TFT (UTokyo Online Community)



UTokyo Online Community ¡ÈTFT¡É Privacy Policy

In accordance with the rules including ¡ÈThe University of Tokyo Rules on the Procedures for the Appropriate Management of Personal Information Retained by the University¡É (available in Japanese only) and ¡ÈUTokyo Basic Policy for Information Security¡É, the University of Tokyo (hereafter, the University) seeks to carry out tasks related to the use of personal information in ways that are both appropriate and unobtrusive regarding the operation of the UTokyo Online Community TFT (hereafter, ¡ÉTFT¡É) while protecting individual rights and interests.


Personal Information

Personal information refers to information concerning living individual users (hereafter, ¡Èusers¡É) of this website. Details such as names, addresses, telephone numbers, e-mail addresses, workplaces, date of births, and any other items listed on the registration form and university common ID that could be used to identify the user are considered personal information.

Personal Information Management and Contact Information

Personal Information is managed by the Alumni Affairs Group and the General Manager for Personal Information Protection of each department under the supervision of the General Manager for Personal Information Protection and the University of Tokyo Chief Information Security Officer (CISO).
For any inquiries regarding the management of personal information, please contact the Alumni Affairs Group, the University of Tokyo at the following address:
tft.adm@gs.mail.u-tokyo.ac.jp

Collection of Personal Information

The University collects users¡Ç personal information in the following cases:


  1. When users browse the University websites or use the services offered by the affiliates of the University (automatic collection).
  2. When users are asked for their personal information when they contact the University.
  3. When the University receives information from its affiliates about transaction records or account settlements reached between users and the University or its affiliates.
  4. When the University automatically receives information from users¡Ç browsers such as IP address, cookies, pages viewed, and the operating environment. Such information is saved on the University¡Çs servers.

Purpose of Using Personal Information

  1. Authenticating and identifying a user
  2. Providing services to users and improving the service to make it more convenient for use
  3. Browsing of user information among users
  4. Responding to inquiries, conducting questionnaire surveys, providing information on services and sending out materials
  5. Understanding the status of use for appropriate operation and management of the website
  6. Information sharing with departments/graduate schools with which users used to be affiliated
  7. Processing personal information to generate statistical data that does not allow individual identities to be determined and using such data

¢¨If users do not provide all of the required information, users may not be able to use services offered by TFT.

Disclosure of Personal Information to Third Parties

In principle, the University will not disclose users¡Ç personal information to third parties without the users¡Ç direct consent. However, in keeping with the relevant laws, under the circumstances listed below users¡Ç personal information may be disclosed without the users¡Ç consent:


  1. When a legal inquiry has been received from a court of law, the police, or any other judicial or administrative institution or individual with a legitimate status
  2. When problems arise affecting the preservation of systems or services
  3. When it has been determined that laws or rules established by the University have been violated, or any other problem related to social conventions has been identified
  4. When the University determines that such disclosures are necessary in order to protect the rights and interests of the University, other users, or other third parties

Disclaimers

Under the following circumstances, the University bears no responsibility for acquisition of personal information by third parties:


  1. When users themselves disclose their personal information to other users by using functions on TFT or any other means
  2. When activity data or information entered by another user unexpectedly allows a user to be identified
  3. Other parties obtain information such as ID or password that can identify a person

¢¨The University takes no responsibility for personal information disclosed by a user to other users within TFT. Please note fully that once a user optionally discloses his/her personal information on his/her own, it may be collected and used by other users.

Unsolicited E-mail

The University will not support or approve under any circumstances the transmission of unsolicited e-mail messages to users.

Revision of Personal Information

Users have the right to revise, make an addition to and delete the personal information they register with the University

In order to protect personal information

  1. Please note that those who have access to the TFT may able to have access to, download and print information that have been registered and disclosed by users.
  2. Please make sure to close the browser after accessing the website so that other parties may not gain access to your information or communication records.
  3. The TFT is not able to manage hyperlink destination websites. When using other websites, please confirm its terms of services.
  4. Please ensure that your ID and password are kept in a safe manner.

Security

  1. In addition to appropriately managing collected personal information, the University takes necessary measures, including those related to information security, in order to protect personal information.
  2. In order to protect the users¡Ç privacy and security, the information registered by users is protected by passwords. When necessary, the University also uses industry-standard SSL encryption to protect the transmission of data.
  3. When the University commissions a third party to provide users with services, the University signs contracts to ensure that it can appropriately supervise the third-party contractor.

Revisions to this Privacy Policy

The University may revise some or all of its views on privacy in the future. Significant changes will be announced on the University websites.