Personal Information Protection Policy

Created: 1 April 2005
Updated: 19 November 2022

The Mathematics Certification Institute of Japan
Shinobu Takada, Chairman

The Mathematics Certification Institute of Japan (the “Institute”) recognizes the important social obligation it has, as a handler of large amounts of personal information, to protect and manage said personal information in an appropriate and safe manner. The Institute is committed to protecting personal information in accordance with the Personal Information Protection Policy described below.

  • 1. The Institute shall collect, use and share personal information to the extent that such actions are required for the purpose of carrying out its business activities based on its articles of incorporation (the conducting of mathematics-related proficiency testing, the recognition of skill levels and the issuing of certificates, the conducting of business-related mathematics testing and other such training, the issuing of mathematics-related publications and the provision of information, undertakings related to public awareness of mathematics, academic research related to mathematics and the study of mathematics, and any other undertakings required to accomplish the organization’s goals). Furthermore, it shall put in place measures to prevent the handling of personal information beyond the extent required for accomplishing the specified purposes of its use (unintended use).
  • 2. The Institute shall adhere to all laws and regulations, government guidelines and other such standards related to the protection of personal information.
  • 3. In working to protect personal information, the Institute shall take necessary and reasonable safety measures against the risk of disclosure, loss or damage of said information. In the unlikely event of such disclosure, loss or damage, it shall promptly put in place corrective measures.
  • 4. The Institute shall establish, implement and continuously make improvements to its personal information management system.
  • 5. The Institute shall respond promptly, sincerely and appropriately to all complaints and inquiries regarding the handling of personal information.

By distributing and disseminating this policy to all of the Institute’s employees, and publishing it on the Institute’s official website and in its pamphlets, the Institute takes steps to ensure that this policy will be accessible to anyone at any time.

PrivacyMark

The Institute has acquired PrivacyMark certification, which is regularly updated.
Please click on the links below for more information on the PrivacyMark System.

The following content is current as of April 1, 2022.

Purposes for Use of Personal Information

Purposes for Use of Personal Information by the Institute

  • (1) Purposes for use of personal information acquired directly in writing from the individual
    Prior to obtaining the personal information, the individual is informed of all purposes for use of his/her personal information.
  • (2) Purposes for use of personal information acquired by a method other than the method prescribed in the preceding clause.
    For details, see Table (1).

Disclosure of Matters Regarding Retained Personal Data

The Institute responds to requests from the individual or the individual's representative for notification of purposes for use; disclosure; correction and addition to or deletion of content; suspension of use; disposal; and suspension of provision to third parties of the individual's personal data (hereinafter "disclosure, etc.") retained by the Institute as follows.

  • a) Name of business operator
    Public Interest Incorporated Foundation The Mathematics Certification Institute of Japan
    Chairman Shinobu Takada
    Bunshodo Bldg. 6F, 5-1-1 Ueno, Taito-ku, Tokyo 110-0005
  • b) Person responsible for personal information management
    Manager's job title: Personal Information Protection Manager
    Department of affiliation: Public Interest Incorporated Foundation The Mathematics Certification Institute of Japan Secretariat Deputy Secretary General
    Telephone: 03-5812-8340
  • c) Purposes for use of all retained personal data
    For details, see Table (2).
  • d) Contact for complaints regarding handling of retained personal data
    Bunshodo Bldg. 6F, 5-1-1 Ueno, Taito-ku, Tokyo 110-0005
    Public Interest Incorporated Foundation The Mathematics Certification Institute of Japan
    Secretariat Certification Department General Manage
    E-mail address: other_information@su-gaku.net
    Telephone: 03-5812-8340 Hours for inquiries by phone: Monday through Friday from 10:00 to 16:00
  • e) Name of accredited personal information protection organization and contact for resolution of complaints The Institute is a target business operator of the following accredited personal information protection organization.
    * Complaints are received only regarding handling of personal information.
    General Incorporated Foundation JIPDEC (Japan Institute for Promotion of Digital Economy and Community) Accredited Personal Information Protection Organization Administrative Office
    Roppongi First Building, 1-9-9 Roppongi, Minato-ku, Tokyo 106-0032
    Telephone: 03-5860-7565/0120-700-779
  • f) Procedure for response to requests for disclosure, etc. of retained personal data
    • 1. Contact for requests for disclosure, etc.
      Direct requests for disclosure, etc. to the contact given in d) above.
    • 2. Procedure regarding requests for disclosure, etc.
      • 1) After receiving a request, the Institute will mail you the prescribed request form for your use.
        Notification of purposes for use: "Request for Notification of Purposes for Use of Retained Personal Data"
        Disclosure: "Request for Disclosure of Retained Personal Data"
        Correction and addition to or deletion of content; suspension of use; disposal; and suspension of provision to third parties: "Request for Correction, etc. and Suspension of Use, etc. of Retained Personal Data"
      • 2) After filling in the request form with the required information, attach a document that confirms the identity of the individual's representative if the request is made by the representative, enclose a fixed amount money order for the handling charge (only for requests for notification of purposes for use and requests for disclosure), and mail the form and money order to the contact given in d) above.
      • 3) After receiving the above request form, the Institute will contact the individual to ask for two or more items of personal information (for example, the telephone number and date of birth, etc.) registered with the Institute by which the individual's identity can be confirmed.
      • 4) As a rule, replies are made in writing and mailed in a sealed envelope to the individual.
    • 3. Documents required to confirm the identity of the individual's representative when the request is made by the representative
      When the person requesting disclosure, etc. is the individual's representative, please enclose a document to confirm the qualification as the individual's representative and a document that confirms the identity of the representative. Please black out all information contained in the documents pertaining to the location of the registered domicile except for the administrative division (Tokyo-to, Hokkai-do, Osaka-fu, Kyoto-fu, remaining prefectures) where the registered domicile is located. Send either documents that do not contain the personal identification number or entirely black out the personal identification number in the documents.

