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On the Handling of Personal Data for “RIKYU”

RIKEN Center for Computational Science
Enacted on July 6, 2026

This document is an English translation of the document written in Japanese and is for information purposes only. Users should also refer to the “Regulations for Use of “RIKYU”.”

The RIKEN Center for Computational Science (hereinafter referred to as "R-CCS") shall collect the following personal information and logs on its website from users who have been granted accounts for “RIKYU” (AI for Science Supercomputer).

  • Acquisition of Personal Information

    • The following information about users: account name, name (in English), name (in Japanese), affiliated institution/department name, status, postal code, address, phone number, fax number, email address, nationality, workplace, primary residence, start date of residence, desired nicknames 1-3, project ID (initial project ID), whether identity verification is completed, whether they have resided in Japan for more than 6 months, whether they are temporarily returning to Japan, date of entry to/departure from Japan, type of identity verification document, whether the user falls under a specific category of residents, the type of category and its justification (if applicable), information obtained regarding the user's past actions from the perspective of security export control, and whether the user, their cohabitants, affiliated institution, or collaborative researchers belong to any military organizations.
    • A copy of one of the following identity verification documents: driver's license, passport, “My Number Card” (excluding the My Number itself), residence card, basic resident registration card with a photo.
    • A copy of one of the following documents for affiliation verification: employee ID, student ID, certificate of enrollment.

  • Collection of Logs on “RIKYU” and Peripheral Devices

    • Log data generated when users access the various devices constituting “RIKYU”, such as client’s IP address, account name, session ID, cookie information, access time, operation log, etc.

  • Collection of Logs on the Support Site

    • When users utilize the Support Site of “RIKYU”, logs of the browser, OS, IP address, source country, last login date, user interaction data, application content, inquiry content, and post content are collected. Additionally, if the "AI Chat" service is used, the history of conversations with AI and associated online identifiers are also collected.

R-CCS shall treat the Personal Data in accordance with the guidelines below.

1. R-CCS shall not use the Personal Data for any purpose other than user management.

2. Any data that R-CCS collects shall be handled strictly in accordance with RIKEN's policy on the protection of personal data (ref. https://www.riken.jp/en/privacy/ ).

3. R-CCS shall use logs on the various devices constituting “RIKYU” solely for troubleshooting and usage analysis on the various devices constituting “RIKYU”, and for no other purposes.

4. R-CCS shall use logs on the Support Site solely to improve the site, enhance the "AI Chat" service, improve support operations linked with "AI Chat," and develop new functions or services for the Support Site in the future, and for no other purposes.

5. R-CCS shall not disclose the collected information to third parties, except in the following cases:

1. When sharing information with an institution designated separately by RCCS to promote the utilization of “RIKYU”, for the purpose of improving ’ operation of “RIKYU” or enhancing user convenience (such as helpdesk support). In such cases, the institution shall be required to comply with the provisions of these guidelines.

2. When the operation and maintenance of “RIKYU” are outsourced to a third party, and the handling of Personal Data by the third party becomes necessary, the third party shall be required to comply with the provisions of these guidelines. In the case that results of system usage analysis are published, the disclosed information shall be anonymized and shall not contain any identifiable personal data.

3. When necessary for the operation and improvement of the Support Site, or for providing and improving the "AI Chat" service. In such cases, the person performing the support tasks shall be required to comply with these regulations. The information shared shall include logs from the Support Site and the user's name, email address, and account name.

4. When requesting a security export control assessment for the user regarding their use of “RIKYU”, to the appropriate assessment department within RIKEN.

5. When requested by legal process.

6. When requested by the project administrator.

6. R-CCS shall promptly delete personal information when it is no longer needed.

7. R-CCS shall generally retain logs on the various devices constituting “RIKYU” for 10 years after the end of “RIKYU” operation.

8. R-CCS may retain logs on the Support Site for several years after the end of “RIKYU” operation, processing them to the extent possible so that individuals cannot be identified.

9. R-CCS shall promptly disclose personal information upon request from the individual. If there are errors in the personal information, R-CCS shall investigate and promptly address requests for correction, addition, or deletion from the individual, while verifying their identity.

10. Inquiries regarding requests for disclosure, correction, or suspension of use of personal data related to this matter, as well as other questions, shall be directed to the Support Site.