Privacy Policy

１． Definitions

(1) Personal information is defined as information about an individual as stipulated in Chapter 1, Article 2 of the Act on the Protection of Personal Information. In real estate transactions, property information and contract information in the designated distribution system are also personal information.
The subject of such personal information is hereinafter referred to as the customer.

(2) Specified Personal Information: A number obtained by converting the resident registration code (commonly known as “My Number”) and designated to identify each citizen (each individual) in accordance with the provisions of the “Act on the Use, etc. of Numbers to Identify Specific Individuals in Administrative Procedures (hereinafter ‘My Number Act’).
Hereinafter, the subject of personal information and specified personal information is referred to as the customer.

２．Basic Stance on Personal Information Handling

The following is our basic stance regarding the handling of personal information, personally identifiable information, pseudonymized information, anonymized information (hereinafter referred to as “personal information, etc.”), and specific personal information. We will comply with laws, regulations, guidelines, and other rules applicable to the handling of personal information, personal-related information, pseudonymized information, and anonymized information (hereinafter referred to as “personal information, etc.”) and specific personal information, and will use and manage personal information appropriately.

3. purpose of use of personal information

Personal Information, etc. and Specified Personal Information received from customers shall be used for the following purposes. In the event of any change or addition to the purposes, we will promptly notify you of such change or addition.
(1) To search for business partners for the sale, purchase, or lease of real estate, and to provide such information to brokers for the purpose of searching for business partners.
(2) To make applications for contracts and agreements required for transactions such as real estate purchase and sale contracts, lease contracts, and management contracts.
(3) To perform work based on various contracts
(4) To respond to inquiries and to contact customers in the event of an emergency
(5) To provide personal information, etc. and specified personal information (personal information that constitutes a personal information database) to third parties, to outsource data processing, etc., and to share use among affiliates, within the scope necessary to achieve the above purposes of use, for sales activities by mail, e-mail, telephone, etc. and for customer trend surveys and analysis, etc. in connection with the above businesses
(6) To send information and products of the Company and its business partners that may be useful to customers, and to provide related after-sales services and notices concerning maintenance and other operations in the management of the Company and its business partners.
(7) For books and documents based on Article 49 of the Building Lots and Buildings Transaction Business Law
(8) To manage usage history
(9) For other purposes for which individual consent has been obtained.

【Property Information / Contract Information on the Property Designated Distribution System】
(1) To conduct price assessments related to the sale, purchase, lease, etc. of real estate
(2) To search for counterparties for transactions such as the sale, purchase, or lease of real estate, and to place advertisements on the Internet, flyers, etc. for this purpose.
(3) Registration in the property search system (Raines) of the Designated Real Estate Information Network (an organization designated by the Minister of Land, Infrastructure, Transport and Tourism in accordance with the Building Lots and Buildings Transaction Business Law) and operations stipulated in the Building Lots and Buildings Transaction Business Law conducted by the Designated Real Estate Information Network (provision of data to member real estate transaction agents and public organizations, etc.)

【Information on the person in charge of the client】
To confirm the contents of orders (correspondence records, etc.)

Our employees' information
・For personnel and labor management, business management, health management, and security management of employees ・Wages, bonuses, retirement benefits, and other related services ・Employment insurance, social insurance, and other related services
Businesses related to employment insurance, social insurance, and other related matters - Businesses related to tax, social security, and other related matters
・Benefit programs ・Education and training
Other operations incidental to the above.

Information on applicants for employment with the Company
To contact applicants for employment and to manage the Company's recruitment operations.

Specified personal information
For the purposes of use stipulated in the Act on the Use of Personal Information to Identify Specific Individuals in Administrative Procedures
To prepare withholding tax certificates
To prepare withholding tax withholding slips
Notification, application, and request for notification concerning health insurance and employee's pension insurance - Notification of the third insured person of the National Pension Plan concerning the spouse of an employee - Notification, application, and request for notification concerning pension payment - Notification, application, and request for notification concerning individual inhabitant tax - Preparation of payment records for compensation, fees, etc.
Preparation of records of payment of remuneration, fees, etc. - Preparation of records of payment of dividends, distribution of surplus, and interest on funds - Preparation of records of payment of real estate royalties, etc. - Preparation of records of payment of consideration for acquisition of real estate, etc. - Preparation of records of payment of interest, etc. - Other matters prescribed by laws and ordinances, etc.

