The International Service Office of National University Corporation Kyoto University (hereinafter referred to as “the International Service Office”) processes personal data in accordance with the applicable laws and regulations, including the General Data Protection Regulation (hereinafter referred to as “GDPR”).

This Privacy Notice provides information about how the International Service Office processes the personal data of visitors to our system and website.

In this notice, “processing” means any operation or set of operations which is performed on personal data or on sets of personal data, whether or not by automated means, such as: collection, recording, organization, structuring, storage, adaptation or alteration, retrieval, consultation, use, disclosure by transmission, dissemination or otherwise making available, alignment or combination, restriction, erasure or destruction.

1. Details of the International Service Office

2. Purposes for which your personal data will be processed

The International Service Office will process your personal data for the following purposes:

• To follow the procedures required by the Immigration Bureau of Japan for the issue of a certificate of eligibility.
• To follow procedures required for residence in a Kyoto University International House or other accommodation facilities.
• To operate our website, including responding to inquiries, questions, requirements, and requests of the website visitors.
• Cookies for the purpose of network management, including ensuring security and accessibility, and for analysis purposes to improve the website.
• To comply with regulatory and legal obligations.

3. What personal data is processed?

• We may obtain the following personal data through the enquiry form on our website:
  • Biographical information, such as your name, gender, nationality, passport number, affiliation, and title.
  • Contact details, such as your address, e-mail address, and telephone number.
  • Requests, questions, and other communication.
• We collect and use cookies for the purposes described in Item 2.

4. Legal basis of processing

The International Service Office shall process the personal data described in Item 3 for the purposes described in Item 2 for which you have given your consent.

The International Service Office shall only process special categories of personal data, such as dietary requirements for catered events and access requirements, with your explicit consent.

Where the processing is based on your consent, you may withdraw that consent without affecting the legality of any processing based on your consent prior to its withdrawal.

The International Service Office shall also use your personal data for the purpose of fulfilling its own legitimate interests, such as complying with audits by National University Corporation Kyoto University, audits by external organizations, and legal obligations required by Japanese law.

5. Data sharing and transfer

Provided you have given explicit consent, your personal data shall be shared, transferred, and re-transferred with the third parties named below for administrative purposes or to fulfil legal obligations. These third parties are located outside of the European Economic Area.

• National University Corporation Kyoto University, Japan (Head Office).
• The Ministry of Justice of Japan (Immigration Services Agency of Japan), The Ministry of Education Culture, Sports, Science and Technology of Japan, the Board of Audit of Japan, and other Japanese public institutions.
• Access analysis tool providers: Google Analytics and Count per Day (WordPress). For more information, please refer to Item 6, Cookies.

6. Cookies

Cookies are text files containing small amounts of information which are downloaded to your device when you visit a website. The International Service Office uses cookies to enable core functionality, such as security, network management, and accessibility. You may disable cookies by changing your browser settings, but this may affect how the website functions. With your consent, the International Service Office would like to set analytics cookies to help improve our website.

7. Your rights

You have the following rights in relation to your personal data:

• To access your personal data.
• To obtain a copy of your data on request.
• To require the International Service Office to amend incorrect or incomplete data.
• To require the International Service Office to cease processing your data (for example, when it is no longer necessary to process the data for the intended purposes).
• To object to the processing of your data if the International Service Office is processing the data on the legal grounds of fulfilling its own legitimate interests.
• To require the International Service Office to erase your personal data.
• To require the International Service Office to restrict its processing of your personal data.
• To receive from the International Service Office, in a reasonable format specified by you, any personal data that you have provided and which it holds. (Including for the purpose of you providing that personal data to another data controller.)

Please note that the above rights are not absolute, and the International Service Office may be entitled to refuse requests where exceptions apply.

If you wish to exercise any of the above rights, or if you have a complaint about the way in which you believe your data is being processed, please make an inquiry to the International Service Office via the following e-mail address:

8. Right to lodge a complaint with a data protection supervisory authority

You have the right to lodge a complaint with a data protection supervisory authority if you are dissatisfied, or if you believe that the processing of personal data by the International Service Office infringes the GDPR.

9. How we protect your personal data

The International Service Office shall implement appropriate safeguards to ensure the confidentiality and security of your personal data.

10. How long is your personal data retained for?

Your personal data shall be retained for as long as necessary to fulfill the purposes described above. It shall be retained in accordance with the regulations of National University Corporation Kyoto University and the applicable regulations and laws of the EU and Japan.