Privacy Protection

About personal information protection system

The Personal Information Protection Law is a law enacted to prevent the risk of infringement of individual rights and interests due to improper handling of personal information.

In accordance with this law,University of Miyazaki will properly manage personal information held by the University, and you may request that the University disclose, correct, or suspend using your personal information held by the University (except for information that is not disclosed).

1. Persons who may request disclosure

1. Anyone can request disclosure of his/her personal information.
2. A legal representative of a minor or an adult ward may make a request on behalf of the principal. The same applies to requests for correction and suspension of use.
3. With regard to specified personal information (personal information that includes a personal number), a voluntary representative may also make a request on behalf of the principal.

2. Personal information that can be requested

Personal information created or obtained by employees of the University in the course of their duties and held by the University for organizational use is subject to the "Retained Personal Information" that can be requested.

3. Method of requesting disclosure

Please fill out the "Request Form for Disclosure of Retained Personal Information" and bring it directly to the Information Disclosure Desk or mail it to the Information Disclosure Desk. Requests cannot be made by telephone, e-mail, or fax.

When requesting disclosure, a fee（disclosure request fee）is required along with the "Request Form for Disclosure of Retained Personal Information.

You will also be asked to present or submit documents（driver's license, health insurance card, etc.） to prove that you are the person to whom the retained personal information pertains.（In the case of a legal representative, documents proving the identity of the legal representative and the legal representative himself/herself are required.）

4. Decision to disclose.

In principle, a decision on whether or not to disclose the information will be made within 30 days from the date of the request, and notification will be made in writing.

However, if the personal information includes information that is harmful to the life, health, etc. of the person requesting disclosure, information that can identify a specific individual other than the person requesting disclosure, or other nondisclosure information, the decision may be made not to disclose or to partially disclose the information.

5. Implementation of disclosure

1. Submission of Application for Method of Implementation of Disclosure.

The person who wishes to receive disclosure is required to fill in the "Application for Method of Implementation of Disclosure of Retained Personal Information" and submit it to the Information Disclosure Desk within 30 days from the day following the day on which he/she receives the notice of decision.

2. Method of disclosure

Disclosure will be carried out by inspection, delivery of a copy, or sending of a copy in accordance with the requested disclosure method. However, if you wish to have a copy sent to you, please attach postage stamps for the mailing cost.

6. Request for correction

If you believe that the personal information disclosed to you is inaccurate, you may request correction of your personal information by submitting a "Request for Correction of Retained Personal Information" within 90 days from the date of disclosure of such personal information.

Upon receiving a request for correction, the University will, in principle, decide whether or not to correct the information within 30 days and notify you in writing.

Identification documents are also required for correction requests, but no fee is charged.

7. Request for Suspension of Use

If you believe that your personal information that has been disclosed has been acquired, used, or provided in an unlawful manner, you may request that the University stop using your personal information by submitting a "Request for Suspension of Use of Retained Personal Information" within 90 days of the date of disclosure of your personal information.

Upon receiving a request for suspension of use, the University will, in principle, decide whether or not to suspend use within 30 days and notify you in writing.

Identification documents are also required for suspension of use requests, but no fee is charged.

8. Request for Review

If you are dissatisfied with the decision on a disclosure request, correction request, or suspension of use request, you may regret for review within 3months from the day following the day or which you become aware of the decision.

9. Payment of Fees

The disclosure request fee can be paid in person at the Information Disclosure Desk or by bank transfer to an account at a financial institution designated by the University.

Please note that bank transfer fees are the responsibility of the person making the disclosure request.

Contact for Information Disclosure Desk

Since the Japanese is the official version, any discrepancies in interpretation shall be based on the interpretation of the Japanese text.

Basic Policy on the protection of personal information and specified personal information at the National University Corporation University of Miyazaki

1.Policy on the protection of personal information and specified personal information

The University of Miyazaki National University Corporation (hereinafter referred to as "the University") will establish a management system and rules for handling personal information and specified personal information, and will take measures such as having its employees comply with them, and will handle personal information and specified personal information in an appropriate manner in accordance with the "Act on the Protection of Personal Information" (Act No.57 of 2003, hereinafter referred to as "the Act"), and the "Act on the Use of the Number to Identify Specific Individuals in Administrative Procedures" (Act No.27 of 2013, hereinafter referred to as "the Number Act")

2.Personal information and specified personal information protection guidelines

In all business activities in which personal information and specified personal information are handled, personal information and specified personal information will be handled appropriately as follows.

