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Terms and Conditions for the Use of Personal Information of "Japan Graduates Database (JGRAD)"
Enacted September 20, 2008 (30Kakenki No. 41)
Partially amended as of April 19, 2019 31 (31Kakenki No. 3)
Partially amended as of April 1, 2022 3 (3Kakenki No. 116)
1．Purpose of the "Japan Graduates Database" (JGRAD)
National Institute of Science and Technology Policy (hereinafter referred to as "NISTEP") builds "Japan Graduates Database (hereinafter referred to as "JGRAD")" which contains data of doctoral human resources (meaning doctoral students, doctoral graduates, and people dropped out of the doctoral program). NISTEP analyses the data of JGRAD to grasp the status of research activities and career of doctoral human resources. The research result will be used to formulate various policies for doctoral human resources. In addition, JGRAD aims to provide useful information to doctoral human resources from JGRAD or through collaboration between JGRAD and other services, and to contribute to the development of career paths for doctoral candidates.
2．Registered Information of JGRAD
JGRAD contains data provided by each registered doctoral human resource, and data provided by the university where the doctoral human resources was enrolled (hereinafter, this information is collectively referred to as "registration information"). The registered doctoral human resource in JGRAD is hereinafter referred to as "registrant".
3．Use of personal information
NISTEP uses personal information contained in registration information in accordance with this section.
(1) NISTEP uses the registration information for the following purposes (hereinafter referred to as "the purposes of use")
[a] (i) tracking the careers of doctoral human resource; (ii) survey, analysis, and academic research on the status of research activities and occupations of doctoral human resource; (iii) compiling statistics on the status of research activities and occupations of doctoral human resource.
[b] Planning and formulation of policies for doctoral human resources, and planning and formulation of other science, technology, and academic policies or higher education policies.
[c] Correspondence and communication for various surveys, requests to registrants, and provision of information related to [a] and [b] above
(2) For the purposes of the use, NISTEP and the university in Japan, where each registrant was enrolled (hereinafter referred to as the "registrant's university"), jointly utilize the registration information except in the following cases (See Article 27, Paragraph 5, Item 3 of the Act on the Protection of Personal Information (Act No. 57 of 2003, hereinafter referred to as the "Personal Information Protection Law") for universities and Article 69, Paragraph 1 of the same for NISTEP). In the case that the registrant's university does not cooperate with JGRAD or the registrant requests that NISTEP not share the information with the registrant's university, NISTEP does not allow universities to make jointly utilize the registration information.
[Notification regarding the Joint Utilization]
[Categories of the Jointly Utilized Personal Data] all registration information held by NISTEP
[The Scope of a Jointly Utilizing Organization] NISTEP and registrant's university.(NISTEP allows joint utilize registration information only by the registrant's university.)
[The Utilization Purpose for the Utilizing Organization] the purposes of use
[The Name of a Corporate Body and The Name of its Representative of a Person] NISTEP (address：Ministry of Education, Culture, Sports, Science and Technology (MEXT) 16th Floor, Central Government Building No.7 East Wing 3-2-2, Kasumigaseki, Chiyoda-ku, Tokyo 100-0013, Japan）Minister of Education, Culture, Sports, Science and Technology (The current minister can be found at the following website.)
https://www.mext.go.jp/b_menu/soshiki/daijin.htm
(3）NISTEP may provide the registered information to the Ministry of Education, Culture, Sports, Science and Technology (MEXT) and other administrative agencies or independent administrative agencies/national research institutes for the purpose of this use.
(4) NISTEP may contact a registrant indicated in the registration information to request updates information, to ask questions about the current status of research activities, occupations, etc., to conduct surveys, to provide information, etc. Each registrant's university may also contact a registrant in the same manner (including requests for cooperation in visiting alumni and contacting alumni).
(5) NISTEP may use and provide the registered information within the scope permitted by the Personal Information Protection Law, in addition to the use and provision of the information for the Purposes of Use.
(6) NISTEP handles registered information appropriately in accordance with the Personal Information Protection Law, its subordinate laws, Regulations Concerning Management of Personal Information Held by NISTEP (Director-General's Instruction No. 3, 2008), and Detailed Regulations Concerning Management of Personal Information Held by NISTEP (KAKENSO No. 27 of 2015) NISTEP takes necessary measures to prevent information leakage, loss, or damage of registered information.
(7) The registrant may access his/her registration information at any time using his/her assigned ID and password to update, correct or delete his/her registration information. In addition, NISTEP or the registrant's university, correct or delete the registration information if it becomes clear that there are contents that should be updated or errors in the registration information.
