Personal Information Policy

The policy on the handling of personal information of students enrolled at Tokyo Institute of Technology and their personal guarantor (or contact person) is specified as follows. (As of April 1, 2016)

Policy on the Handling of Personal Information of Tokyo Institute of Technology Students and Their Personal Guarantor (or Contact Person)

1.
The term "personal information of students and their personal guarantor (or contact person)" relates to information that the Institute acquires through (a) materials submitted by students upon enrollment (student cumulative record, high school and/or undergraduate transcript[s]), (b) documents submitted after enrollment (course registrations, official communications regarding the student's status, scholarship application forms), (c) academic-related affairs during the student's time at the Institute, and (d) its educational systems, such as the Web System for Students and Faculty, Tokyo Tech Learning Portfolio, Tokyo Tech Open Course Ware (OCW), and OCW-i.
Specific examples of personal information
(i)
Student's name, home address, telephone number, academic background, date of birth, nationality, and any other incidental information
(ii)
Personal guarantor's (or contact person's) name, home address, telephone number, relationship to the student, and other information including financial situation
(iii)
Academic record, medical records, and other forms of the student's personal history while in attendance at the Institute
2.
When handling personal information outside the scope given in Sections 3-6 below, Tokyo Institute of Technology specifies and states the intended purpose of use in advance. The Institute will not use personal information for any other purpose. Should the Institute decide to change the purpose of use, it will either notify the person(s) concerned or publish an announcement on the Institute's campus bulletin boards and website.

Tokyo Institute of Technology

3.
Personal information is used for the following purposes.
(i)
Admission procedures
(ii)
Administration of academic affairs such as grade notification and educational guidance
(iii)
Administration of general affairs related to the college life of students
(iv)
Administration of the Institute's facilities and equipment
(v)
Sending the Institute's official documents and forms
(vi)
Other matters related to purposes (i)-(v)
(vii)
Notification to students or personal guarantors (or contact persons) regarding tasks (i)-(vi)
(viii)
Notification to personal guarantors of students' grades (bachelor's degree program students only)
(ix)
Notification to personal guarantors of students' academic honors, awards, reprimands, or changes in student's status
(x)
Notification to personal guarantors (or contact persons) of late payment of tuition fees or dismissal
(xi)
Sending of official magazines and provision of information to personal guarantors (or contact persons)
Note:
Notification described in Item (vii) will only be sent to contact persons who are within the third degree of kinship to the student (following Japanese law). However, notification may be sent to registered contacts outside the third degree of kinship upon confirmation with the individual student.
4.
In cases where the Institute has a contractor perform any of the work described in Section 3, the Institute may provide the contractor with relevant personal information necessary to perform the work.
5.
Upon the request of the Institute alumni association, Kuramae Kogyokai (a general incorporated association), the Institute may provide the personal information (addresses and other contact information) of students and graduates who belong to the association.
6.
Despite Sections 3-5 above, the Institute may use by itself or provide another person or organization with personal information for purposes other than the intended purpose in cases where any of the following conditions are deemed applicable (except in cases where such use may violate the rights and/or interests of the student concerned or a third party).
(i)
When the information is used or provided with the consent of the student concerned or when it is provided to the student.
(ii)
When the Institute uses personal information internally, to the extent necessary for performing work required by law, and there is a legitimate reason for such use of the information.
(iii)
When the personal information is provided to a government institution or other agency in which the person who receives the information uses it only to the extent necessary for performing work required by law, and there is a legitimate reason for such use of the information.
(iv)
In addition to the cases listed in the above three items, when the personal information is provided exclusively for producing statistics or academic research; when the provision of information to another person(s) is clearly beneficial to the student concerned; or when there are other legitimate reasons for providing personal information in the Institute's possession.
7.
Regulations for personal information protection can be found on the Institute's website.

Request for Disclosure of Information - Personal Information