Privacy Policy

Regarding the Handling of Personal Information

Ⅰ. Use of Personal Information

When personal information is gathered through information written down directly by the individual, the individual is informed in each case how the personal information will be used. When personal information is directly or indirectly acquired through any other means, use of that information will be limited to the scopes defined below.
In addition, the company takes preventative measures in order not to handle that information beyond the scope necessary to achieve predefined goals. Except when authorization has been granted in advance by the individual or when required by law, the company will not supply or disclose personal information to third parties.

1. In order to execute a contract, or provide information or services related to the following operations, the company will use personal information such as names, gender, dates of birth, residential addresses, phone numbers, and e-mail addresses that is acquired by the company through inquiries, applications, contracts, etc.:

   Management of rental property on behalf of and at the request of the lessor.
   To provide property-related information for the purpose of recruiting tenants and, when the conditions are right, to handle rental
   contract-related business in accordance with the lease conditions that apply to each respective property.
   Business associated with management of corporate housing for employees and others on behalf of corporate clients.
   Business associated with real estate sales and mediation in cases where the company is a primary party to a real estate sales contract and in
   cases where the company plays an intermediary role in a real estate sales contract.
   Business associated with operating as a non-life insurance underwriter agency, including sales, contract signing, and claim processing support.

   <insurance companies>

   • Sompo Japan Insurance Inc.
     https://www.sompo-japan.co.jp/
   • Aioi Nissay Dowa Insurance Co., Ltd.
     http://www.aioinissaydowa.co.jp/
   • AIG General Insurance Co., Ltd.
     https://www.aig.co.jp/sonpo
   • Tokio Marine & Nichido Fire Insurance Co., Ltd.
     https://www.tokiomarine-nichido.co.jp/
   • Tokio Marine Millea SAST Insurance Co.,Ltd.
     http://www.tmssi.co.jp/

   All other business associated with the aforementioned.

2. Management of our employees
   (human resources management, benefits package, health management) Personal information for disclosure: Information comprised by a collective body of information systematically organized so as to be able to easily search for particular personal information, to which the company is authorized for disclosure, correction of its content, addition, deletion, stop of its use, provision to third parties requested by the individual. However, the company does not handle information that falls under any of the following conditions as personal information for disclosure.
   • That in relation to which there is a possibility that if the presence or absence of the said personal information is made known, it would harm the individual or third party’s life, body, or fortune
   • That in relation to which there is a possibility that if the presence or absence of the said personal information is made known, it would encourage or induce an illegal or unjust act
   • That in relation to which there is a possibility that if the presence or absence of the said personal information is made known, it would undermine national security, destroy a trust relationship with a foreign country or international organization, or suffer disadvantage in negotiations with a foreign country or international organization
   • That in relation to which there is a possibility that if the presence or absence of the said personal information is made known, it would hinder the maintenance of public safety and order such as the prevention, suppression, or investigation of a crime
3. To conduct sales activities (visits, mailings, telephone calls, e-mails, etc.) in the areas specified in 1 above.
4. To conduct customer trends analyses, market survey analyses for product development, and other survey analyses in the areas specified in 1 above.
5. Personal information that is publicly available or properly obtained through commercially-available media may be used for the purposes listed in 1 through 4 above.

   Real estate registries / recorded maps / commercial registries / credit information organizations / credit research companies / residential maps / telephone directories and other personal information that the individual has in advance agreed to disclose to a third party

6. For all other purposes not defined above, additional information may be listed in the scope described in 1 above. Such information will also be included in the scope necessary to achieve aforementioned goals.

Ⅱ. Provision of Personal Information to Third Parties

Except when required by law, the company will obtain the approval of the individual before providing personal information to third parties (whose location may be outside of your own country). The company shall cease to provide this personal information upon the request of the individual himself/herself.

Ⅲ. Entrustment of Personal Information

The company may entrust personal information to parties with whom it has entered into contracts pertaining to the protection of personal information.

Ⅳ. Voluntary Provision of Your Personal Information

Provision of a client's personal information is voluntary, but in cases where personal information is not provided, please note that usage of services offered by our company, provision of important information and signing of contracts might not be possible.

Ⅴ. More information regarding handling of personal information

1. Name of the Organization, etc

   Tokyu Corporate Housing Management Inc.
   6F Shiodome Building, 1-2-20 Kaigan, Minato-ku, Tokyo 105-0022,
   Japan
   President　Masayuki Hasegawa

2. The protection of personal information management officer

   The company appointed a manager of business promotion department as responsible person for personal information protection.
   TEL +81-3-6890-4301

3. Purpose of use of personal data we hold

   As mentioned in "Ⅰ. Purpose of use of personal information"

4. Where to contact in case of complaints and questions regarding personal information as well as its disclosure

   In case of complaints and questions regarding personal information as well as its disclosure (notification of the purpose of use, disclosure, corrections, additions or deletions, requesting suspension of use or discarding of submitted information or requesting not to provide given information to third parties), please contact us using the following contact information.

   Business Promotion Department, Tokyu Corporate Housing Management Inc.
   6F Shiodome Building, 1-2-20 Kaigan, Minato-ku, Tokyo 105-0022, Japan
   Customer Inquiries: TEL +81-3-6890-4301

5. Authorized personal information protection organization and the contact point for solution of complaints.

   Name of organization: JIPDEC
   JIPDEC Personal Information Protection Consultation Service Office
   Roppongi First Building, Roppongi 1-9-9, Minato-ku, Tokyo 106-0032
   Tel: +81-3-5860-7565

6. Procedures for disclosure

   The company will disclose individuals' personal information based on requests from the individuals themselves using the methods specified below.

