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Treatment of Personal Information in "Doctoral Human Resources Database"

1. About "Doctoral Human Resources Database"
The National Institute of Science and Technology Policy (hereinafter "NISTEP") of the Ministry of Education, Culture, Sports, Science and Technology is collecting information from doctoral program students and graduates (hereinafter "doctoral human resources") to build the "Doctoral Human Resources Database."
While doctoral human resources are drawing attention as a main actor in facilitating the scientific and technical innovation in the industrial, educational and governmental sectors in Japan, systems have not been well-developed to obtain a comprehensive understanding of their current careers in the society because of limited sources that offer information about post-doctoral careers.
For this reason, we will build the Doctoral Human Resources Database to understand the current status of doctoral human resources such as their research activities and occupations, and we will implement various surveys, analyses, studies, and other activities with regard to their status; these information and survey results will be utilized to help develop policies for promoting post-doctoral careers.


2. Treatment of Personal Information
(1) Purpose of Use
1) We will build the "Doctoral Human Resources Database" with personal information registered by doctoral human resources (hereinafter "Registered Information").
2) Registered Information and the Doctoral Human Resources Database will be used to:
i. track careers of doctoral human resources;
ii. implement investigations, analyses, and academic studies on the status of doctoral human resources such as their research activities and occupations;
iii. make statistics related to the status of doctoral human resources such as their research activities and occupations;
iv. develop policies for promoting post-doctoral careers; and
v. make communications and contacts for the purpose of investigations, requests and informational services as referred to in Items i to iv above.

3) In conducting any of the activities referred to in Section 2) above, we may provide to a university where a doctoral human resource enrolls or graduates (hereinafter a "University") his/her Registered Information.
4) The Ministry of Education, Culture, Sports, Science and Technology may contact a doctoral human resource using contact information contained in his/her Registered Information for requests for update of Registered Information, inquiries on the current status such as his/her research activities and occupations, questionnaires, informational services or other purposes. Similarly, the University may also contact the doctoral human resource from time to time (including requests for cooperation for visits to graduates, and alumni communications).
(2) Security Measures
The Ministry of Education, Culture, Sports, Science and Technology shall treat Registered Information properly pursuant to the Act on the Protection of Personal Information Held by Administrative Organs and other applicable laws and regulations (hereinafter "Applicable Laws"), and the Ministry shall take necessary measures to protect Registered Information against disclosure, loss or damage and otherwise manage it in an appropriate way.
(3) Update, Correction and other Handling of Registered Information
Doctoral human resources may access their own Registered Information from time to time. Doctoral human resources are expected to update the information in a timely manner. If Registered Information is found to need any update or correction, the Ministry of Education, Culture, Sports, Science and Technology may update, correct or otherwise handle such Registered Information, as applicable.


3. Movement toward Full-scale Operation
The set-up of the Doctoral Human Resources Database by the NISTEP of the Ministry is currently on a pilot basis. For its full-scale operation in the future, we are considering how the Doctoral Human Resources Database is utilized (including, without limitation, the provision of information that would be helpful for career improvements; communications among Registered Information holders or with experienced researchers, recruitment staff or other officers; and cooperation with other career assistance organizations) to promote career development of the doctoral human resources who register with the database. If personal information is used for any purpose not provided for herein or is disclosed to any third party, or any other change occurs in the treatment of personal information, this shall be dealt with appropriately in accordance with Applicable Laws.


 (The National Institute of Science and Technology Policy of the Ministry of Education, Culture, Sports, Science and Technology)


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