Personal Information Utilization Policy
This Personal Information Utilization Policy (the “Policy”) aims to present to the Nishimachi International School (“Nishimachi”) community - students (both current and prospective), staff, families, alumni, donors and others (the “Community”) how Nishimachi collects, uses, stores, and protects the personal information, as defined in the Act on the Protection of Personal Information (the “Act”), of its members in accordance with the Act. This document is accessible on the School website and a link to it will be included in all forms or applications which are submitted to Nishimachi at the point of first contact with the School. Nishimachi will notify the Community when changing this utilization of personal information document.
Collection and Utilization of Personal Information
Nishimachi collects and/or keeps the following forms of data when it is provided to us from Community members or when it becomes known to Nishimachi through its operations:
- Full name
- Contact information
- Family information
- Nationality and ethnicity
- Medical information
- Birth date
- Educational history
- ID number on official documents (passport, visa, licenses, etc.)
- Academic record
- Information on payment of fees or donations
- Information required for the application for scholarships governed by Nishimachi
- Such other information necessary for the operation of Nishimachi including information relevant to the employment of its faculty and administrative staff.
Nishimachi may also collect personal information through other means such as from publications or mass media reports when it is necessary to do so for one or more of the same purposes as specified below. However, except where specifically admitted by the Act, Nishimachi does not collect personal information that is defined by the Act as “personal information requiring special care”, unless it is voluntarily provided to Nishimachi by sending us an email, participating in a survey, completing an online form or any other method.
Nishimachi utilizes such personal information for the following purposes:
- Admissions procedures
- Management of classes and other educational programs
- Provision of notices to and other communication with Community members
- Management of educational and other facilities including internet services provided to Community members
- Selection processes for scholarships and financial assistance
- Notice and communication on events held by Nishimachi
- Issuance of certificates
- Conducting fundraising activities for the school
- Sharing with another educational institutions to assist the student’s admission or transition to such institution (only information of a-e, g and j above)
- Sharing with medical institutions to facilitate the treatment or medical examination of students or staff (only information of a. - g. above)
- Provision to government bodies and other organizations in fulfillment of regulatory requirements or in relation to applications for grants or subsidies
- Management and disposition of other matters necessary for the operation of Nishimachi including those on its administration and employment.
Description of Utilization and Control of Personal Information
Nishimachi collects and uses personal information of Community members in line with the purposes specified in the preceding section. When Nishimachi needs to use and/or disclose personal information beyond the purposes having been disclosed at the time of its acquisition as provided for in the preceding section, Nishimachi will seek consent from the appropriate person. In the case of a student’s personal information, Nishimachi will seek the consent from the student and/or parent depending on the circumstances and the student’s ability and maturity to understand the consequences of the proposed use and disclosure.
Who has access to data?
In principle, employees only have the most basic access to personal information databases on an as-needed basis. Higher levels of access are granted only as necessary. In particular, access to personal information requiring special care, such as medical history records, is restricted to the appropriate employees.
Sharing of data with affiliate individuals
Nishimachi shares appropriate personal information on an as-needed basis with trusted adults (who are not employees of the school), such as trip chaperones, medical professionals and coaches in order to conduct school operations and ensure safety. These trusted adults are required to agree to the procedures outlined in this data utilization policy.
Sharing of data with 3rd party entities
As specifically referred to in the above “Collection and Utilization of Personal Information”, Nishimachi shares certain personal information with other institutions and with government bodies and other organizations.
Use of images in print and online publication
Nishimachi uses photographs and videos of school activities and events in various print and online publications. During the enrollment/ re-enrollment process, parents are asked for permission for Nishimachi to use their child’s image.
Use of data in Student and Household Directories
Nishimachi creates Student and Household Directories that list all Nishimachi students and families who have not explicitly requested the omission of certain information (address, phone numbers, as well as parents’ email, and mobile phone) from this directory. This online password-protected directory is available exclusively to the families of current students, board of directors, trustees, statutory auditors, faculty, and school staff for the sole purpose of facilitating communication among the members.
If you would like to omit some information from the Student and Household Directories, please specify which information via settings in the website (https://portals.veracross.com/nishimachi).
Use of data in IT website / processes
Nishimachi uses Google usernames and passwords for students and school employees on their school provided accounts in order to verify identities and manage Google services. We also securely transmit information between databases (some on third-party company servers) so that personal information is kept up to date in a variety of systems with a single access point.
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.
The Nishimachi public website and other websites under Nishimachi’s control may contain links to other sites. Please be aware that Nishimachi is not responsible for the privacy practices of such other sites. We encourage our users to be aware when they leave our site and to read the privacy statements of each and every website that collects personally identifiable information. This privacy statement applies solely to information collected by this website.
In this connection, please note that Nishimachi utilizes cloud servers and software provided by IT service vendors overseas to store and utilize personal information (including the handling of personal data when the vendor provides necessary support for these cloud services). Under such arrangement, only limited authorized officers and employees of such service vendors have access to the personal information contained in the servers only for the limited purposes of: configuring the cloud service; testing the functionality of the cloud service; integration of the cloud service with other services; or troubleshooting issues with the cloud service.
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.
Posts to discussion forums, discussion boards, comments to blogs, and submissions to certain Nishimachi-related publications are viewable by other users. When these website elements are not in a password protected area, they may be viewable by the general public. Please be aware of this when posting or submitting personal information which may be viewable on non-secured channels.
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.