Personal Information Protection Policy

The personal information Daiwa House Realty Mtg. ("the Company") receives from customers, etc. shall be handled as set forth below.

The Company fully recognizes the importance of protecting personal information. The proper use and protection of this information not only form the basis of our business activities, but also represent key areas of our social responsibility. Therefore, to better ensure the trust of our customers, the Company will take action in accordance with the following policy.

1. Purpose of Use of the Personal Information of Customers, etc.

Through the course of our business, the Company receives a wide range of personal information, including the addresses, names, zip codes, telephone numbers, facsimile numbers, and electronic mail addresses of customers, business partners, parties concerned, and job applicants, etc. (hereinafter referred to as "customers, etc." in this Policy). We receive this information through a variety of means, such as applications and requests, surveys, business negotiations, and executed contracts and agreements. We also receive personal information through publicly available media real estate registries, commercial registries, telephone directories. The personal information that comes into our possession will be used for the following purposes.

(Purpose of Use of the Personal Information the Company Receives)The Company will use the personal information of customers in compliance with the Act on the Protection of Personal Information to present information and proposals, execute and perform contracts and agreements, provide after-sales service, contact and notify customers, develop new products and services, provide information deemed useful to customers, etc., and perform other actions related to the following businesses conducted by the Company or its group companies (*).

* Real estate agency services and real estate sales/construction/sales of beneficial interest in trust/leasing of commercial establishments/facility management of buildings, hotels, and commercial establishments/development and operation of commercial establishments/businesses including hotels, restaurants, bookstores, convenience stores, and parking lots/employment screening activities

Specifically, in addition to business activities relating to the above businesses and the execution and performance of contracts and agreements, personal information will also be used for the following purposes.

(i)
Receive feedback and thoughts from customers, etc.
(ii)
Respond to inquiries and requests for reference materials from customers, etc.
(iii)
Conduct market research and development of new products and services.
(iv)
Provide notice about various events, seminars, campaigns, membership services, and other activities.
(v)
Offer electronic mail delivery services and deliver publications.
(vi)
Provide information about the products and services offered by the Company or its business partners and affiliates.
(vii)
Confirm matters for the purpose of audits.
(viii)
Carry out proper employment screening.
(ix)
Contact or communicate with job applicants.
(x)
Use for any other matters incidental or related to items (viii) and (ix).
(xi)
Use for any other matters incidental and related to the businesses of the Company or its group companies.
It should be noted that the Company or its group companies may provide personal information to contractors to the extent necessary to ensure smooth performance of the business operations it outsources to these contractors. In this case, the Company or its group companies will enter agreements with these contractors regarding the handling of said personal information and implement other measures to supervise them.

(Purpose of Use of the Individual Number Information the Company Receives)The Company collects, stores, and uses the Individual Number information of customers, etc. only for the following Individual Number-related administrative affairs in accordance with the relevant laws and regulations.

(i)
Affairs related to preparing payment records of compensation and charges, etc.
(ii)
Affairs related to preparing payment records of distribution of dividends and surplus as well as interest on funds.
(iii)
Affairs related to preparing payment records of real estate rent, etc.
(iv)
Affairs related to preparing payment records of the consideration for receiving the transfer of real estate, etc.

If Individual Number-related administrative affairs are expected to arise in accordance with a contract, etc. with the Company, we may request the provision of Individual Number at the time when the conclusion of the contract is expected.
When entrusted with the Individual Number information of customers, etc., we will verify their identities pursuant to the provisions of laws and regulations.
Upon submitting a payment record, etc. to the administrative agency, we will delete and erase the Individual Number information we have received after the lapse of the retention period provided for by laws and regulations (seven years).

2. Sharing Personal Information

The Company will share the following personal information of customers, etc.
We do not share Individual Number information or the information entrusted for employment screening activities.

(i)
Items of personal information
Addresses, names, zip codes, telephone numbers, facsimile numbers, electronic mail addresses, and other related information of customers, etc.
(ii)
Scope of entities with which personal information is shared (in no particular order)
Daiwa House Industry Co., Ltd., Nihon Jyutaku Ryutu Co., Ltd., Daiwa Living Co., Ltd., Daiwa Lantec Co., Ltd., Daiwa Lease Co., Ltd., Daiwa House Reform Co., Ltd.
DesignArc Co., Ltd., Daiwa Energy Co., Ltd., Daiwa House Insurance Co., Ltd., Daiwa Roynet Hotels Co., Ltd., Eneserve Corporation Daiwa Royal Korea Co., Ltd. (Republic of Korea), other affiliated companies of the Company (including overseas affiliated companies)
(iii)
Purpose of use
The purpose of use is the same as that previously stated in “1. Purpose of Use of Personal Information of Customers, etc.” (excluding (viii),(ix) and (x))
(iv)
Name and contact information of the individual who manages personal information
(Name and contact information of the manager) The individual listed as <Contact for Requests> in 5. Procedures for Accepting Requests to Disclose, etc. of Personal Information
(Representative) Representative Director and President, Mitsuhiro Ito
(v)
Retention and usage period
Until the purpose of use is achieved. To be completely destroyed thereafter.

