Privacy Policy

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Privacy Policy of Sophia University and Sophia University Graduate Programs

Note: The English translation is provided for information. The original Japanese version remains the sole official version. If there is any discrepancy between the two versions, the Japanese original should take precedence.

Sophia School Corporation (“School Corporation”), as explained below, properly and safely handles personal information of students enrolled at Sophia University and Sophia University Graduate Programs (collectively, “the University”), their guarantors, and others.

1. Definition of “personal information”

“Personal information” means personal information as defined in Article 2, Paragraph (1) of the Act on the Protection of Personal Information (Act No. 57 of 2003). Personal information identifies, or can identify, a specific living individual and includes the following:

(1) Information that belongs to a specific individual, information that can identify an individual based on a number, a symbol, or any other code assigned to the individual, an image, a sound, etc., or information that alone cannot identify an individual but can be easily checked with other information and thereby can identify the individual

(2) Information written or printed on paper, or information processed or stored by a computer, an optical processing device, etc.

2. Purpose of use of personal information

Personal information collected and handled by the University is used for the purpose of carrying out the University’s educational operations listed below.

Students(1) Provision of educational and other services, including classes, periodic examinations, and research activities (2) Provision of learning support, including school register management, course management, grade management, and degree conferment (3) On-site training for nursing care, etc., practice teaching, practical training for school nursing, practical training for library services, and blanket application for teaching certificates (4) Request and notice for payment of academic and other fees (5) Student life support, including extracurricular activities, volunteer activities, welfare, and student insurance and others (6) Handling of procedures for moving into or out of student dormitories and request for payment of dormitory fees (7) Scholarship management, awarding of scholarships, provision of necessary information to external organizations offering scholarship programs, etc., and economic support (8) Health and hygiene management and support (medical examination, counseling, etc.) (9) Guidance counseling for students, job hunting support, and management of information on future academic courses or future places of employment (10) Implementation of procedures necessary for transferring to other universities, etc. at home and abroad, including foreign exchange programs and short-term study abroad programs (11) Management of use and security of on-campus facilities and equipment (classrooms, libraries, etc.) (12) Issuance of various certificates (13) Implementation of entrance ceremonies, commencement ceremonies, and other ceremonies and notices or information of such ceremonies (14) Implementation of operations necessary for supporting the administration of the Sophia University Parents’ Association and the Sophia University Alumni Association (15) Implementation of the University’s various surveys and questionnaires, analysis of survey and questionnaire data, and participation in various surveys and questionnaires conducted by public institutions and other external organizations (16) Provision of information on solicitation for donations, etc. (17) Commendation for students (18) Implementation of procedures necessary for student guidance, disciplinary punishment of students, etc. (19) Sending and notification of administrative notices and various other information to students (20) Other operations associated with any of the above *To provide appropriate education and guidance to students, the University may, based on educational consideration, disclose information on students’ academic performance, attendance, etc. to their guarantors or consult with the guarantors as to the students’ studying, course registration, etc. If you do not wish to have your academic performance, etc. disclosed to your guarantor due to certain reason(s), please notify the Center for Academic Affairs to that effect.  
Graduates(1) Issuance of various certificates (2) Implementation of the University’s various surveys and questionnaires, analysis of survey and questionnaire data, and participation in various surveys and questionnaires conducted by public institutions and other external organizations (3) Survey of career or academic choices (4) Provision of information on solicitation for donations, etc. (5) Management of use of on-campus facilities and equipment (libraries) (6) Other operations associated with any of the above
Guarantors(1) Provision of information on students’ studying, course registration, etc., for the purpose of offering appropriate education and guidance to students, and request for consultation (2) Request and notice for payment of academic and other fees (3) Handling of procedures for moving into or out of student dormitories and request for payment of dormitory fees (4) Awarding of scholarships to students, provision of necessary information to external organizations offering scholarship programs, etc., and economic support (5) Provision of information on solicitation for donations, etc. (6) Other operations associated with any of the above
Students taking entrance examinations and students going through admission procedures(1) Screening of prospective students and implementation of entrance examinations (2) Sending of brochures for procedures necessary for enrollment and other informational materials (3) Provision of pre-entrance education and sending of informational materials, etc. (4) Implementation of the University’s various surveys and questionnaires, analysis of survey and questionnaire data, and participation in various surveys and questionnaires conducted by public institutions and other external organizations (5) Other operations associated with any of the above
High-school students and participants in events for people other than the University’s students(1) Sending of brochures for various events and other informational materials (2) Registration for participation in various events and communication of administrative matters (3) Implementation and operation of various events (4) Analysis of trends of participation in various events, their problems, etc., preparation of statistics, and achievement of improvements in events (5) Other operations associated with any of the above
Participants in extension courses, etc.(1) Implementation of procedures for participation in extension courses (2) Implementation and operation of extension courses (3) Request for payment of course fees (4) Other operations associated with any of the above
Friends of the Library members(1) Implementation of procedures for membership admission (2) Management of use of libraries and books (3) Administrative and clerical communication, etc.
3. Provision of personal information to third parties