   1. When the company receives a request from an individual to disclose his or her information, the company will confirm the individual's:
      • Name, address, telephone number
      • The period during which the individual had business dealings with the company, and the substance of those dealings (e.g. property name, room number, etc.)
   2. Once we have confirmed the facts in （1） above, the company will mail a disclosure request form to the individual's current address.
   3. The individual must then fill out the form and mail it back to the company with proof of identity and the specified fee. Individuals should submit an official identification card (e.g. copy of driver's licenses, certificate of residence, etc.) as proof of identity.
      If said request is made by a statutory representative of a minor or an adult ward, a certification document such as copy of the census register as well as an identification document of said representative himself/herself will be necessary.
      If said request is made by a representative authorized by the individual, an authorization document signed and sealed by the individual and a seal certificate as well as an identification document of said representative himself/herself will be necessary.
      *In case the customer's registered domicile or social security and tax number organ donor declaration is printed on the document proving the identity of the customer or his/her representative, please black out those parts of the documents before submitting them.

   4. As for requests to stop, etc. the use of personal information, when said requests are proven to have valid reasons, the company will perform the stop, etc. to the extent that is necessary to prevent breach of rights and interests of the individual. However, the company may be unable to perform the stop, etc. when the stop, etc. is hard to do and the company takes alternative measures necessary to protect rights and interests of the individual.
   5. A fee of 1,000 yen is required for each request for disclosure of third-party provision record or notification of purposes for which personal information is being used. Fees must be paid with a postal money order or postage stamp.
   6. As a general rule, it takes roughly two weeks to process requests.
   7. Requests may be restricted if they are deemed to hinder the performance of business operations.
   8. The company does not perform disclosure of personal information, etc. in any of the following cases.
      • Cases in which disclosure is likely to harm the individual or third party’s life, body, fortune, or other rights and interests
      • Cases in which disclosure is likely to seriously impede the proper execution of the business of the company
      • Cases in which disclosure violates other laws
      • Cases in which the company cannot confirm the facts or the identity of the individual because of irregularities in the presented documents

Ⅵ. Measures Taken for Safety Management of Retained Personal Information

1. Establishment of basic policy

   In order to ensure appropriate handling of personal information, the company has established a basic policy on “Acquisition, Use, and Supply of Personal Information,” “Compliance,” “Personal Information Safety Measures,” “Inquiries & Complaints Regarding Personal Information,” “Continual Improvement of Personal Information Protection Management System,” etc.

2. Development of regulations for handling personal data

   The company has developed regulations for handling personal information concerning acquisition methods, managers, persons in charge and their responsibilities, etc. at each step of acquisition, use, storage, deletion, etc.

3. Organizational safety management measures

   The company has appointed specific persons who are responsible for the handling of personal information and has specified such employees who handle personal information as well as the scope of that information to be handled by these employees. It also has developed a reporting and notification system for incidents or accidents that have occurred or are suspected to have occurred contrary to laws or regulations.

4. Human safety management measures

   The company provides regular training that teaches its employees points of attention on handling personal information and stipulates confidentiality requirements on personal information in its regulations of handling.

5. Physical safety management measures

   The company restricts employee access into areas where personal information is handled, and implements measures to prevent the theft or loss of electronic media and documents.

6. Technological safety management measures

   To restrict access to personal information, the company limits the employees that handle personal information and their range by conducting access control and implements mechanisms to protect information systems which handle personal information against unauthorized external access or unauthorized software.

7. Ascertainment of external environment

   The company will implement safety management measures based on a sound understanding of the systems for the protection of personal information in such countries as U.S.A. where personal information may be stored by using cloud services, etc.

Ⅶ. Handling of Personal Information Obtained Through the Tokyu Corporate Housing Management Web Site

1. Cookies

   Some pages on this Web site use Cookies in order to provide a more convenient visitor experience and to obtain browsing statistics. Cookies are used to identify visitors' computers. You may still continue to browse this site even if you have configured your browser to deny Cookies, although you may not be able to take advantage of some of the functionality that the site offers. You can disable Cookies in the settings page of your browser.
   This website uses “Google Analytics,” an access analysis tool by Google, which utilizes Cookies for collecting data. The collected data are anonymous and do not specify individuals. This function can be turned off by disabling Cookies, which means refusing collection of data. Please check the settings of your browser.
   For more details of the terms of this service, please refer to “Google Analytics Terms of Service” (https://marketingplatform.google.com/about/analytics/terms/us/ ) and “HOW GOOGLE USES INFORMATION FROM SITES OR APPS THAT USE OUR SERVICES” (https://policies.google.com/technologies/partner-sites?hl=en) .

2. Access Logs

   Our website records the information of your access in the form of access logs. Access logs include the domain name, IP address, browser, date and time, etc. of each visitor, but does not include information that can identify an individual. Access logs will be used for statistical analysis of the situations of use, maintenance, and management of this website, but not for any other purposes.

3. Web Site Security

   This Web site employs commonly-used SSL (Secure Sockets Layer) encryption technology to protect your personal information and prevent it from being intercepted when it is transmitted over the Internet.
   While Tokyu Corporate Housing Management takes every reasonable precaution when managing personal information, due to the nature of the Internet, the company cannot wholly guarantee the confidentiality of personal information.

4. External Link Disclaimer

   Although this Web site includes links to external Web sites, the company is not responsible for the content of said Web sites and cannot be held liable in any way for privacy-related issues that may arise as a result of visiting said Web sites.