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Privacy Policy

The Ritsumeikan Asia Pacific University Student & Alumni Association (hereon after “the Association”), in compliance with Japanese laws on the protection of personal information, shall handle personal information that the Association collects from its members and information provided by Ritsumeikan Asia Pacific University as stated below.

1.
Purposes of Use
Personal information collected from alumni shall be used for the following purposes:
To dispatch Alumni Association information;
To ensure safe and proper use of university facilities and equipment by alumni;
To issue certificates to alumni;
To provide job placement and advancement support to current students;
To enable consultation with current students’ parents and guardians;
To provide necessary information to third parties recognized by the Alumni Association Board Team, including organizations comprised of alumni, organizations comprised of current students’ parents, Ritsumeikan Asia Pacific University, schools of the Ritsumeikan Trust (Ritsumeikan University and its affiliated junior and senior high school) and the Alumni Association of Ritsumeikan University;
To send notices and other information from Ritsumeikan Asia Pacific University;
To conduct university evaluation (self-evaluation, third-party evaluation, accreditation, etc.) and various kinds of statistical surveys;
To request assistance with promotions pertaining to admission and recruitment activities;
To provide information on advancement and job placement to alumni’s home high schools;
To perform the duties in Article 3 of the Alumni Association Regulations;
To implement tasks necessary for the management and operation of the Association.
2.
Disclosure of Personal Information
(1)
The Association confirms that members reserve the right to disclose, correct, discontinue the use of or delete their personal information and will comply when requested to do so.
(2)
The Association will not disclose or provide a member’s registered personal information to third parties without his or her consent unless required to do so by law.
3.
Management of Personal Information
(1)
The Association, in order to implement this Policy, will ensure the thorough understanding thereof by the Student & Alumni Association Board Team and Secretariat.
(2)
The Association will take necessary information security measures, including measures to counter unauthorized access and computer viruses, in order to prevent the loss, destruction, alternation and leakage of personal information.
(3)
The Association will obtain personal information using only fair and legal methods. The Association shall not obtain personal information by inappropriate means, and will either obtain consent on the purposes of use etc. from the individuals to whom the information belongs or announce the necessary information on the Association’s homepage.
(4)
When obtaining personal information indirectly, the Association shall confirm that the information submitted by the provider has been appropriately obtained from the individual and will notify the individual that information has been obtained or announce the purposes of use for personal information and other necessary information on the Association’s homepage.
4.
Management and Sharing of Personal Information within the Student & Alumni Association
(1)
The Secretariat of the Student & Alumni Association will take appropriate measures to manage the personal information collected by the Association.
(2)
When Board Members of the Student & Alumni Association, Group Leaders, and Chapter Leaders require personal information for the implementation of Alumni Association activities, the Secretariat shall provide information only to the extent necessary for those activities.
(3)
If members of the Association other than those stated above require personal information for the implementation of Student & Alumni Association activities, the Secretariat shall provide said information upon the approval of the Board Members.
5.
Provision of Personal Information to Third Parties
(1)
The Association will not provide personal information to a third party without first obtaining consent of the individual, except in the following cases:
1)
When required by the law;
2)
Cases in which the provision of personal information is necessary for the protection of the life, person, or property of an individual and in which it is difficult to obtain the consent of said individual;
3)
Cases in which the provision of personal information is necessary for cooperating with a state institution, a local public body, or an individual or entity entrusted by one in executing the operations prescribed by laws and in which obtaining the consent of the customer might impede the execution of the operations concerned.
(2)
When commissioning certain specific duties, personal information may be provided to third parties. These parties will be obliged by contract, law, etc. to appropriately manage the private information entrusted to them.
(3)
Private information may be shared with the parties below:
1)
Ritsumeikan Asia Pacific University
Purpose of use:
To perform the duties in Article 3, Paragraphs 4 and 5 of the Student & Alumni Association Regulations
Personal information:
Name, current address, telephone number, e-mail address, work address (name of headquarters or branch, department or office, title, industry, occupation, date of appointment, address, telephone number), name of graduate school and major, nationality
2)
APU Parents’ Associations (Korea Parents’ Association, Indonesia Parents’ Association, APU Club Domestic Students’ Parents’ Association, Thailand Parents’ Association, Shanghai Parents’ Association, Taiwan Parents’ Association, The Philippines Parents’ Association, Malaysia Parents’ Association, Vietnam Parents’ Association etc.)
Purpose of use:
To select guest speakers for Parents’ Association projects (lectures etc.)
Personal information:
Name, current address, telephone number, e-mail address, work address (name of headquarters or branch, department or office, title, industry, occupation, date of appointment, address, telephone number), name of graduate school and major, nationality
3)
Schools of the Ritsumeikan Trust (Ritsumeikan University, Ritsumeikan Junior-Senior High School, Ritsumeikan Uji Junior-Senior High School, Ritsumeikan Keisho Junior-Senior High School, Ritsumeikan Moriyama Junior-Senior High School, Ritsumeikan Primary School) and the Alumni Association of Ritsumeikan University
Purpose of use:
To perform the duties in Article 3, Paragraph 6 of the Student & Alumni Association Regulations
Personal information:
Name, current address, telephone number, e-mail address, work address (name of headquarters or branch, department or office, title, industry, occupation, date of appointment, address, telephone number), name of graduate school and major, nationality
(4)
Individuals may request the Association to stop providing information to third parties. Individuals who wish to stop the provision of information shall contact the Secretariat of the Student & Alumni Association.
6.
Basic Rules for Handling Personal Information
Personal information will only be used to the extent necessary for conducting duties within the purposes of use.
Personal information will not be used for any purposes other than those stated, will not be removed from the regular place of use and will not be leaked externally by electronic transmission or other means.
Association staff are prohibited from informing any third parties about the details of personal information acquired during the course of their duties without permission and from using information for unjustifiable purposes. The same shall apply even after staff have left positions pertaining to said duties.
• The collection, use and/or provision of personal information listed below is prohibited:
Matters pertaining to thought, belief and religion
Matters which lead to social discrimination
7.
Inquiries
Secretariat of the Student & Alumni Association
Office of the President
Ritsumeikan Asia Pacific University 1-1 Jumonjibaru, Beppu-shi, Oita-ken 874-8577
Tel:0977-78-1103
Fax:0977-78-1113
8.
Revisions and termination
The APU Student & Alumni Association Alumni Association Executive Board reserves the right to amend or terminate this policy.
9.
Date Effective
This policy shall take effect on October 2, 2011.
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