（1）Compliance with laws and regulations

The University will comply with the Act, the Number Act, and other related laws and regulations on the proper handling of personal information and specified personal information.

（2）Safety control measures

The University will take necessary safety control measures to prevent leakage, loss, or damage of personal information and specified personal information, and to other properly manage such information.

（3） Appropriate collection, storage, use, and prohibition of use for other purpose

Personal information and specified personal information shall be used, collected, stored, and provided appropriately within the scope necessary to achieve the purpose of use notified to the individual in advance, and personal information and specified personal information that is no longer needed shall be disposed of promptly.

In particular, specified personal information shall be handled within the scope of the administrative work stipulated in the Number Act, and measures shall be taken to prevent its use for other purposes.

（4） Outsourcing and Recommissioning

In the event that the University outsources all or part of the operations handling personal information and specified personal information, the University shall conduct necessary and appropriate supervision to ensure that the outsourcing party (including recommissioning party） measures equivalent to the security control measures to be taken by the University are in place.

（5） Cont inuous improvement

The University will continuously review and improve the rules, and security control measures for the protection of personal information and specified personal information.

Personal information protection policy for use of Microsoft365

1. basic concept

The National University Corporation University of Miyazaki (hereinafter referred to as "the University") collects information using Microsoft365, a service provided by Microsoft, to the extent necessary for the smooth operation of services provided in the University's business. The collected information will be handled appropriately within the scope of the purpose of use.

2. Personal information

In order to appropriately manage personal information held by the University, the University has established " the National University Corporation University of Miyazaki Personal Information Protection Regulations" and "the National University Corporation University of Miyazaki Retained Personal Information Management Regulations" based on the "Basic Policy on the Protection of Personal Information and Specified Personal Information at the National University Corporation University of Miyazaki", and strives to protect the rights and interest of individuals while ensuring the proper and smooth operation of the University's administrative and business activities.

3. Use of the questionnaire function (Forms)

In order to collect information efficiently, the University will use Microsoft Forms（hereinafter referred to as "Forms"), one of the functions of Microsoft365, as a questionnaire function. By responding to questionnaires created by the University using Forms, respondents are deemed to have given their permission for Microsoft to process the data they have entered. Data processing is governed by Microsoft's Privacy Policy (https://www.microsoft.com/ja-jp/mscorp/privacy/). The University shall not be liable for any damage caused by the use of the Forms service.

4. Purpose of use

（1） Information collected by the University through the use of Microsoft365 will be used for the smooth implementation of services provided by the University's business and as a reference for future service improvement.

（2） The contents of inquiries collected by the University using Microsoft365 will be used as reference for future operations of the University. Therefore, depending on the content of the inquiry, it may be forwarded to the relevant department within the University. In addition, we will use the user's attributes to contact the user to answer or to confirm the inquiry.

5. Restrictions on use and disclosure

the University will not use the collected information for any purpose other than those described in 4, and will not provide them to any third party, except in cases of legal disclosure requests, cases of illegal access, threats, or other unlawful acts, or other special reasons. However, the University may disclose statistically processed information about responses and respondent demographics to Microsoft365.

6. Security measures

The University will take necessary measures to prevent the leakage, loss, or damage of collected information and to properly manage the collected information.

7. Scope of application

This Privacy Policy applies only to information collected by the University through the use of Microsoft365, including Microsoft Forms.

8. Continuous review

The University will review and improve this Privacy Policy from time to time.

Specified personal information protection assessment

Specified Personal Information Protection Assessment is an assessment by a government administrative agency or independent administrative agency, that intends to hold or holds a specified personal information file (a personal information file that contains personal information with the individual number as its content) to predict the impact on the privacy and other rights and interests of individuals, and to assess the risk of leakage of specified personal information and other situations that may arise. It is a declaration to analyze risks and take appropriate measures to mitigate such risks, and is required by law to be made public through a website or other means.

Specified personal information protection assessment is conducted for each administrative unit that uses the individual number.

Since the Japanese is the official version, any discrepancies in interpretation shall be based on the interpretation of the Japanese text.