Privacy Policy

Personal Information Protection Policy

HASEKO LIVENET, Inc. recognizes the importance of protecting personal information in today’s advanced information and communication society, and we are committed to protecting personal information based on the following policy.

1. Compliance with Relevant Laws, Regulations, and Guidelines

We will handle personal information appropriately and in compliance with the Act on the Protection of Personal Information and other relevant laws and regulations, as well as the Guidelines for the Act on the Protection of Personal Information (General Provisions) and other guidelines established by the government for which compliance is mandatory

2. Security Management Measures for Personal Data

We will take necessary security management measures to prevent the leakage, loss, or damage of the personal data we handle and to ensure its proper management. In addition, security management measures for personal data are separately stipulated in our Basic Rules for Personal Information Protection and other internal regulations.

3. Establishment, Implementation, Maintenance, and Improvement of a Personal Information Protection Compliance Program

In order to implement this policy, we have established a personal information protection compliance program (including this policy, the Basic Rules for Personal Information Protection, and other regulations and detailed rules), which we communicate thoroughly to our employees and strive to implement, maintain, and continuously improve.

4. Disclosure, Correction, Suspension of Use, and Erasure of Personal Data

When an individual makes a request for notification regarding the intended use or disclosure of their own personal data, disclosure of records of provision to or receipt from third parties, correction, etc., suspension of use, suspension of provision to third parties, or erasure of data, we will process the request in accordance with the law.

5. Contact Point for Inquiries and Complaints

The contact point for inquiries and complaints regarding our handling of personal data is as stated under "Contact Point for Complaints and Inquiries Regarding the Handling of Specific Personal Information and Other Personal Information.”

Established on April 1, 2005
Revised on April 1, 2022
Takayuki Matsuda, President and CEO
HASEKO LIVENET, Inc.
3-8-2 Shiba, Minato-ku, Tokyo

Handling of Personal Information

1. Intended Use

When necessary in the course of our business, we collect personal information from our customers such as name, address, date of birth, gender, telephone number, email address, place of employment, and position. (We may also collect other personal information for the purpose of providing services that meet customer requests. In such cases, however, customers are asked to provide such information in accordance with their own will in principle, with the exception of certain required fields.) As a general rule, such personal information will only be used for the following intended use, and will not be used for any purposes outside the scope of the following intended use.
*We may release market research materials after processing statistics in such a manner that it is not possible to identify individuals. No personal information will be included in any market research materials released to the public.
If there are separate stipulations on Handling of Personal Information (sometimes referred to as "Privacy Policy") for individual services, applications, etc., the personal information handled in such individual services, applications, etc. shall be subject to said Handling of Personal Information stipulations.

Intended use

(1) Execution of contracts related to consulting services and contracting for the planning, design, supervision, and management of architecture and construction work. Provision of information and services related to these matters.

(2) Execution of contracts and provision of information and services related to real estate management, brokerage, leasing, purchase and sale, trading and brokerage of trust beneficiary rights, construction contracting, and other transactions.

(3) Analysis of customer trends or research and analysis of product development, etc.

(4) Introduction of rental properties; notification of screening results for tenancy applications; credit inquiries to credit information agencies; conclusion, execution, and management of lease agreements, joint guarantor agreements, property management contracts, master sublease agreements, and brokerage agreements; and post-contract management and after-sales services.

(5) Investigation and analysis of customers’ personal information, browsing history, transaction history, behavioral history, and other related data concerning our business, products, and services, for purposes such as advertisement distribution, product and service planning and development, improvement of services offered to customers, and other personalized service provisions.

(6) Joint use with the parties listed in 2 (1) and 2 (4) below

(7) Provision to the third parties listed in 3 (1) below

*In addition to the above, we may use customers’ cookie information, location information, browsing history, and other personal data to better tailor the services and advertisements provided to customers.

2. Joint Use

We may share the personal information we have acquired with the following companies.

(1) Scope of parties for joint use

The following six companies: HASEKO BUSINESS PROXY, Inc., HASEKO INET inc., RESIDENTIAL SERVICE, Inc., JOINT PROPERTY CO., LTD., HASEKO ANESIS CORPORATION, and Haseko Systems Inc.
The information on BRANCHERA CLUB members will be shared by HASEKO Corporation and other HASEKO Group companies.

(2) Items of personal data to be shared

Items of personal information obtained by us, such as name, address, telephone number, and email address, that are necessary for each of the companies listed in (1) above to carry out their business.

(3) Purpose of joint use

[1] To provide information and services related to consulting services and contracting, including planning, design, and supervision of architecture and construction work, and to conduct sales activities by mail, telephone, and email.

[2] To provide information and services related to transactions such as real estate sales, brokerage, leasing, and management, as well as to conduct sales activities by mail, telephone, and email.

[3] To provide information, proposals, or introductions regarding products and various services related to the improvement of resident services, etc., and to conduct sales activities by mail, telephone, and email.

