be committed to the secure handling of personal information through the establishment of the University°«s regulations and organizational setup in accordance with the University°«s regulations for the protection of personal information and the Kyoto University Information Security Policy.
2 The University shall provide password protection for a registered user°«s registration information in order to protect his or her privacy and ensure the security of such information. The University shall also use SSL encryption to protect communications.
3 In the case of entrusting services to a third party for the purpose of providing the services to registered users, the University shall conclude a contract, etc. to properly implement the management of the entrusted party.
10. Amendment of Privacy Policy
The University shall reserve the right to amend, in whole or part, this privacy policy. Registered users shall be notified of substantial amendments via postings on Kyodai Alumni, e-mail, or other means deemed appropriate by the University.
Supplementary Provision
The privacy policy shall come into force on April 1, 2010.
Supplementary Provision
The privacy policy shall come into force on June 1, 2016.