3. Providing Personal Information to Third Party

The Company will only provide the personal information in our possession to a third party in the following cases.
With respect to your Individual Number, we will not provide your information to any third party unless it is required by law.

(i)
When we obtain the prior consent from an individual (including consent to joint use).
(ii)
When we outsource our business operations to an outside entity to the extent necessary to achieve the purpose of use.
(iii)
When we provide personal information as statistical data in a way that makes it impossible to identify an individual.
(iv)
When we are required by laws and regulations to provide personal information.
(v)
When the provision of information is necessary to protect life, body, or property and we cannot obtain an individual's consent.
(vi)
When the provision of information is especially needed to promote the improvement of public hygiene or sound development of children and we cannot obtain an individual's consent.
(vii)
When we are required to cooperate with the administration of the national or local government and other authorities as stipulated by laws and regulations, and the acquisition of consent from an individual may inhibit the administration of these bodies.
(viii)
When we provide personal information to the entities described in “(ii) Scope of entities with which personal information is shared” pursuant to the above “2. Sharing Personal Information.”

4. Disclosing, Correcting, or Suspending the Use, etc. of Personal Information

Upon receiving one of the following requests from customers, etc., the Company will take the necessary action within a reasonable period and to a reasonable extent after confirming the identity of the customer.

(i)
When customers, etc. request the disclosure of their personal information or a record of provision thereof to third parties.
(ii)
When customers, etc. request to correct, add, or delete their personal information. However, this only applies to cases in which personal information is factually incorrect.
(iii)
When customers, etc. request to suspend the use (suspension of provision to third parties) or eliminate their personal information. However, this does not apply to personal information the Company holds in accordance with the law.

* Destruction of personal information and procedures and methods for destructionIf the purpose of use of the collected personal information expires, the personal information in the form of electronic files will be safely deleted so as to prevent the restoration and reproduction thereof, and the personal information in the form of other records, printed matter, and documents, etc. will be destroyed by breaking them into small pieces or incineration.

* Matters concerning measures to ensure the security of personal informationIn order to ensure the security of customers’ personal information, the Company takes the following measures.

  • 1. Management measures: Periodic employee training
  • 2. Technical measures: Establishment of security programs
  • 3. Physical measures: Access control to computer rooms and document storage rooms

* Matters concerning establishment, operation, and refusal of automatic personal information collection devicesThe Company has established and operates automatic personal information collection devices. Cookies: Cookies are stored on a user’s computer as very small text files, which the server used to run the website sends to the user’s browser.
The purpose of use of Cookies: To provide personalized and customized services.
Refusal to collect Cookies: A user has the right to choose whether to install Cookies. However, if a user refuses to install Cookies, the user will not be offered personalized services and may experience inconvenience when using the website.

5. Procedures for Accepting Requests to Disclose, Correct, or Suspend the Use, etc. of Personal Information

Inquiries about personal information and requests to disclose, correct, or suspend the use, etc. of personal information as described in Paragraph 4 above will be accepted in accordance with the following procedures.

[Procedures for Accepting Requests]Requests must be made by visiting the contact office listed below or submitting a request by mail, phone, facsimile, or electronic mail. Please note that requests are only accepted on weekdays from 10:00 am to 5:00 pm.

<Contact>: Daiwa House Kudan Building, 2-18-2 Iidabashi, Chiyoda-ku, Tokyo 102-0072, Japan
General Affairs Department, Daiwa House Realty Mgt. Co., Ltd.
Phone: +81(3)5214-2950
E-mail: privacy@dh-realty.jp

[Procedures for Accepting Requests Concerning Individual Numbers]Requests must be made by submitting a request by mail, phone, facsimile, or electronic mail to the contact office listed below. Please note that requests are only accepted on weekdays from 10:00 am to 5:00 pm.

<Contact>: Daiwa House Kudan Building, 2-18-2 Iidabashi, Chiyoda-ku, Tokyo 102-0072, Japan
Individual Number Collection Office, Daiwa House Realty Mgt. Co., Ltd.
Phone: +81(3)5214-2950
E-mail: mynumber@dh-realty.jp

<Confirming the Identity of Customers or Proxies>When a customer submits a request, the identity of the customer will be confirmed by various means, such as by using the driver's license, passport, health insurance card or other form of identification, information registered with the Company such as address, name, telephone number, and date of birth, or by calling back the telephone number registered with the Company.
When a proxy submits a request, in addition to confirming the identity of the customer as described above, the capacity of the proxy will be confirmed by power of attorney, certificate of seal-impression, or other means.

<Fee>A prescribed fee may be charged to process a request to disclose personal information.

As of June, 2022