Privacy Policy

Managing personal information

Smart Relocate Ltd. (hereinafter referred to as “the Company”) handles personal information in compliance with applicable laws and regulations, including the Act on the Protection of Personal Information of Japan.

The Company explains how personal information is collected, used, and managed in accordance with this Privacy Policy and handles such information with due care.

The Company will not provide personal information to third parties without the individual’s consent, except where required by law or where such provision is necessary for the performance of contractual obligations.

1. Purpose of Use of Personal Information

The Company uses customers’ personal information only within the scope of the following purposes:

1. 1. To search for counterparties for real estate transactions, including sales, leasing, brokerage, and management

   2. To advertise property information through the Internet, flyers, and other media

   3. To register property information with designated real estate information networks (REINS) for the purpose of searching for transaction counterparties
      After a contract is concluded, transaction information (such as property overview, contract date, and transaction price, excluding names) may be provided to the designated real estate information organization in accordance with the Real Estate Brokerage Act. Such organizations may provide this information to their member real estate brokers and public institutions in electronic or paper form as part of their legally prescribed operations.

   4. To conclude real estate sales or lease agreements and to provide services based on such agreements

   5. When property management is involved, to perform management services based on management agreements concluded with management associations

   6. To provide customers with information on services, products, after-sales support, maintenance notices, and other information related to the above services that may be useful to customers

   7. To prepare and retain legally required records and related documents pursuant to Article 49 of the Real Estate Brokerage Act

   8. To conduct price assessments for real estate sales or leases
      Transaction information used for price assessments may be provided to brokerage clients as the basis for opinions pursuant to Article 34-2, Paragraph 2 of the Real Estate Brokerage Act

2. Personal Information Held by the Company and Its Use

The Company holds personal information obtained in connection with real estate transactions, including information contained in application forms, contracts, and other documents received from prospective tenants, tenants, applicants and purchasers of properties, property owners, and other rights holders who have entrusted the Company with management or brokerage services, as well as personal information lawfully and fairly obtained by other appropriate means.

The Company uses such personal information for the performance of contracts with customers, including contract management for lease transactions and post-contract management and after-sales services for sales transactions.

The Company may also use customers’ names, addresses, telephone numbers, and email addresses, within the necessary scope, to provide information regarding other real estate services offered by the Company or products and services offered by its partners that may be useful to customers.
Customers may request at any time that such communications be discontinued.

3. Provision of Personal Information to Third Parties

For the purpose of performing contracts with customers and conducting related operations, including contract management, post-contract management, and after-sales services, the Company may provide personal information such as names, addresses, telephone numbers, dates of birth, property information, and transaction information to third parties within the necessary scope, by means including written documents, postal mail, telephone, Internet, and email.

The recipients of such information may include:

1. Parties to or prospective parties to transactions entrusted by customers

2. Other licensed real estate brokers

3. Internet and other advertising service providers and organizations

4. Designated real estate information organizations (REINS), where registration and notification of transaction information are required by law

5. Judicial scriveners, land and house surveyors, and real estate appraisers

6. Financial institutions related to financing

7. Property management companies where management services are required

8. Contractors, financial institutions for fee collection, and management association officers involved in property management services

9. Credit information agencies for tenant screening, where necessary

10. Collection agencies in cases of delinquent rent

11. Business partners whose products or services may be useful to customers

Except where required by law or necessary for the performance of contracts, the Company will cease the provision of personal information to third parties upon request from the customer.

4. Measures for the Protection of Personal Information

The Company provides its employees with education and guidance on the proper handling of personal information as necessary and manages customers’ personal information appropriately.

The Company also implements necessary and appropriate security measures, including access control, password management, and restrictions on the removal of personal information, to prevent unauthorized access, loss, damage, or leakage of personal information.

5. Outsourcing of Personal Information Processing

When the Company outsources all or part of the handling of personal information to external parties, it enters into appropriate agreements with such parties and exercises necessary and appropriate supervision over them.

6. Joint Use of Personal Information

The Company does not engage in the joint use of customers’ personal information with any third parties.

7. Requests for Disclosure, Correction, Suspension of Use, and Complaints

With respect to customers’ personal information held by the Company, the Company will appropriately respond to requests for disclosure, correction, addition, deletion, or suspension of use, as well as inquiries, complaints, and consultations regarding the handling of personal information.

Contact for Inquiries and Complaints Regarding Personal Information
Smart Relocate Ltd.
Tel: +81-43-239-7488