4. Provision to third parties

(1) Personal information, etc. Personal information, etc. held by the Company shall be provided to third parties to the extent necessary for the performance of contracts with customers and for the achievement of the purposes of use described in “3, The information will be provided to the third parties listed in (1) to (4) below by written documents, mail, telephone, Internet, e-mail, advertising media, etc.
The provision of such information will be stopped upon request from the customer.
①A person who is or is expected to be the counterparty to a contract regarding a matter entrusted by the customer.
②Other real estate agents
③Businesses and organizations that place Internet advertisements or other advertisements
④Designated distribution system (When an exclusive exclusive exclusive duty mediation contract or a full-time mediation contract is concluded, registration with the designated distribution system and notification of contract information are obligated to a housing site building transaction agent based on the Building Lots and Buildings Transaction Business Law).
⑤Judicial scriveners, land and house investigators, and real estate appraisers related to registration and valuation
⑥Financial institutions related to financing, etc.
⑦Management companies in cases where management of the subject property is required.
⑧In the event that management of the subject property is required by the Company, the subcontractor as stipulated in the important matters description of the management contract, as well as financial institutions and officers of the management association when management fees are debited.
⑨Credit information agencies for credit inquiries of prospective tenants (when necessary)
⑩Collectors of arrears when tenants fail to pay rent in arrears
⑪Financial institutions, guarantee companies, officers of the management association, etc. when tenants pay rent in arrears
⑫Contractors, etc. involved in repairs and restoration, etc.
⑬Property owners and tenants, etc.
⑭Our business partners who may be useful to our customers
⑮When required by law
⑯When necessary to protect the life, body, or property of a person and it is difficult to obtain consent from the person in question
⑰When necessary for the improvement of public health or the sound growth of children, and when it is difficult to obtain the consent of the person in question
⑱When it is necessary to cooperate with national organizations, local governments, or their contractors in the execution of their legal duties, and obtaining the consent of the individual may affect the execution of such duties.

(2) Specified personal information We will not provide specified personal information, etc. to third parties. However, in cases stipulated in each item of Article 19 of the My Number Law, we may provide necessary Specified Personal Information, etc. to a related third party or receive necessary Specified Personal Information, etc. from a related third party without obtaining the prior consent of the person concerned.

Proper Management of Personal Information, etc. and Specified Personal Information
We will strictly manage Personal Information, etc. and Specified Personal Information, etc. and Specified Personal Information to ensure its accuracy. We will also take the utmost care in the use and provision of such information.

Security Measures for Personal Information and Specified Personal Information
We will prevent the loss, falsification, leakage, etc. of personal information, etc. and specified personal information, and maintain confidentiality. To this end, we will take appropriate organizational, personnel, and physical technical safety control measures, including the establishment of a system, in-house training, storage measures, and measures against unauthorized access.

7. joint use

(1) Personal Information, etc. Personal information, etc. held by the Company will be jointly used with the following entities.
① Items of personal information, etc. to be jointly used Name, address, telephone number, age, gender, e-mail address, family structure, workplace, and other attribute information, as well as information provided, contract details, and other details of transactions, inquiries, and other correspondence.
② Scope of parties with whom information is shared (GATES Group companies) GATES Group companies (https://gatestokyo.co.jp/company掲載の関連会社)
③Purposes of use by persons with whom personal information is shared
④ Party responsible for management GATES Inc.

(2) Specified Personal Information GATES will not share the Specified Personal Information entrusted to us with any specific party. However, in cases stipulated in each item of Article 19 of the My Number Law, the Company may provide necessary Specified Personal Information, etc. to related third parties or receive necessary Specified Personal Information, etc. from related third parties without obtaining the prior consent of the individual.

8. Continuous Improvement of Compliance Program

Recognizing the importance of protecting personal information, we will strive to protect personal information, etc. in an appropriate manner. In order to achieve this, we will establish, operate, and maintain an internal system and rules for the protection of personal information, and strive for continual improvement.

9. outsourcing of personal information processing

When outsourcing all or part of the handling of personal information, etc. and specified personal information held by the Company, the Company will conclude the necessary contracts and exercise appropriate management and supervision.

10. Others

If there are any restrictions in laws and regulations, etc., this Personal Information Protection Policy shall take precedence over such laws and regulations.
Disclosure, Correction, Deletion, and Complaints of Retained Personal Data We will promptly disclose Retained Personal Information, etc. and Specified Personal Information (Personal Information, etc. and Specified Personal Information for which we have the authority to disclose, correct, add, delete, etc.) upon request from the person in question. We will also respond appropriately to complaints about the way we handle personal information, such as suspension of various services, and if correction, deletion, addition, or other action is necessary, we will take action without delay.
We will also promptly notify you of the details of the action to be taken. For information on how to make a request, please contact us at the following address.