４. ID, password, and information from JGRAD
Each registrant will be assigned an ID and password to use JGRAD. Registrants may use their IDs and passwords to access registration information in JGRAD. A registrant is responsible for managing their IDs and passwords and using the information provided by JGRAD at their own discretion and responsibility.
5. Request for Suspension of Data Use and Deletion
Each registrant may request to NISTEP via e-mail or web form to suspend the use of the registration information in JGRAD and data deletion. Based on a registrant's request and identity verification, NISTEP suspend the account and delete the registrant's data in web-system of JGRAD within 30 days. Note that data stored on media other than the web-system of JGRAD cannot be deleted. For any other matters regarding the suspension of use of retained personal information held by NISTEP, contact the group of information disclosure and personal information protection at the NISTEP.
[Contact] General Affairs Division, NISTEP 03-3581-2391
6. Suspension of Data Use and Deletion regarding Dormant Registrants
NISTEP classifies registrants who have not logged-in to JGRAD for more than three years as dormant registrants. NISTEP will send e-mails to dormant registrants to request them to log-in to JGRAD and update their registration information. In this procedure, NISTEP may suspend the account or delete the data of the dormant registrant who falls under any of the following cases.
・ In the case of no e-mail address information in the account
・ In the case of invalid e-mail address information in the account
・ In the case of not log-in to JGRAD after 30 days from the email contact
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Privacy Policy of "Japan Graduates Database (JGRAD)"
- regarding information other than "registration information"-
Date of enactment September 20, 2018
Revision date April 1, 2022
1．Basic Concept
The National Institute of Science and Technology Policy (NISTEP) collects information of web users in JGRAD(website for the public: https://jgrad.nistep.go.jp/ and website for registrants: https://hr.nistep.go.jp/ hereafter “Websites of JGRAD”) This collection of information by the Websites of JGRAD is for service delivery such as providing information and receiving various opinions, etc. The collected Information is handled appropriately within the scope of the purpose of use.
The registration information of JGRAD (information in the database of JGRAD, information entered to the database of JGRAD by registrants) is stipulated by the above "Terms and Conditions for the Use of Personal Information of "Japan Graduates Database (JGRAD)”. In addition, the handling of information by the relevant ministries and universities cooperating with JGRAD will be the responsibility of the respective organizations.
2．Scope of Information Collected
(1) This site collects information such as Internet domain names and IP addresses in the form of access logs.
(2) Cookies
Some pages of the Websites of JGRAD use cookies.
A cookie is a set of information that is sent from the web server to your browser and stored on your computer for the site provider to identify your computer. By using cookies, a web server automatically collects information such as the number of times your computer has been visited and the pages visited.
The Websites of JGRAD uses cookies to maintain information on the currently opened page and login credentials to the Websites of JGRAD on your web browser. If you set your web browser to disable cookies, you may not be able to navigate pages or log in to the Websites of JGRAD properly.
(3) Use of Google Analytics
The Websites of JGRAD uses Google Analytics to analyze site usage in order to improve our services. Your web browser automatically sends certain information (such as the URL of the page you accessed and your IP address) to Google. Google may also set a cookie on your browser or read an existing cookie. The logs that are collected are managed in accordance with Google's privacy policy.
(4) In the "Contact web form (https://hr.nistep.go.jp/contact.php)", the web user is required to enter "Name" "E-mail address" and "Details of inquiry" as required fields. And the web user can enter "Doctor ID", "University's Name of Doctoral Course", "Student Number of Doctoral Course" as optional fields.
3. Purpose of Use
(1) Information collected in 2(1), (2) and (3) will be used to authenticate the identity of users. In addition, the information will be used as a reference for the efficient management of the services in the Websites of JGRAD.
(2) Inquiries collected in 2(4) above will be used for administrative procedures related to JGRAD, future improvements to the database, and research and study activities.
4．Restrictions on Use and Provision
NISTEP does not use the collected information for any purpose other than the purposes described in 3 above, and NISTEP does not provide the information to any third party. However, this article does not apply in cases of legal disclosure requests, cases of illegal access, threats, or other unlawful acts, or other special reasons.
5．Security Measures
NISTEP necessary measures to prevent leakage, loss, or damage of collected information and to manage collected information appropriately. Though NISTEP outsources the management service of JGRAD, the entrusted company also takes the necessary measures to ensure appropriate management of the collected information.
6．Scope of Application
This Privacy Policy applies to information obtained as a result of web user’s access to the Websites of JGRAD. (https://jgrad.nistep.go.jp/ and https://hr.nistep.go.jp/).
7．Regarding Revisions of the Privacy Policy
NISTEP may revise the above privacy policy as necessary.
[Contact] General Affairs Division, NISTEP 03-3581-2391
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