Personal information protection policy regarding use of Microsoft 365
1. Basic concept
The National Institute of Technology, an independent administrative institution (including national colleges of technology nationwide; hereinafter referred to as "the organization"), uses the services provided by Microsoft to the extent necessary for the smooth operation of the services provided in the organization's business. We collect information using "Microsoft 365". The collected information will be handled appropriately within the scope of the purpose of use.
2.Personal information
In order to appropriately manage personal information held by the Institute, the Institute has established the "Personal Information Management Regulations of the National Institute of Technology, an independent administrative institution," and aims to ensure the proper and smooth operation of the Institute's affairs and business. We strive to protect the rights and interests of individuals.
3. Regarding the use of the questionnaire function (Forms)
In order to collect information efficiently, the organization uses Microsoft Forms (hereinafter referred to as "Forms"), which is one of the functions of Microsoft 365, as a questionnaire function. By responding to the questionnaire created by the Agency using Forms, respondents will be deemed to have given permission for Microsoft to process the information they entered.
Data processing is determined by Microsoft's privacy policy (https://www.microsoft.com/ja-jp/mscorp/privacy/). Furthermore, the Agency shall not be held responsible for any damage caused by the use of Forms services.
4. Purpose of use
(1) Information collected by the organization using Microsoft 365 will be used to smoothly implement the services provided in the organization's business, and as a reference for future service improvements.
(2) The content of inquiries collected by the organization using Microsoft 365 will be used as reference for future organization operations. Therefore, depending on the content of your inquiry, your inquiry may be forwarded to the relevant department within the organization. In addition, user attributes will be used to respond to inquiries and contact you for confirmation.
5. Restrictions on Use and Provision
The Agency will not use collected information for any purpose other than the purpose stated in 4, unless there is a legal disclosure request, there is illegal activity such as unauthorized access or intimidation, or there are other special reasons. We will not use it ourselves or provide it to third parties. However, information such as statistically processed response information to Microsoft 365 and respondent attributes may be made public.
6. Safety measures
The Agency will take necessary measures to prevent the leakage, loss, or damage of collected information and to appropriately manage collected information.
7. Scope of application
This privacy policy applies only to information collected by the organization using Microsoft 365, including Microsoft Forms.
8.About continuous review
The organization will review the contents of this privacy policy from time to time and strive to improve it.