Personal Information Protection Policy

Principle for "Personal Information Protection Policy"


Principle for "Personal Information Protection Policy" of Alumni Committee of Graduate School of Environmental Science

Alumni Association of Environmental Science (hereafter called "the Alumni Association") is observe laws and other regulations relating to Personal Information Protection of the Alumni Association members (hereafter called "the members") shall act according to the following principle.

1. Definition

On the protection policy, "Personal Information" means the following information which Alumni Association collects.

(1) Name (including maiden name)
(2) Sex
(3) Date of birth
(4) Supervisor
(5) The name of Graduate School, research field (major) and completion date
(6) Address, telephone number and email address for contact
(7) Company name for employment, address, telephone number, email address and title
(8) Payment status of Alumni Association membership fee
(9) Deceased relating matter

2. Utilization objective for personal information

Personal information collected by the Alumni Association to be used within the stipulated scope on the article of Alumni Association of Hokkaido University Graduate School of Environmental Science, and shall be used for the following projects.

(1) Mailing out the project announcement as such hosting by the Alumni Association
(2) Creation and mailing out of the Alumni Association journals and directories.
(3) Mailing out the notifications relating to membership fee
(4) Creation of other information relating to the Alumni Association

3. Distribution to the third parties

Personal information collected by the Alumni Association shall not be distributed to the third parties without the consent of respective members except for the following.

(1) Under the circumstances of information disclosure by the laws.
(2) Under the special circumstances of information disclosure which was required and approved by this committee in order to accomplish its goal.

4. Distribution of alumni directories

The alumni directories shall not be distributed except for the following parties.

(1) The members.
(2) The dean of Hokkaido University Graduate School of Environmental Science. (Also the dean of Hokkaido University Graduate School of Environmental Earth Science.)
(3) The chairman of Alumni Association of Hokkaido University Graduate School.
(4) The person approved for a special distribution by this committee.

5. Management of personal information

(1) A personal information controller to be appointed in the Alumni Association. The chairman of this committee shall appoint the personal information controller from the organizers.
(2) The personal information controller shall implement countermeasures for leakage, lost and defamation of personal information.

6. Entrustment of business

In case of delegating the whole or partial affairs such as preparation and mailing of the Alumni Association journals and the alumni directories to the outside services as consignment, the outside services providers which has been implementing countermeasures for leakage, lost and defamation of personal information to be selected and make required contracts.

7. Disclosure, correction and retract of use of personal information

If the member made requests to the Alumni Association for disclosure, correction or retract of use of respective personal information, the Alumni Association shall disclose, add, change, correct or retract of use of personal information accordingly.

8. Affairs

The affairs related to personal information, the Alumni Association’s affairs office will conduct the work.

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