      1) A document to confirm the qualification as the individual's representative

      <When the representative is authorized by the individual to request disclosure, etc.>

      • ・A letter of attorney prepared by the individual (original)

      <When the representative is the legal representative of an individual who is a minor> A copy of any one of the following documents

      • ・Family register or extract of the family register
      • ・Certificate of residence (containing the family relationship)
      • ・Other official document that certifies the qualification as a legal representative

      <When the representative is the legal representative of an individual who is an adult ward> A copy of any one of the following documents

      • ・Certificate of registered matters regarding guardianship registration, etc.
      • ・Other official document that certifies the qualification as a legal representative

      2) A document that confirms the identity of the representative (a copy of any one of the following documents)

      • ・Driver's license
      • ・Passport
      • ・Health insurance card
      • ・Certificate of residence
      • ・Basic resident register card
    • 4. Handling charge for requests for notification of purposes for use and requests for disclosure.
      The handling charge for one request is 1,000 yen. (Please enclose a fixed amount money order for the handling charge along with the request form.)

Handling of Personal Information

Confirmation of handling of personal information

Please use the link above "Handling of Personal Information" on the Websites listed below that are operated by the Institute to confirm matters required for confirmation when providing personal information.

Addendum on GDPR

Established October 1, 2022

1. Statement regarding the Institute's protection of personal data

The Institute regards protection of the personal information of users of the Institute's businesses, services, products, and Website, etc. (hereinafter "users") and others as of the utmost importance. In addition to the Institute's Personal Information Protection Policy, this addendum explains the policy regarding personal data as defined by the EU General Data Protection Regulation (hereinafter "GDPR"). It also explains how the personal data of users is acquired, used, and processed by the Institute as a data manager and the rights, etc. of users related to processing of data by the Institute. The addendum is supplementary to the Institute's Personal Information Protection Policy and Handling of Personal Information. In the event of any conflict or inconsistency between the Personal Information Protection Policy and the addendum regarding personal data in relation to the GDPR, the content of the addendum shall prevail.

2. Purposes for use, processing, and sharing of personal data

The Institute processes the personal data of users based on any legal basis prescribed by the GDPR. The Institute appropriately uses personal data acquired from users for purposes such as smooth test implementation, administration, and issuance of individual grade reports, etc. and other applications associated with the Institute's services. Handling of personal data may be done when processing is necessary to execute the agreement between the Institute and the user, or to carry out procedures in response to requests by the user before conclusion of the agreement, or to carry out procedures based on the user's consent. The Institute may outsource (share) processing of all or part of the user's personal data to third parties including business operators that prepare and send/ship test materials and business operators that score tests.

3. Types of personal data

The Institute may collect personal data in the following categories within the range of purposes for use prescribed by the addendum.

Name, home address, identification number (customer number, etc.), location data, e-mail address (personal/business), telephone number (personal/business), online identifiers (IP address, Cookie identifiers), job recruitment information (resume, credentials, etc.)

See the following page on the Institute's official site for information about use of Cookie identifiers by the Institute.

4. Transfer of personal data

Because personal data is stored on the Institute's cloud servers in Japan and the United States there is a danger of leakage or loss of personal data in the processes of transfer and storage due to unauthorized access or for some other reason. In transferring the personal data of users, the Institute reliably implements an appropriate level of protective measures and appropriate management based on standard contractual clauses contained in the agreement concluded with the user.

5. Retention period

The personal data of users acquired by the Institute is retained only for the period of time necessary to achieve the purposes for its acquisition and use. The specific period of retention is determined taking into account the type of personal data, the purpose for which the data is acquired and processed, the nature of the personal data, and the legal or work-related necessity for retention of the personal data.

6. User rights

In regard to collection, use, and processing of personal data by the Institute, to the extent allowed by laws related to personal information protection, the user has the right to object to access, correction, erasure, or processing restrictions, or processing of the user's personal data, and the right to request the Institute to move the personal data provided by the user to another manager. Users desiring to exercise their rights should get in touch with the contact for inquiries regarding the addendum. Users can also register a complaint regarding processing of their personal data by the Institute with the competent data protection supervisory authority.

7. Changes to the addendum

The Institute may make changes to the addendum at any time. When substantial or major changes are made to the addendum an official announcement will be posted on the Institute's official site.

8. Contact for inquiries regarding the addendum

Please direct questions and concerns regarding user rights in connection with the addendum and GDPR to the contact given below.

Public Interest Incorporated Foundation The Mathematics Certification Institute of Japan
Bunshodo Bldg. 6F, 5-1-1 Ueno, Taito-ku, Tokyo 110-0005
Email:other_information@su-gaku.net

Contact for Inquiries

Inquiries regarding the Personal Information Protection Policy are received at the contact below.
Bunshodo Bldg. 6F, 5-1-1 Ueno, Taito-ku, Tokyo 110-0005
Public Interest Incorporated Foundation The Mathematics Certification Institute of Japan
Secretariat Deputy Secretary General
Telephone: 03-5812-8341
Email:other_information@su-gaku.net
Hours for inquiries by phone: Monday through Friday from 10:00 to 16:00
(excluding national holidays, the New Year's holiday, and the Institute's business holidays)