Personal Information Utilization Policy

Purpose

This document aims to present to the Nishimachi International School (Nishimachi) community how Nishimachi uses, stores, and protects the personal information of its members. This is in accordance with the Amended Act on the Protection of Personal Information provided by the Personal Information Protection Commission. We do not collect any personal information unless you voluntarily provide it by sending us email, participating in a survey, or completing an online form. Personal information submitted will not be transferred to any non-affiliated third parties unless otherwise stated at the time of collection. When a user submits personally identifiable information, it is used only for the purpose stated at the time of collection or as defined below in the Description of Utilization section. A link to this document will be included in all initial forms or applications which you submit to Nishimachi. Nishimachi will notify the community when changing this utilization of personal information document.

Consent

Where consent for the use and disclosure of personal information is required, Nishimachi will seek consent from the appropriate person. In the case of a student’s personal information, the school will seek the consent from the student and/ or parent depending on the circumstances and the student’s mental ability and maturity to understand the consequences of the proposed use and disclosure.

Description of Utilization

Nishimachi uses personal information of community members (students, staff, families, alumni, and others) to operate our school and related programs.

Nishimachi collects and keeps the following forms of data when it is provided to us from community members: contact information, family information, nationality, ethnicity, medical information, birth date, educational history, official documents (passport, visa, licenses, etc.), financial information. For staff we also keep background and employment history.

Nishimachi uses Google login information in order to verify identities and manage Google services.

Nishimachi shares appropriate personal information with third-party companies, some of which are overseas, but limited to the purpose of extending and enhancing our education and programs.

Nishimachi uses photographs and videos of school activities and events in various print and online publications. Regardless of how these images are created (by school employees, outside photographers, parents), they must be respectful in their portrayal of students. Photographs taken for school marketing and promotional purposes will never use the full name of any child along with the image, and we will only use images of students in suitable attire.  

Nishimachi creates a Student and Family Directory that lists all Nishimachi members who have not explicitly requested the omission of their contact information (student name, grade, class, address, phone/fax numbers, as well as parents’ email, mobile phone, and workplace information) from this directory. It is distributed exclusively to each family of current students, board of directors, trustees, statutory auditors, faculty, and school staff for the sole purpose of facilitating communication among the members. The directory or its data may not be provided by parents or guardians to third parties, nor used by parents or guardians for broadcasting, solicitations, or messaging in any form.

Log Files

Like most standard website servers we use website statistic packages such as Google Analytics to analyze trends in how our website is accessed and utilized. Information monitored includes internet protocol (IP) addresses, geographic location of visitors (country, city), browser type, internet service provider (ISP), referring/exit pages, platform type, date/time stamp, time spent on pages, and keywords used to find our site via search engines. This information is anonymous and cannot be directly linked to individual users. We may use it to identify high-use or low-use areas of the site, pinpoint problem areas of the site, analyze broad demographic trends in our visitors, and make decisions about how to make it easier for people to find and navigate our website.

Links

This website takes every precaution to protect our users' personal information. Whenever users submit personal information (such as contact info or credit card info) via online forms, registration, or online purchase, upon submission that information is encrypted via the highest level of SSL (Secured Sockets Layer) available. Servers that store personally identifiable information are in a secure environment. Under no circumstances are credit card numbers permanently stored on our website servers.

Security

Nishimachi takes necessary and appropriate action to maintain the security and control of personal data. Nishimachi supervises its employees when they handle personal data. Before working with third-parties, Nishimachi reviews the privacy policy of these companies to ensure they are in line with Japanese laws. Whenever users submit personal information (such as contact info or credit card info) via online forms, registration, or online purchase, upon submission that information is encrypted via SSL (Secured Sockets Layer). Servers that store personally identifiable information are in a secure environment. Under no circumstances are credit card numbers permanently stored on our servers.

Non-secured Communications

Posts to discussion forums, discussion boards, comments to blogs, and Alumni Class Notes are viewable by other users. When these areas are not in a password protected area, they may be viewable by the general public. Please be aware of this when posting personal information in these areas.

Contact Information

If you have any questions regarding our personal information protection policy or would like information regarding procedures for making a request for disclosure, correction, or cessation, please contact us
 

Opting Out

Should you wish to not give the school permission to use student images in school marketing and publications, you must notify the school in writing. You may do so by sending an email to opt-out@nishimachi.ac.jp

If you would like to omit some information from the Student and Family Directory, please specify which information by sending an email to opt-out@nishimachi.ac.jp

Opting out will need to be requested every school year.