Privacy Policy

MEXT Scholars Association (MSA) — Privacy Policy

Effective Date: 7 December 2025

The MEXT Scholars Association (MSA) (“we”, “our”, “us”) operates this website to support international students in Japan. We process personal data in accordance with the Act on the Protection of Personal Information (APPI) and relevant Japanese regulations.

1. Organization Information

MEXT Scholars Association (MSA)
Type: Nonprofit Student-led Organization in Japan
Address: Tokyo, Japan
Contact Email: committee.msa@gmail.com

For all privacy-related requests, please contact us at the above address.

2. Personal Data We Collect

We may collect:

• Name, email address, nationality
• University name and scholar status
• Membership/volunteer form details
• Event registration information
• Newsletter subscription details
• Technical data (IP address, browser type, cookies)
• Any optional information users provide through forms or communication

Personal Data means any information that can identify an individual under APPI.

3. Purpose of Use

Personal data is used only for nonprofit student-support activities, such as:

• Operating and improving our website and services
• Managing memberships, volunteer activities, and events
• Sending newsletters and responding to inquiries
• Maintaining secure system functionality
• Conducting anonymized analytics to improve user experience

We do not use data for advertising or commercial purposes.

4. Cookies & Tracking Technologies

We use essential cookies to ensure:

• Website security and proper system operation
• Session management and language preferences

No tracking or advertising cookies are used without user consent.

Users may disable cookies in their browser settings, though this may affect functionality.

Some embedded external content (e.g., YouTube, maps) may place their own cookies based on the third party’s policies.

5. Use of Third-Party Services

We may rely on trusted outside service providers to support our operations, including:

• Website hosting services to operate the site
• Email and communication services (e.g., Google Workspace)
• Online form tools (e.g., Google Forms for event and volunteer registration)
• Social media platforms for sharing updates
• Video/Media platforms for embedded content (e.g., YouTube)

These services may process certain data according to their own privacy policies.

We ensure that any service providers handling data on our behalf follow reasonable security standards aligned with APPI.

6. Third-Party Sharing & Overseas Transfer

We do not sell or commercially share personal data.

Data is only shared if:

• The user consents
• It is required for providing a requested service
• Obligated by Japanese law or authorities

Some services may store data outside Japan (e.g., servers abroad).
In such cases, we apply protective measures required under APPI.

7. Security Measures & Phishing Warning

We take reasonable technical and organizational steps to protect personal data:

• Restricted data access
• Secure servers and encrypted communication
• Regular monitoring for vulnerabilities

However, no system is fully secure against hacking or unauthorized access.
If any suspicious requests for personal information or money are received:

✔ Contact committee.msa@gmail.com immediately
✔ Do not respond or share personal information

8. Handling of Minors’ Data

Although MSA primarily serves university students aged 18+, minors may still access the website.
If a minor submits personal data, parental or guardian consent may be required.

9. User Rights Under APPI

Users may request:

• Disclosure of stored personal data
• Correction or update of incorrect data
• Deletion of their data
• Suspension of data use or sharing
• Withdrawal of any previously given consent

Requests should be sent to: committee.msa@gmail.com

We typically respond within 30 days, after confirming the requester’s identity.

If a dispute remains unresolved, users may contact:
Personal Information Protection Commission (PPC), Japan
(Official APPI Authority)

10. Data Retention and Deletion

Personal data is retained only for the duration necessary to achieve the stated purposes.
After that, it will be securely deleted or anonymized.

Users can request deletion at any time, except when legally required to retain the information.

11. Changes to This Policy

This policy may be modified due to legal or operational updates.
Changes take effect when published on this page, and the Last Updated date will reflect the revision.

12. Contact

MEXT Scholars Association (MSA)
Email: committee.msa@gmail.com

We are committed to responding promptly and respectfully to all privacy concerns.

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