(4) Joint use by HASEKO Group companies other than those listed in (1)

[1] Joint use by HASEKO Group companies
We may share the personal data we have acquired with the following companies only after receiving customer consent.

[2] Scope of parties for joint use
HASEKO Group companies. Details are available at the following link (which will open in a new window). https://www.haseko.co.jp/hc/company/group.html 

[3] Items of personal data to be shared
Items of personal information obtained by us, such as name, address, telephone number, email address, purchase history, information obtained through such transactions, web and social media browsing history, behavioral history, etc., that are necessary for the achievement of the following intended use by HASEKO Group companies.

[4] Purpose of joint use

(5) Person responsible for joint use management

Takayuki Matsuda, President and CEO
HASEKO LIVENET, Inc.
3-8-2 Shiba, Minato-ku, Tokyo

3. Provision of Information to Third Parties

We will not provide the personal data of individuals to any third party without first obtaining their prior consent, except as required by law. However, in the following cases, the items listed in (2) may be provided to the third parties listed in (1) by letter, mail, telephone, Internet, email, advertising media, etc., to the extent necessary to achieve the intended use described in "1. Intended Use." Upon the request of an individual, we will suspend the provision of their personal information to the third parties. The procedures for suspension are as described in "Handling of Disclosure, Correction, Suspension of Use, and Erasure of Personal Information."

(1) Third parties to whom personal information is provided

[1] Persons who are, or are expected to be, counterparties to contracts for real estate sales, brokerage, leasing, management, etc.

[2] Other real estate brokers

[3] Guarantor companies, credit companies, non-life insurance companies, financial institutions, credit information agencies, construction companies, equipment sales companies, building management companies, moving companies, security companies, and other businesses providing lifestyle-related services

[4] Advertising agencies and real estate industry associations

[5] Designated distribution systems (for property registration, contract notifications, and conducting sales activities and price assessments using data from the system)

[6] Judicial scriveners for registration matters; land and house investigators; financial institutions for financing; management companies for real estate management; attorneys; tax accountants; and certified public accountants

[7] Real estate owners; trustees; holders of beneficial interests in trust properties ("beneficiaries"); their affiliated companies; the beneficiaries’ asset management companies; the beneficiaries’ financing sources; and prospective candidates for any of the foregoing

(2) Items of personal information to be provided

Name, address, telephone number, property information, and other items necessary for the above intended use

4. Change of the Lender, Management Company, etc.

When we transfer management duties to a new management company for rental properties that we are no longer managing, we may transfer to the new management company the tenant screening materials and other related documents received from the customer at the time of the lease agreement. If we receive a request directly from the customer in accordance with the prescribed procedures, and if doing so does not interfere with the performance of our management duties, we will stop providing the documents to the new management company.

5. Measures Taken for the Secure Management of Retained Personal Data

(1) Formulation of Basic Policy: To ensure the proper handling of personal data, we have formulated basic policies on Compliance with Relevant Laws, Regulations, and Guidelines as well as Contact Point for Inquiries and Complaints.

(2) Establishment of rules regarding the handling of personal data: For each stage of acquisition, use, storage, deletion/disposal, etc., we have formulated internal rules for handling methods, responsible persons/personnel in charge and their duties, etc.

(3) Organizational security management measures: (a) A person responsible for handling personal information is appointed in each department, and the personal information handled by the department is clearly defined. There is also a system in place for reporting to the personal information protection manager in the event of the occurrence of an act that violates the Act on the Protection of Personal Information or internal rules, or in the event of any indication of such an act. (b) Internal audits are periodically conducted on the status of personal information management.

(4) Personnel security management measures: We ensure that our employees understand the importance of protecting personal information and we conduct continuous and regular education and awareness activities.

(5) Physical security management measures: (a) We perform appropriate management of the areas where critical information systems handling personal information are managed, separately from other areas where personal information is handled. (b) We implement measures to prevent the theft or loss of devices, electronic media, documents, and other materials that involve personal information. In addition, when such devices or media are carried within the premises, including movement within a workplace, we take security measures to ensure that personal information cannot be easily identified.

(6) Technical security management measures: (a) Access control is implemented to limit the scope of personnel in charge and the personal information database handled. (b) A mechanism is in place to protect the information systems that handle personal data from unauthorized external access or unauthorized software.

(7) Understanding of external environments: When handling personal data in a foreign country, we take necessary and appropriate measures for the secure management of personal data based on our understanding of the personal data protection systems in said country.

Basic Policy on the Proper Handling of Individual Numbers and Specific Personal Information

We will strive to handle Individual Numbers and specific personal information properly based on the following policy.

1. Compliance with Relevant Laws, Regulations, and Guidelines

With regard to the handling of Individual Numbers and specific personal information (hereinafter, "specific personal information"), we will comply with the Act on the Use of Numbers to Identify a Specific Individual in Administrative Procedures (My Number Act), the Guidelines for Proper Handling of Specific Personal Information (For Private Entities), and the Act on the Protection of Personal Information.