The University does not provide personal information to a third party unless approved by the individual who is the subject of the information, or by personal information-related laws and regulations, etc.

4. Recording, etc. of provision or receipt of personal information

When providing personal information to a third party (excluding the national government organizations, local governments, incorporated administrative agencies, etc., and local incorporated administrative agencies; hereinafter the same applies in this paragraph), or receiving personal information from a third party, the University produces and maintains records of necessary matters in accordance with the provisions of the Act on the Protection of Personal Information.

5. Joint use of personal information

To improve student support, student welfare, and other services, the University may, as described below, jointly use personal information with other parties.

(1) Sophia Campus Support Co., Ltd.

(a) Types of personal data jointly used
Name of student
Address of student
Student’s class standing, affiliation (faculty, department, etc.), ID number
Gender of student
Name of guarantor
Address of guarantor

(b) Scope of joint users
Sophia Campus Support Co., Ltd.*
*Sophia Campus Support Co., Ltd. is a wholly-owned business corporation of Sophia School Corporation. Sophia Campus Support’s corporate philosophy as a good partner of School Corporation is to support School Corporation’s education, research, and social contribution activities by giving first priority to improving student services at the universities and schools established by School Corporation and to contribute to creating attractive schools by returning proceeds from its business operations to School Corporation.

(c) Purpose of joint use
To provide information on various programs relating to comprehensive student services, events, etc. and to improve the students’ welfare

(d) Name of party responsible for personal data management
Sophia School Corporation (Contact information: Office of General Affairs (Phone number: 03-3238-3172))

(2) Sophia University Parents’ Association

(a) Types of personal data jointly used
Name of guarantor
Address of guarantor
Contact information of guarantor
Name of student
Address of student
Student’s class standing, affiliation (faculty, department, etc.), ID number
Gender of student

(b) Scope of joint users
Sophia University Parents’ Association*
*The Sophia University Parents’ Association is a voluntary organization established in 1973 by parents who came to know that teachers who belonged to the Society of Jesus at the time donated large portions of their salaries to the university. the association, established for the purpose of financially supporting the university, has donated dues collected from members to the university, providing various material and moral support to students. Members-only social gatherings are held several times a year, providing opportunities for members to interact directly with other members, the Chancellor, the President, and faculty members of each department, in addition to participating in lectures presented by faculty members and experts.
If you do not wish to join the Sophia University Parents’ Association, your personal data will not be used under joint use arrangements for any purpose other than to send brochures inviting to the association.

(c) Purpose of use
To send invitation brochures of the Sophia University Parents’ Association, to hold meetings and events of the association (meetings of executive members, welcome meetings for new members, general meetings, autumn social gatherings, Kansai area social gatherings, etc.) and send invitation letters for such meetings and events, and to undertake other duties necessary for the association’s activities

(d) Name of party responsible for personal data management
Sophia School Corporation (Contact information: Office for Community & Alumni Relations (Phone number: 03-3238-3198))

(3) Sophia University Alumni Association

(a) Types of personal data jointly used
Name of student
Address of student
Contact information of student
Birth date of student
Student’s class standing, affiliation (faculty, department, etc.), ID number
Gender of student
Year of admission, year of graduation
Career or academic path after graduation

(b) Scope of joint users
Sophia University Alumni Association*
*The Sophia University Alumni Association is an alumni association consisting of Sophia University students (associate members) and graduates (full-fledged members). The Sophia University Alumni Association, a voluntary organization, engages in various activities on a daily basis in order to become an organization that is suitable for and open to its members, with the purpose of “fostering friendship among members and contributing to helping Sophia University achieve its mission and develop further” (Article 3 of the Articles of Association). Sophia University students become associate members when they enter the university, and they become full-fledged members after graduation. Under the Sophia University Alumni Association, there are various sub-associations in Japan and around the world (regional associations, associations consisting of members of student clubs or groups, associations consisting of former students of specific courses or seminars, various industry- or company-specific associations, alumni associations for specific faculties or departments, etc.). The Sophia University Alumni Association is expanding the scope of its activities by cooperating with these various sub-associations.

