Personal Information Management

1. Sophia University’s purposes of use of personal information

The personal information of students (including examinees) and their guarantors collected by Sophia University, consisting of names, addresses, dates of birth and other personal data, shall be used by the University solely for administrative purposes. Such administrative purposes include management of enrollment, guidance and assistance on academic matters and campus life, and sending out notices and announcements to the students and the guarantors as follows:

Implementation of procedures necessary for enrollment such as entrance examinations and the creation of academic data records for all students on their entry to the University
Provision of educational services such as classes, regular examinations, and research activities
Academic training support such as management of enrollment, course registration management, grade management, and degree granting
Requests for payment of tuitions and fees, or provision of information on such tuitions and fees
Support for student life, including student activities, volunteer activities, and student welfare
Procedures for moving into and out of dormitories, and requests for payment of dormitory fees
Management of scholarships, provision of scholarships, provision of necessary information to non-academic organizations operating scholarship programs, and economic support
Health management and support (medical checkups, counseling, etc.)
Career guidance, support for job hunting, and management of career and employment information
Implementation of necessary procedures for studying abroad, such as exchange and short term programs
Management of the use of campus facilities and equipment (classrooms, libraries, etc.) and safety management
Issuance of various certificates
Implementation and provision of guidance for Entrance Ceremony, Graduation Ceremony and other ceremonies
Operations necessary to support the operation of the Sophia University Parents’ Association and the Sophia University Alumni Association
Implementation of various surveys and questionnaires conducted by the University and analysis of such data, as well as responding to various surveys and questionnaires conducted by public organizations and other non-academic organizations
Requests for donations
Student commendation
Implementation of procedures necessary for student guidance and student disciplinary action, etc.
Administrative notices and other necessary information sent out to students and guarantors

Sophia University will take protective measures to prevent any leakage, outflow or unauthorized use of personal information Sophia University has obtained. If personal information is released for outsourcing, Sophia University shall have the contractor sign an agreement for appropriate handling of such information.

Sophia University requests the support and understanding of the guarantors for academic and individual guidance of students. Sophia University may consider it necessary to disclose information to the guarantors such as academic grades and class attendance when we consult with guarantors about the academic performance of the students. If a student does not wish to have information such as academic grades disclosed to the guarantor, he/she should contact the Office of Academic Affairs.

N.B. If the student is under age, such information may be disclosed to the guarantor with or without the approval of the student.

2. Joint use of personal information

Sophia University may share personal information as described below in order to support students and improve student welfare and other services.

(1) Sophia Campus Support Co., Ltd.

1) Items of jointly used personal data

Name of the student
Address of the student
Grade and affiliation (faculty, department, etc.) of the student, and his/her student number
Gender of the student
Name of the guarantor
Address of the guarantor

2) Scope of joint users
Sophia Campus Support Co., Ltd. (*)

* “Sophia Campus Support Co., Ltd.” is a business corporation wholly owned by Sophia School Corporation. Its corporate philosophy is to support educational, research, and social contribution activities as a good partner of Sophia School Corporation by placing a priority on improving services for students at schools established by the Corporation, as well as contributing to the creation of “Attractive Schools” by returning profits from business development to the Corporation.

3) Purposes of joint use
To provide information on various programs and events related to comprehensive student services, and to improve the welfare of students.

4) Name of the entity responsible for the management of personal data
Sophia School Corporation (Contact: the Office of General Affairs; phone: 03-3238-3172)

(2) Sophia University Parents’ Association

1) Items of jointly used personal data

Name of the guarantor
Address of the guarantor
The guarantor’s contact information
Name of the student
Address of the student
Grade and affiliation (faculty, department, etc.) of the student, and his/her student number
Gender of the student

2) Scope of joint users
Sophia University Parents’ Association (*)

* “Sophia University Parents’ Association” is a voluntary organization established in 1973, with the aim of financially supporting the University, by parents who were aware that the instructors of the Society of Jesus at the time made large donations to the University from their salaries. Membership fees received from members are donated to the University to provide a variety of material and emotional support to students. Several times a year, members-only social gatherings are held, and in addition to lectures by instructors and intellectuals, these gatherings provide opportunities for members to interact directly with each other and with the chancellor, president, and other faculty members of each department.

If you do not wish to join the Sophia University Parents’ Association, your personal data will not be used under joint use for any purpose other than sending information on joining the Association.

3) Purposes of use
To send information on joining the Sophia University Parents’ Association, organize Association meetings (board of directors meetings, welcome parties for new members, general meetings, autumn social gatherings, Kansai area social gatherings, etc.) and send invitation cards concerning these meetings, and perform other procedures necessary for the Association’s activities

4) Name of the entity responsible for the management of personal data
Sophia School Corporation (Contact: Office for Community & Alumni Relations; phone: 03-3238-3198)

(3) Sophia University Alumni Association

1) Items of jointly used personal data

Name of the student
Address of the student
Contact information of the student
Date of birth of the student
Grade and affiliation (faculty, department, etc.) of the student, and his/her student number
Gender of the student
Year of enrollment and graduation
Career path after graduation

2) Scope of joint users
Sophia University Alumni Association (*)

* “Sophia University Alumni Association” is an alumni association organized by Sophia University students (associate members) and graduates (full members). As a voluntary organization, it is constantly working on a variety of activities to “make an organization that is suitable for and open to members” with the aim of “deepening the mutual friendship among members and contributing to Sophia University’s development and the achievement of its mission” (Article 3 of the Articles of Association). Sophia University’s students become associate members as soon as they enter the University and become full members after graduation. The Sophia University Alumni Association consists of various sub-associations (community associations, associations consisting of members of student clubs and groups, associations for former students of classes or seminars, various associations by job type or company, reunions by department/faculty, etc.) established not only in Japan but all over the world. The Sophia University Alumni Association is expanding its activities in cooperation with these local and various associations.

3) Purposes of use
To send information on joining the Sophia University Alumni Association, various notices (newsletters and mail news), invitations to celebrations 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>, notifications regarding reunions from faculties, departments, classes, and local Sophia University Alumni Associations, and to perform other necessary procedures for alumni activities

4) Name of the entity responsible for the management of personal data
Sophia School Corporation (Contact: Office for Community & Alumni Relations; phone: 03-3238-3198)