Privacy Policy
1.Compliance with Applicable Laws and Regulations
Village House Management Co., Ltd. (hereinafter referred to as "the Company") is committed to protecting the personal information of existing and potential customers (hereinafter referred to as "customers") by complying with the Act on the Protection of Personal Information, relevant laws and regulations, guidelines, and other applicable rules. In order to prevent unauthorized disclosure or misuse of personal information or information equivalent to it in the course of our business, the Company has established this Privacy Policy as a guiding principle. We hereby publicly announce this policy and also implement internal procedures for personal information protection. Furthermore, we will continuously improve and revise the content of this Privacy Policy and our overall management systems.
2.Purpose of Use of Personal Information
The Company will use the personal information provided by customers only to the extent necessary to achieve the following purposes:
(1) Identity verification and credit checks for applications and contracts related to real estate leasing and associated guarantor services.
(2) Execution of contracts (including preparation) related to real estate leasing, guarantor services, or real estate management, and provision of services based on such contracts.
(3) Implementation of various tasks related to real estate rental operations and management.
(4) Market research and analysis for customer trend assessment, product development, and evaluation of advertising effectiveness.
(5) Administrative tasks related to various insurance policies and guarantees provided by insurance and guarantor companies.
(6) Underwriting, renewal, and management of various insurance policies, and handling of insurance claims.
(7) Provision of products and services related to moving in or out, and other services that contribute to improving the living environment (including services requested by residents, such as telecommunication services).
(8) Disclosure of information to business partners when necessary for providing services to customers.
(9) Compliance with domestic and international laws and responses to requests from domestic or international government authorities and courts.
(10) Recruitment activities.
(11) Contact via mail, phone, or email (including public relations activities) to achieve the purposes listed in items 1 through 10 above.
(12) Other tasks incidental or related to the above.
3.Joint Use of Personal Information and Personal Data
The Company may jointly use the personal information provided by customers as described below. In accordance with the scope of use outlined in Section 2 "Purpose of Use of Personal Information," the Company may share customers’ personal data in written or electronic form with its group companies listed below. These group companies comply with applicable personal information protection laws and regulations in their respective countries.
(1) Parties to Joint Use and Purposes
a）Joint use between the Company and its group companies for business operations such as real estate management carried out by the Company. (For a list of our group companies, please refer to the designated website.)
当社グループ会社の一覧
• 全国民間賃貸サービス合同会社
• 東日本民間賃貸サービス合同会社
• Muromachi特定目的会社
• 中部民間賃貸サービス特定目的会社
• フォートレス・インベストメント・グループ・ジャパン合同会社
• 日暮里特定目的会社
• Ogasawara特定目的会社
• Alta特定目的会社
• コンソナント・インベストメント・マネジメント株式会社
b）Joint use between the Company and its group companies for the provision of services incidental or related to the Company's business objectives.
(2) Categories of Personal Information Subject to Joint Use
Items to be jointly used will be limited to the minimum necessary and may include: Name, address, date of birth, annual income (including household income), telephone number (including mobile number), email address, employer information, family structure, housing status, details of guarantors or emergency contacts, identification numbers such as driver’s license numbers ("attribute information"), rental property information, lease terms, credit-related information, transaction history, and other items necessary for the purposes listed above.
(3) Entity Responsible for Managing Personal Information
Village House Management Co., Ltd. 4F, Hulic Kamiyacho Building, 4-3-13 Toranomon, Minato-ku, Tokyo Representative: Tatsuhiko Iwamoto
4.Provision of Personal Information and Personal Data to Third Parties
The Company will not provide customers’ personal information or personal data to third parties without prior consent, except in the following cases as permitted by law:
(1) When the customer has given consent
(2) When required by law
(3) When necessary to protect a person’s life, body, or property and it is difficult to obtain the individual’s consent
(4) When necessary for public health or the healthy development of children and obtaining consent is difficult.
(5) When cooperating with a national or local government agency or an entity entrusted with their operations, and obtaining the individual’s consent may hinder the execution of those operations
(6) When the third party is a research institution and handling the personal data is necessary for academic research (including cases where part of the purpose is for academic research, except when this may unjustly infringe on the rights and interests of individuals)
In addition, the Company may provide customers’ personal information—such as email addresses and phone numbers - to online service providers (including Meta Platforms, Inc., Google LLC, Criteo, Salesforce, Inc., ByteDance Ltd., Intimate Merger Inc., Yahoo Japan Corporation, and LINE Corporation) for the purpose of delivering advertisements. Some of these providers are located in jurisdictions such as the U.S. state of California . (For more details on personal data protection in these jurisdictions, please refer to the following link: United States [federal]、California、China)with the applicable data protection laws and systems.
(7) When the data is used jointly with group companies
(8) When the Company outsources its operations to a third party
5.Acquisition of Information Related to Individuals
On our website and some of our group companies' websites, we send and receive information called cookies for the purpose of providing services to customers.
We primarily use cookies for the following purposes:
・To support input functions across our website, smartphone applications, and email delivery services, and to customize advertisements, email content, and display information according to each customer’s usage.
・To use as statistical data in a format that does not identify individuals.
※ Cookies are used solely for providing services to customers and analyzing usage; they will not be used for any other purpose.Additionally, cookie information may be stored or referenced via third-party services that deliver advertisements on our behalf.If you do not wish to allow such information sharing, you may disable cookies in your browser settings. However, please be aware that disabling cookies may prevent access to some website features or services.
What Are Cookies?
Cookies are data exchanged between a web server and a customer’s browser to enable more efficient use of the internet. They may be stored on the customer’s device.
6.Outsourcing of Personal Information Handling
The Company may outsource the handling of personal information provided by customers. In such cases, we will select contractors that have appropriate security measures in place to protect personal information and will provide necessary and appropriate supervision to ensure proper handling and protection of the data.
7.Delegation of Personal Data Handling to Third Parties
To the extent necessary to achieve the purposes outlined in Section 2."Purpose of Use of Personal Information," the Company may delegate part or all of the handling of personal data to third parties. In such cases, we will conduct a review of the third party, conclude the necessary contracts, and implement appropriate supervision, guidance, and other legally required measures.
8.Requests for Disclosure, Correction, etc., of Personal Information
If a customer wishes to request notification of the purpose of use, disclosure (including disclosure of records of provision to third parties), correction, addition, deletion, suspension of use, erasure, or suspension of provision to third parties regarding their personal information, the Company will appropriately respond after confirming that the request is made by the individual or their authorized representative.Please contact the address listed in Section 9.below.
9.Contact for Inquiries and Feedback Regarding Personal Information
Village House Management Co., Ltd. Compliance Division
Hulic Kamiyacho Building 4F, 4-3-13 Toranomon, Minato-ku, Tokyo 105-0001
Tel: 03-6775-9351 Fax: 03-6775-9335
Supplementary Provisions