About the Personal Information Protection System [Kojin-jouhou-hogo-seido]
＜About the Personal Information Protection Act＞
The Personal Information Protection Act is intended to protect the rights and interests of individuals with due consideration given to the utility of personal information.
This Act is intended to establish rules to be observed in handling of personal information and systems to involve the individual concerned, so that the effectiveness of the rules can be secured, in order to prevent infringement in rights and interests of individuals due to inappropriate handling of the personal information held by administrative agencies.
＜About Personal Information＞
Personal Information shall mean information about a living individual, which can identify the specific individual by name, date of birth or other description contained in such information. Information on attributes of an individual, including his/her physique and properties, etc. may be deemed to be Personal Information as long as it constitutes an integral part of the personal name.
＜Rules for the handling of Personal Information＞
1. Restriction on Retention
- In order to retain Personal Information, the purpose of use shall be specified.
- Personal Information beyond the scope necessary for achievement of the purpose of use shall not be retained.
2. Clear Indication of the Purpose of Use
- When personal information is directly obtained in writing from an individual concerned, the purpose of use shall be clearly indicated to the individual concerned in advance.
3. Restriction on Use and Provision
- Use and provision of personal information for purposes other than the purpose of use, except as otherwise provided for by laws and regulations, shall be restricted.
- However, in any of the following cases, the use or provision of personal information for purposes other than the purpose of use may be approved as long as such use or provision will not cause unjust harm to the rights or interests of the individual concerned or a third party.
Where it is consented by the individual concerned, or where it is provided to the individual concerned
Where there are "reasonable grounds" other than the purpose of use within the administrative agencies
Where there are "reasonable grounds" other than the purpose of use for other administrative agencies
Where there are "special grounds" other than the purpose of use for entities other than the administrative agencies
4. Maintenance of the Accuracy
- The retained personal information shall reflect the past and present facts as accurately as possible to the extent necessary for the achievement of the purpose of use.
5. Security Control Measures
- Measures necessary to prevent leakage, etc. of retained personal information shall be taken.
6. Obligation of Employees
- Personal information acquired with respect to work shall not be disclosed to another person without a justifiable ground or used for an unjust purpose.
＜System for the person to be involved＞
1. Disclosure Request
- Any person may request disclosure of his/her personal information held by the administrative agencies.
- Disclosure shall be made, except for the Non-Disclosure Information, including any information about a person other than the one making the request.
2. Correction Request
- Any person may request correction of personal information that was disclosed and deemed by him/her not to reflect the truth.
- Requested correction deemed reasonable by the administrative agencies shall be made to the extent necessary for the achievement of the purpose of use.
3. Suspension of Use
- Any person may request suspension of use (deletion, or suspension of use or provision) for the personal information that was disclosed and deemed to have been acquired, used, or provided illegitimately.
- When the request is deemed reasonable by the administrative agencies, the use shall be suspended within the scope necessary for ensuring the proper handling.
Disclosure request for personal information
＜Disclosure Request＞
Any person may request disclosure of his/her personal information held by the Incorporated Administrative Agencies. (A statutory representative of a minor or an adult ward may make the request on behalf of the principal. The same shall apply to requests for correction or suspension of use.)
＜Method of Disclosure Request＞
- Please submit or mail the documented Disclosure Request to the Personal Information Protection Desk of the University. If the titles, etc. of the documents to be requested, which contain the personal information, held by the University cannot be ascertained, please contact the relevant help desk of the University.
- In order to make a request, documents for identifying the Individual Concerned shall be presented or submitted. A statutory representative making the request on behalf of the principal shall present or submit documents certifying the status of the statutory representative, in addition to those identifying the Individual Concerned.
- A fee of 300 yen shall be paid per Corporate Document recording the retained personal information pertaining to a Disclosure Request. For more details, please contact the relevant help desk of the University.
＜Notification whether Disclosure or Non-Disclosure＞
A decision on acceptance or rejection of a Disclosure Request shall be made, as a general rule, within thirty days.
Retained personal information will be disclosed unless Non-Disclosure Information, including personal information of a person other than the disclosure requester, is included.
If the requester is not satisfied with the decision on a Disclosure Request, he/she may file a formal complaint on the Disclosure Decision.
＜Disclosure Implementation Application＞
The requester shall notify the methods of disclosure, etc., within thirty days of the receipt of the decision notice concerning the Disclosure Request.
As a means of Disclosure, please consult the relevant help desk of the University about the method of inspection or the delivery of copies as for records on documents or pictures, or about proper disclosure methods as for electromagnetic records.
＜Form 1＞Disclosure Request Form
Disclosure Request Form
＜Form 2＞Application for Disclosure Methods of Corporate Documents
Requests for amendment and requests for suspension of use
＜Requests for amendment＞
Any person may request an administrative agency for correction of retained personal information that was disclosed and deemed by the individual concerned not to reflect the truth.
A correction request shall be made to the incorporated administrative agency retaining the retained personal information within ninety days from the date of disclosure of the retained personal information.
The request shall entail no cost.
The administrative agency shall make the corrections deemed reasonable to the extent necessary for the achievement of the purpose of use.
＜Requests for suspension of use＞
Any person may request an administrative agency for suspension of use (deletion, or suspension of use or provision) for retained personal information that was disclosed and deemed to have been acquired, used, or provided illegitimately.
A request for suspension of use shall be made to the administrative agency retaining the retained personal information within ninety days from the date of disclosure of the retained personal information.
The request shall entail no cost.
When the request is deemed reasonable by the administrative agency, the use shall be suspended within the scope necessary for ensuring the proper handling.
＜Form 3＞Requests for amendment Form
＜Form 4＞Requests for suspension of use Form
Personal Information Protection Desk
- Address：〒904-0495 1919-1, Tancha, Onna-son, Kunigami-gun, Okinawa-ken
- Section in charge： Rules and Compliance Section, OIST
- Email：information-disclosure-request＠ oist.jp
- Available：from Monday to Friday（except holidays）
from 10:00～12:00 and 13:00～17:00
Guidelines for for Personal Information Protection at OIST
Rules for Personal Information Protection