Personal Information Protection Policy

CTIS respects the privacy of students and protects their personal information. Personal information is acquired in a lawful and fair manner within the scope necessary to conduct business in accordance with the Personal Information Protection Law of Japan and other relevant laws and regulations.

This Personal Information Protection Policy was developed by the President and members of the Management Committee of CTIS. It outlines the principles and practices that CTIS follows to protect students’ personal information. The school’s commitment to privacy includes ensuring the accuracy, confidentiality and security of students’ personal information and allowing students to request access to and correction of their personal information.

The School understands data to include any individual who is or can be identified from the data, or from the data with other information that the data controller holds or may hold. In order to properly understand the School’s obligations, there are a number of key terms that should be understood by all parties involved.

Unless the purposes for which personal information is collected are obvious and the student or parent voluntarily provides his or her personal information for those purposes, we will communicate the purposes for which personal information is collected, either verbally or in writing, prior to or at the time of collection.

CTIS only collects information about students that is necessary to identify them and to comply with federal reporting requirements.
The purposes for which personal information about students is collected or stored include the following.
To comply with legislative and administrative requirements.
To ensure that eligible students benefit from relevant additional instructional/resource/financial support.
To support the provision of supplemental instruction.
To be able to contact parents/guardians in the event of an emergency/school closure, etc.
Ensure that students meet the school’s admission criteria.
Keep records of students’ progress in school.
Maintain accurate accident/incident reports.
Communicate clearly with all educational partners.
Support medical/special needs conditions in the school setting.
Take photographs and record images of students to celebrate school accomplishments, prepare yearbooks, create school websites, document school events, and maintain historical records of the school. Such records are to be taken and used in accordance with the school’s photography policy, i.e., parental consent is required for the use of photographs.
Follow the law and the instructions of government departments to provide documents/information about students to the Ministry of Education and other schools.
Provide documents/information/references to third-party educational institutions and/or prospective employers at the request of the student or parents.

We may collect, use or disclose personal information without the student’s knowledge or consent in the following limited circumstances
1. when the collection, use or disclosure of personal information is permitted or required by law
2. In emergency situations that threaten the life, health, or personal safety of an individual.
3. When we need legal advice from an attorney.
4. To protect us from fraud.
5. To investigate anticipated breaches of the Agreement or violations of the law.

We will make reasonable efforts to ensure that a student’s personal information is accurate and complete if it may be used to make decisions about the student or disclosed to other organizations.
Students may request corrections to their personal information to ensure its accuracy and completeness. Requests to correct personal information must be made in writing and provide sufficient detail to identify the personal information and the correction sought.
If the personal information proves to be inaccurate or incomplete, we will correct the information as requested and send the corrected information to any organization to which we have disclosed the personal information in the previous year.
We are committed to ensuring the security of students’ personal information to protect it from unauthorized access, collection, use, disclosure, copying, modification or disposal or similar risks.
Students should direct any questions regarding CTIS compliance to school staff.

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