2. Matters Concerning Security Management Measures

We have established separate Regulations for Handling Individual Numbers and Specific Personal Information with which we will comply in order to prevent the leakage, loss, or damage of specific personal information, and for the appropriate management of Individual Numbers.

3. Continuous Improvement

We will strive to continuously improve our handling of specific personal information.

Established on October 5, 2015
Revised on April 1, 2022
Takayuki Matsuda, President and CEO
HASEKO LIVENET, Inc.
3-8-2 Shiba, Minato-ku, Tokyo

Handling of Individual Numbers and Specific Personal Information

Intended Use

We will use the Individual Numbers and specific personal information (hereinafter, "specific personal information") provided to us for the following purposes.

(1) Operations related to the preparation of payment records for real estate transactions

(2) Operations related to the preparation of payment records for remuneration, fees, contract money, and prizes

Handling of Disclosure, Correction, Suspension of Use, and Erasure of Personal Information

(1) Procedures for Disclosure

When an individual requests the disclosure of their own information, the disclosure of records of provision to third parties or records of receipt from third parties, or notification of intended use (hereinafter, "disclosure") regarding retained personal data that pertains to their personal information (including specific personal information; the same applies hereinafter) (hereinafter, "retained personal data"), we will disclose such retained personal data without delay in accordance with the law after confirming that the person making the request is the individual in question.

(2) Procedures for Correction

In cases where the content of retained personal data is inaccurate and the individual requests the correction, addition, or deletion of the content of the retained personal data (hereinafter, "correction"), we will make the correction of the retained personal data in accordance with the law after confirming that the person making the request is the individual in question.

(3) Suspension of Use and Erasure

When an individual requests the suspension of use, suspension of provision to third parties, or erasure of retained personal data (hereinafter, "suspension of use"), we will, in principle, carry out the suspension of use without delay in accordance with the law, after confirming that the person making the request is the individual in question, and upon determining that there are valid grounds for the request.
If we carry out the suspension of use of the retained personal data in part or in full, we may unfortunately be unable to provide services that meet the individual’s requirements. (Please note that we may not be able to accommodate requests for the suspension of use of information retained in accordance with applicable laws and regulations.)

(4) Method and Contact Point for Requests for Disclosure

We will accept requests from individuals regarding the above items 1, 2, and 3 (hereinafter collectively, "requests for disclosure") concerning retained personal data pertaining to personal information through the following method. Please note that we may not be able to accommodate requests for disclosure that do not comply with this method.

Please complete all required fields in our designated Personal Information Disclosure Request Form (available on our website), enclose the required documents, and submit it by mail to the following contact point (postage fees to be borne by the individual). We will respond by providing a written copy after confirming the identity of the individual (or their representative) using the method described below. (If the request is made by the individual personally, the information will be provided in electromagnetic record [email]. However, if the provision of electromagnetic record would incur a large expense, or if disclosure via electromagnetic record is otherwise difficult, a written copy will be provided instead.) Please note that a handling fee of 1,000 yen (including consumption tax) will be charged for each procedure for disclosure.

Contact point	To: Personal Information Protection Secretariat (Risk Management Department), HASEKO LIVENET, Inc. Shiba-Koen First Building, 3-8-2 Shiba, Minato-ku, Tokyo 105-0014, Japan
Application method and identity verification method	Please complete all required fields in the designated Personal Information Disclosure Request Form (available on our website), and submit it by mail to the contact point along with identity verification documents*1 and, in the case of a representative, documents verifying the authority of the representative.*2 We will commence the procedure once the payment of the prescribed fee has been confirmed. *1 Identity verification documents: Photocopy of your driver's license, passport, health insurance card, pension book (any one of these) *2 Documents verifying the representative’s authority: Official copy of the family register, Certificate of Adult Guardianship Registration, power of attorney Bank transfer account: To be notified separately at a later date upon the acceptance of your request for disclosure as described in 1 above.
Handling fees	1,000 yen (including consumption tax) per request for disclosure as described in 1 above Bank transfer fees shall be borne by the individual.

Personal Information Disclosure Request Form (PDF) (120 KB)

Contact Point for Complaints and Inquiries Regarding the Handling of Specific Personal Information and Other Personal Information

If you wish to make any complaint or inquiry regarding our handling of specific personal information or other personal information, please contact the following contact point.

Contact point: Personal Information Protection Secretariat, HASEKO LIVENET, Inc.
Address: Shiba-Koen First Building, 3-8-2 Shiba, Minato-ku, Tokyo 105-0014, Japan
Phone: 03-5419-9168
Phone lines open: Monday to Friday, 9:00 a.m. to 5:30 p.m. *Closed Saturdays, Sundays, national holidays, year-end and New Year holidays, Golden Week, and summer holidays.
E-mail:pp-hln@haseko.co.jp