(c) Purpose of use
To send invitation brochures of the Sophia University Alumni Association, to send the association’s notifications (delivery of printed newsletters and email newsletters), to send invitations for celebration events, such as “Gold Celebration” (50 years after graduation), “Ruby Celebration” (40 years after graduation), “Silver Celebration” (25 years after graduation), and “Bronze Celebration” (15 years after graduation), to send notifications of reunions for faculties, departments, courses, and regional associations, and to undertake other duties necessary for alumni-related activities

(d) Name of party responsible for personal data management
Sophia School Corporation (Contact information: Office for Community & Alumni Relations (Phone number: 03-3238-3198))

6. Outsourcing to third parties

When outsourcing personal information-related functions to an external party, the University chooses an appropriate party and signs an agreement related to personal information protection with it. In addition, the University exercises necessary and appropriate supervision over the entrusted party.

7. Security control measures for personal information protection

The University implements security arrangements for personal information, controls access to information, imposes restrictions on bringing out personal information, and takes other necessary and appropriate measures for security control of personal information and data (“security control measures”), including measures to prevent leakage, loss, or damage of personal information.

(1) Establishment of rules, regulations, etc. concerning how to handle personal information
To make efforts as an organization to ensure that personal information is handled appropriately, the University has established rules and regulations concerning methods of handling and managing personal information, person(s) responsible for or in charge of personal information and their tasks, and other matters. Furthermore, to properly protect personal information and other information assets, the University has established information security-related rules and regulations.

(2) Technical and physical security control measures
The University implements security arrangements for personal information use (installation of anti-malware security software in computers, etc.) and controls access to personal information (limitation of persons who are authorized to use personal information, setting of safe passwords, creation of records of email data and operation records of computer systems, management of entry into and exit from server rooms, etc.).
In addition, to prevent leakage of information, the University imposes restrictions on bringing out personal information (prohibition of bringing out personal information without operational necessity, introduction of an approval system for the use of recording media, setting of passwords, etc.) and establishes and thoroughly implements rules concerning transmission of personal information to parties outside the University.

(3) Organizational security control measures
The University designates person(s) responsible for personal information management for each personal information database, etc. In addition, the Office of General Affairs of the Bureau of General Affairs is designated as an office primarily responsible for personal information protection at the University, and the office supervises security control measures on a campus-wide basis.
Furthermore, the University develops rules and regulations that clarify the responsibility and authority of faculty and staff members with regard to personal information security control, and sets up a reporting system where if a person detects any fact of violation of laws and rules and regulations relating to the handling of personal information or any sign of violation, he/she should report to the responsible person.
The University establishes internal rules and regulations and develops manuals concerning security control, ensures that all faculty and staff members comply with them, and carries out appropriate monitoring of compliance.

(4) Human security control measures
The University provides periodic education and training to faculty and staff members on personal information security control.

8. Disclosure, correction, suspension of use, or erasure of personal information

If a person requests disclosure of his/her personal information (including records of personal data provided by third parties) or requests correction, suspension of use, erasure, or suspension of provision to third parties of such information, the University will respond to such request(s) appropriately and promptly in accordance with the Act on the Protection of Personal Information.
For details of procedures to make a request, please see here.(114.10 KB)

9. Contact information for inquiries

For general information on how the University handles personal information, please use the point of contact provided below.

7-1 Kioi-cho, Chiyoda-ku, Tokyo 102-8554
Bureau of General Affairs, Office of General Affairs, Sophia School Corporation
Phone number: 03-3238-3172

10. Name and address of personal information handling business operator and name of representative

Tsutomu Sakuma, Chancellor
Sophia School Corporation
7-1 Kioi-cho, Chiyoda-ku, Tokyo

Inquiries about the
contents of this page

Department Name
Office of Public Relations
連絡先
03-3238-3179