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Hiring Privacy Policy

This Privacy Policy ("this policy") stipulates National Research and Development Agency RIKEN's (below, "RIKEN") handling principles for personal information it handles ("personal information") in the work of recruiting, hiring, and signing contracts ("hiring work") with employees (regardless of the employees' work content or form of contract; including Invited Scientists).

This policy is applied in conjunction with the Privacy Policy separately stipulated by RIKEN (the "common policy"). If there is any contradiction between this policy and the common policy, the application of this policy will take precedence.

The terminology used in this policy conforms to the Act on the Protection of Personal Information (2003, Act No. 57).

For information on RIKEN's representatives, location, and other such details, see the About RIKEN page.

  • 1.Information obtained

    In performing hiring work, RIKEN will obtain the following personal information from those applying to calls for employment ("applicants").

    • (1)Basic information about the applicant
      Name, address, postal code, sex, date of birth, face photograph data, phone number, email address, emergency contact information, information printed on official certificates such as a My Number Card*, driver's license/certificate of residence/status of residence on a residence card (zairyu card), etc.
    • (2)Information needed for hiring selection
      Work history, educational history, degrees earned, research achievements, research plan, information on certifications held, results of language tests, the contents of communication with the applicant in face-to-face, electronic, telephone, or other forms (including but not limited to communication during interviews), desired work, etc.
    • (3)Information needed to make monetary payments
      Bank account number information and other information related to monetary payments
    • (4)Other information reasonably interpreted as necessary to perform hiring work (including but not limited to information on family members or other third parties who will serve as emergency contacts)

    Based on agreement with this policy, RIKEN may obtain information on the application from sources other than the applicant for its hiring work, such as through background checks, reference checks, and other confirmation procedures.

    • ※The individual number/"My Number" printed on (or registered on) your My Number Card will only be collected within the legally established scope during hiring procedures after a conditional offer of employment is made.
  • 2.Purpose of utilization of personal information

    RIKEN uses personal information within the scope necessary for the achievement of the following purposes of utilization.

    • Announcements of information related to hiring work (such as announcements made at seminars, events, information sessions, and on websites) and accepting registration for related matters
    • Confirming applicants' work qualifications
    • Considerations in hiring selection
    • Administrative processes related to hiring work such as communicating with applicants
    • Statistics, analysis, and management of records related to hiring
    • Entering into employment contracts and other necessary contracts
    • Providing information about the health check at time of hiring, procedures when joining RIKEN, and other such processes
    • Procedures after hiring such as issuing an ID card, payment of salary and allowances, pension and social insurance procedures, and employment management
    • User authentication on RIKEN's IT services
    • To fulfil legal and compliance-based obligations and requests for confirmation, reporting, notification, inspections, etc.
    • RIKEN's management of foreign employees' status of residence
    • Screenings related to research security and integrity
    • Provision to third parties within the scope recognized by this policy, the common policy, the Act on the Protection of Personal Information, and other applicable laws
    • The human or mechanical analysis, quantification, or review of personal information obtained in relation to the purposes listed above
    • For the execution of RIKEN's business incidental to the above
    • Other uses based on purposes legitimate for RIKEN's hiring activities besides those listed above
  • 3.Provision of personal information to a third party

    RIKEN does not provide personal information to third parties except in the cases described in "2. Provision of personal information to a third party" of the common policy.

  • 4.Provision of personal information to third parties overseas

    RIKEN does not provide personal information to third parties except as described in "3. Provision of personal information to third parties overseas" of the common policy.

  • 5.Safety management measures

    RIKEN manages personal information in compliance with the methods stipulated in "4. Safety management measures" of the common policy.

  • 6.Requests for disclosure

    Policies regarding requests for the disclosure, correction, suspension of use, deletion, or suspension of provision of personal information RIKEN retains are as in "5. Requests for disclosure, etc." of the common policy.

  • 7.Changes to this policy

    RIKEN may change this policy at any time within the legally recognized scope. Should it change, RIKEN will share the new policy again on its website.

  • 8.Contact for inquiries

    Please contact the Personal Information Desk listed below with opinions, questions, complaints, or other inquiries about personal information.

    Personal Information Desk
    Human Resources Strategy Section, Human Resources Strategy Division, Human Resources Group
    Address: 2-1 Hirosawa, Wako, Saitama, 351-0198, Japan
    Email: jinji-seido@ml.riken.jp
    Hours: 9:30-12:00, 12:50-17:00.
    Closed Saturdays, Sundays, holidays, and during New Years holidays.

Established March 10, 2026

Hiring Privacy Policy

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