If you are registered as a visitor of Kavli IPMU, your name, affiliation, research field, duration of your stay, and its purpose will appear on the “Visitors” page. Your name and email address will also be shared to other Kavli IPMU researchers and registered visitors through a weekly email on the current visitors. We also monitor individual profiles and update the contents based on confirming facts. How we collect information is outlined below.
Please treat the personal data of other visitors with respect, and do not use the website and any of the data to, for example, send spam or email from third parties.
How do we collect your information?
We may have collected your personal data:
- from the information you provided to us when you registered as a visitor for your stay at Kavli IPMU
- when you made a donation;
- when you registered for an event and provided us with your contact details;
- by checking external data lists or websites;
- when you contact us;
What types of information do we collect about you?
The types of personal data we collect about the visitors includes:
- name, nationality, date of birth and gender;
- your contact details (for example, work postal address, work phone number and email address);
- your bank account details (exclusive to those who are subject to travel reimbursement)
- your information included in documents required for visa or COE application (for example, passport copies, certificates for student status/employment/scholarship/fellowships, bank statement records, photo information
- details of your research and studies;
- previous job(s) and institution(s);
- records of your interactions with us such as seminar, conference and events you have attended.
Kavli IPMU does not collect any other sensitive personal data, except for:
- information on special requirements for events (for example, for individuals with disabilities);
- information on criminal convictions.
Our site uses cookies to automatically collect, store, and use the following categories of data: For example, the type of device, the Internet Protocol (IP) address, browser type and version, operating system, platform, information about your visit to our site including the full Uniform Resource Locators (URL), and pages you viewed.
How will we use your information?
Your data may be used by Kavli IPMU:
- for the distribution of institute communications (for example, campus and institute notifications, seminar and visitor information during your stay);
- for data and statistics required for annual reports and investigation on visiting researchers and students;
- to communicate with you by email for future visits;
How will we protect your information?
Kavli IPMU will comply with data protection legislation in our handling of personal data. We aim to keep your data safe and secure, only for as long as necessary, and to use it only for stated purposes.
We will never sell or give your data to other organizations or individuals for marketing purposes.
Who will we share your information with?
The Institute is required to share some of your data and statistics anonymously with JSPS (Japan Society for the Promotion of Science) and MEXT (Ministry of Education, Culture, Sports, Science and Technology), for example, for mandatory surveys such as the Progress Reports and Annual Reports that the WPI institutes are obliged to carry out. Your data may also be shared with the University of Tokyo to conduct surveys, but your name will be kept anonymous.
We may contract the services of data processors to update and enhance the data we hold of visitors. We would only disclose limited personal data to enable them to match our records to their data or to publicly available sources to enhance our records with your information.
We may disclose limited personal data to our contractors to enable them to match our records to their data or to publicly available sources to enhance our records with your information. If you do not want your personal data to be used for any of these purposes, please email us at researchsupport@ipmu.jp .
What are your rights?
Under the GDPR and the Kavli IPMU Privacy Policy, you have the following rights:
- to check the personal data on "Visitors" website;
- to require us to correct the personal data we hold about you if it is incorrect;
- to require us to erase your personal data;
- to require us to restrict our data processing activities (and, where our processing is based on your consent, you may withdraw that consent, without affecting the lawfulness of our processing based on consent before its withdrawal);
- to receive your personal data, which you provided to us, in a structured, commonly used and machine-readable format, and the right to transmit that data to another controller;
- to object, on grounds relating to your particular situation, to any of our particular processing activities where you feel this has a disproportionate impact on your rights;
Please note that the above rights are not absolute, and we may be entitled to refuse requests where exceptions apply.
Who can you contact about your information?
If you have any questions about our use of your data, to request that we restrict our processing of your data, or any queries about this privacy policy, please contact the Kavli IPMU Research Support team at researchsupport@ipmu.jp by email.
