Privacy Notice

The National University Corporation Kyoto University European Center (hereinafter referred to as “the Center”) collects, uses, and discloses personal data in accordance with the applicable laws and regulations.

In this notice, “processing” means any operation or set of operations which is performed on personal data or on sets of personal data, whether or not by automated means, such as collection, recording, organization, structuring, storage, adaptation or alteration, retrieval, consultation, use, disclosure by transmission, dissemination or otherwise making available, alignment or combination, restriction, or erasure or destruction.

 

1. Details of the Center

Name: National University Corporation Kyoto University European Center

Address: Augustinergasse 2, 69117 Heidelberg, Germany

Tel: (+49) (0) 6221 54 30034

E-mail: info_eu [at] oc.kyoto-u.ac.jp

Website: https://www.oc.kyoto-u.ac.jp/overseas-centers/eu/en/

 

2. Personal data which is collected by the Center

The Center will collect, use, and disclose personal data for the following purposes:

Personal data of:	Purpose	Categories of personal data
Website visitors	Operation of the Center’s website, including to responding to the inquiries, questions, and requests of website visitors. Cookies collected for network management, including the maintenance of security and accessibility, and for analysis. purposes to improve the website. Compliance with regulatory and legal obligations.	Biographical information, such as names, affiliations, and titles. Contact details, such as addresses, e-mail addresses, and telephone numbers. Requests, questions, and other communications. Cookies.
Persons who access the European Center’s SNS accounts	Operation of the European Center’s SNS accounts. Compliance with regulatory and legal obligations.	Biographical information, such as names, affiliations, and titles. Contact details, such as addresses, e-mail addresses, and telephone numbers. Requests, questions, and other communications.
Persons affiliated with organizations related to/of interest to the European Center, etc./ Persons who visit the European Center	Facilitation of the Center’s correspondence and liaison with various organizations, education and research activities, alumni association activities, etc. Filming and photographing of visits and other activities, and the publishing of such content on the Center’s website, social media accounts, and in brochures, etc. Compliance with regulatory and legal obligations.	Biographical information, such as names, affiliations, and titles. Contact details, such as addresses, e-mail addresses, and telephone numbers. Images and audio in the form of photographs and videos. Requests, questions, and other communications. Information about specific dietary or access requirements.
Persons who subscribe to e-mail newsletters.	Distributing and canceling subscriptions to the e-mail newsletters. Compliance with regulatory and legal obligations.	Biographical information, such as names, affiliations, and titles. Contact details, such as addresses, e-mail addresses, and telephone numbers. Requests, questions, and other communications.
Event participants（symposiums, seminars, study abroad fairs, etc.）	Facilitation of events and provision of related services, including administrative services, correspondence, the provision of information, the provision of meals and drinks during events, and safety and security measures. Accounting procedures (including financial audits). Provision of information about future events. Filming and photographing of events, and the publishing of such content on the Center’s website, social media accounts, and in brochures, etc. Compliance with regulatory and legal obligations.	Biographical information, such as names, affiliations, and titles. Contact details, such as addresses, e-mail addresses, and telephone numbers. Images and audio of the event in the form of photographs and videos. Information about specific dietary or access requirements. Requests, questions, and other communications regarding the event.
Applicants for enrollment/ prospective international students	Provision of information Application processing and selection procedures. Compliance with regulatory and legal obligations.	Biographical information, such as names, affiliations, titles, birthdates, nationality details, and photographs. Contact details, such as addresses, e-mail addresses, and telephone numbers. Information on educational background, employment history, and qualifications. Requests, questions, and other communications.
Staff/job applicants	Provision of information. Application processing and selection procedures. Personnel management purposes. Compliance with regulatory and legal obligations.	Biographical information, such as names, affiliations, titles, birthdates, nationality details, and photographs. Contact details, such as addresses, e-mail addresses, and telephone numbers. Information on educational background, employment history, and qualifications. Information on employment, training, salaries, bank accounts, etc. Health related information. Requests, questions, and other communications.

 

 

3. Legal basis of processing

• The Center processes the personal data described in Item 2 for the purposes described in Item 2 for which you have given your consent. Where the processing is based on your consent, you may withdraw that consent without affecting the legality of any processing based on your consent prior to its withdrawal.
• The Center shall also use your personal data for the purpose of fulfilling its own legitimate interests, such as complying with audits by the National University Corporation Kyoto University, audits by external organizations, and legal obligations required by Japanese law.

 

4. Data sharing and transfer

Provided you have given your consent, your personal data shall be shared, transferred and re-transferred with the third parties named below for administrative purposes, or to fulfil legal obligations.

• National University Corporation Kyoto University, Japan (Head Office).
• The Ministry of Education Culture, Sports, Science and Technology of Japan, the Board of Audit of Japan, and other Japanese public institutions.
• Access analysis tool providers: Google Analytics. For more information, please refer to Item 5, Cookies.

 

5. Cookies

Cookies are text files containing small amounts of information which are downloaded to your device when you visit a website. The Center may use cookies to enable core functionality such as security, network management, and accessibility. Although cookies may be disabled by browser settings, please note that doing so may affect the functionality of the website.

In addition, with the consent of the users visiting the website, the Center may use cookies for analysis purposes in order to improve the convenience of the website.

Furthermore, the Center’s website embeds content from the Center’s Facebook account and videos published on YouTube, and when users view or access such content, third parties may obtain and use the access information, including cookies for analysis, targeting, and advertising purposes. In such cases, the information will be managed in accordance with the policies, etc., set by the company providing the accessed content.*

Cookies & other storage technologies

(https://www.facebook.com/policies/cookies/)

YouTube (Google): Privacy Policy

(https://policies.google.com/privacy?hl=en-US)

 

6. Your rights

You have the following rights in relation to your personal data.

• To access your personal data.
• To request a copy of your data.
• To request a correction of incorrect or incomplete data.
• To request the cessation of the data processing when it is no longer necessary in view of the purpose.
• To object to the data processing on legal grounds.
• To request the Center to erase your personal data.
• To require the Center to restrict its processing of your personal data.
• To receive from the Center, in a reasonable format specified by you, any personal data that you have provided and which it holds (including for the purpose of you providing that personal data to another data controller).

Please note that the above rights are not absolute, and the Center may be entitled to refuse requests where exceptions apply.

If you wish to exercise any of these rights, or if you have a complaint about the way in which you believe your data is being processed, please contact the Center at the following e-mail address: info_eu [at] oc.kyoto-u.ac.jp

 

7. Your right to lodge a complaint with a data protection supervisory authority　　

You have the right to lodge a complaint with a data protection supervisory authority if you are dissatisfied, or if you believe that the processing of personal data by the Center infringes the applicable laws and regulations.

 

8. Protection of your personal data

The Center shall implement appropriate safeguards to ensure the confidentiality and security of your personal data.

 

9. How long is your personal data retained for?

Your personal data shall be retained for as long as necessary to fulfill the purposes described above. It shall be retained in accordance with the regulations of National University Corporation Kyoto University and the applicable regulations and laws.

 

10. Effective date and amendments to this Privacy Notice

This Privacy Notice is effective from December 23, 2021. The policies herein shall be amended when necessary, in accordance with the policies of the Center and the applicable regulations and laws.