Privacy Policy

How TOHTECH deals with personal information protection

Tohoku Institute of Technology is fully aware of the importance of personal information from the perspective of individual rights and interests and respect for the individual, and strives to appropriately protect and manage it.

Definition of personal information

Personal information is information data on individuals – teaching staff members, undergraduates and graduate students enrolled at present and in the past, their guardians, their families and applicants for the above courses of study It also relates to the information that can identify a specific individual from the data that we have collected for our operation. For example, it includes information on identity and background, enrollment record, study reports and so on. It also includes information of university applicants.

Collection of personal information

When we collect personal information, it will be done within the scope necessary, after clearly indicating the purpose of its collection.

Use and provision of personal information

The acquired personal information will be used within the scope of its purpose and will not be provided to third parties. However, this does not apply when required by law or when the consent of the person has been obtained in advance.
In addition, when outsourcing the processing to an external contractor for business purposes, we firstly conclude a contract to ensure thorough management of personal information, prevention of leakage and prohibition of re-provision.
We keep the acquired personal information accurate and up-to-date, and take necessary measures to prevent falsification, loss, and leakage, under appropriate management procedures.

Management and custody

We keep the acquired personal information accurate and up-to-date, and take necessary measures to prevent falsification, loss, and leakage, under appropriate management procedures.

Request for disclosure, correction and deletion

You can request disclosure, correction and deletion of your personal information. In this case you must fill in the prescribed form and make a written request to the personal information officer. If the requested information pertains to the personal information of a third party or relates to the operation of the university, we may not be able to respond in the requested manner regarding this information. In that case we will clarify our reasoning in writing.

Request for suspension of use, provision and disclosure of personal information

You can request suspension of use, provision and disclosure of your information if your information is used inappropriately or offered to a third party without any justifiable reason.

Protesting the redress of a grievance

If use, provision and disclosure of personal information is not disclosed without good reason, you can file a complaint. This will be deliberated by the University's Personal Information Protection Commission and the individual will be notified of the result. Tohoku Institute of Technology will comply with relevant laws and regulations applicable to personal information it holds, and will maintain and improve the efforts and protection activities in each of the above items.

Personal information protection regarding entrance examinations

Tohoku Institute of Technology (hereinafter referred to as "we") recognizes the importance of protecting personal information provided by applicants and high school students, regarding entrance examinations, and recognizes the importance of protecting personal information provided by all parties regarding entrance examinations. We will make every effort regarding appropriate management and use of personal information.

Personal information protection policy

  • ● We will fully recognize the responsibility of the work related to the entrance examination and strive to protect personal information.
  • ● We will appoint a "personal information handling manager" and a "personal information handling worker" to handle personal information, and strive to maintain and manage confidentiality.
  • ● When acquiring personal information, we will specify the purpose of use.
  • ● As a general rule, personal information will not be used outside the university.
  • ● We will comply with laws and regulations regarding the protection of personal information.

Purposes for use

Personal information acquired by the university will be used for the following purposes:

  • (1) To send out admission applications, university guides, guidebooks, etc., to inform prospective parties about open campuses, entrance examination counseling sessions, etc., and to collect statistical information.
  • (2) Personal information including that of applicants’ guardians related to admission applications will be used for various notification purposes until enrollment, such as certificates for examination, notices of results, entrance procedure forms (student register, student record, etc.), admission permit, admission decline forms, admission ceremony guidance, student ID card issuance, etc.
  • (3) After enrollment, study-related use (registration, class list creation, academic performance, etc.), academic record-related use (various academic record processing, certificate issuance, etc.), career-related use (Job hunting records, employment support, etc.) ・ Student life-related (scholarship student selection, health examination, various registration applications, facility use, etc.) and various contact notifications (including notification to parents/guardians).
  • (4) Other business necessary for university development, research and student support.

Provision of personal information to third parties

Personal information acquired by the university will be provided to third parties only in the following cases.:

  • (1) When providing information to the university's supporters' associations, alumni associations, alumni associations, and scholarship organizations for use in various communication notifications after enrollment at the university.
  • (2) When outsourcing work to a contractor who has concluded a contract that includes safety management.
  • (3) When information disclosure is requested by proper procedures stipulated by law.

Disclosing personal information

If you wish to disclose, change or delete personal information, please contact the person in charge of handling personal information below. In order to prevent leakage of personal information, we will disclose, change or delete the personal information held by the university only when we can confirm the applicant’s identity.
Hiroaki Yokota
Personal information officer Admissions Public Relations Section Tohoku Institute of Technology
Tel 022-305-3114

Handling of personal information on the university’s website

Clarification and disclosure of the purpose of collecting and using personal information

We don’t disclose private information on the website. Nor do we offer it to third parties. This also applies to teaching staff members. However, information such as the names of the teachers in charge of each department, research themes, subjects and so on that are necessary to the educational operation of our institute are disclosed on the website.

Access log

We record some information of persons who log on to or who otherwise access the university’s website.
This recorded access log includes the domain name, IP address, the type of browser, the access time etc. of the person who accesses the website. No personally identifiable information can be obtained from these logs. We sometimes use this access log for the purpose of statistical analysis of the website access but not for any other purpose.

Cookie

A cookie is data that the website transmits and subsequently receives when a user accesses a website (home pages). It enables us to recognize the computer with which the user browses the site. For example, when a user gets access to our website by logging in using his/her user ID or his password and then goes on to a different page, he/she will not have to log in again when revisiting the page since the cookie will inform the server of the user’s previous visit.

We sometimes use the recognition of the user’s computer for statistical analysis but not for any other purpose. You can change the configuration of cookie use and change its function in the browser that you use. In this case, you may not be able to use all of or part of the services of the homepage.

Google Analytics

Some pages of the university’s website use Google Analytics, a service of Google Inc., to keep track of the traffic to the site. Google collects, records, and analyzes your visit history on this site based on the cookies we issue. The university receives the analysis results from Google Inc. to examine of the traffic to this site. The information collected, recorded and analyzed by Google Analytics does not contain any information that identifies a particular individual. In addition, such information is managed by Google based on its privacy policy.

Management of personal information

The Tohoku Institute of Technology Admissions and Public Relations Division, which operates and manages the university's website, has a management system in place for the purpose of appropriate use and protection of personal information.
If you wish to correct or delete any errors or information regarding personal information posted on the website, we will take appropriate measures.