top image top image top image top image
  •   Our privacy policy

    • Urban System fully understands the importance of protecting personal information, and as such will appropriately handle such information. We have already published the way in which we handle personal information. However, below is a full description regarding our privacy policy.

    • Our policy on Private Information Protection Law

      We respect and observe all applicable laws and regulations, and we handle and protect personal information appropriately.

    • Personal information we obtain

      Urban System obtains personal information (e.g. name, address, date of birth, place of work, annual income, information on family structure, telephone number, mobile phone number, email address, and details of properties) which are acquired through the methods described below. All information is stored in a database. (This includes information collected before the Personal Information Protection Law came into effect.)

      1.
      Our clients’ personal information which is obtained through the conduction of our business, (including real estate subdivision sales, real estate brokerage, real estate lease maintenance, and building work contract job) through client business cards, guest lists, questionnaires, contract application forms, agency contracts, printed explanations on relevant matters, contracts, registration certificates, survey maps, paperwork relating to applications for a mortgages, taxation certificates, tax withholding statements, certification of real estate purchases, real estate sales acceptance forms, obligation acceptance forms, designated distribution network information, internet property information, plant books, commercial registrations, fixed asset registers, housing maps, housing map software, car navigation system maps, certificates of qualification, certificates of residence, public identification cards, paper work which accompanies real estate dealings such as seal registration certificates, paper work that accompanies other types of contract, other related paper work, data, email, fax or advertisements.
      2.
      Personal information provided on application forms for events such as training workshops, run or hosted by Urban System.
      3.
      List of personal information obtained before the Personal Information Protection Law came into effect, including commercially available, as well as personal information acquired from credit agencies.
      4.
      Personal information acquired from other real estate and building companies, and their affiliates.
      5.
      Personal information which was obtained through an enquiry on one of our properties on offer or at corporate events such as industrial trade shows.
      6.
      Respondents’ personal information filled in through questionnaires conducted by Urban System.
      7.
      Personal information obtained through material published by the real estate industry, including training workshop resumes, manuscripts of professional activities or profiles of lecturers and writers of published materials.
      8.
      Personal information obtained through business cards exchanged during professional contact with our executives and staff.
      9.
      Personal information submitted through our website.
    • Top of page

    • Purpose of use

      Urban System uses clients’ personal information for the following purposes:

      1.
      In order to find a counterparty to the lease and sales/purchase of real estate, to sign contracts (including joint and multiple-guarantor contracts) regarding sales/purchase, leasing, brokerage, and maintenance, as well as to provide enforcement of rights, to fulfill obligations and services based on contract and law.
      2.
      In order to provide implementation of a contract, information and services regarding our business (including real estate subdivision for sale, real estate brokerage, maintenance of real estate leases, and contract building work) as well as services provided by our affiliated and associated companies.
      3.
      In order to use as reference for client enquiries, as well as to store personal information for necessary purposes.
      4.
      To store personal information as a ledger sheet and for reference. Based on Article 49 of the Building Lots and Buildings Transaction Business Act.
      5.
      In order to conduct value assessment for sales/purchase and lease of real estate.
      6.
      In order to conduct various consulting services.
      7.
      In order to provide completion of contracts, enforcement of rights, fulfillment of obligation and services based on contracts and laws, regarding designing, maintenance, and contract work for buildings.
      8.
      In order to complete contracts, enforce rights, fulfill obligations and services, based on contracts and laws regarding real estate maintenance services.
      9.
      In order to complete contracts, enforce rights, fulfill obligations and services, based on contracts and laws regarding damage insurance agent services.
      10.
      In order to provide, for the purpose of dealing with client contract completion, implementation and management of contracts, and claims, to judicial scriveners and those who deal with registrations, real estate surveyors, professionals (such as lawyers), damage associated insurance companies, guarantee trust companies or a third party granted permission of information by the client.
      11.
      In order to provide the sealing of contracts and services, regarding all of the businesses described above from 1 to 10.
      12.
      In order to send the Urban System in-house magazine.
      13.
      In order to send mail articles, emails and to speak via telephone regarding the above products, information and services, such as sales and marketing activities (e.g. questionnaires), as well as market research and analysis such as client surveys and service development.
      14.
      In order to provide personal information to third parties, only when necessary and to the extent of achieving the purposes of use.
    • Top of page

    • Providing personal information to third parties

      The personal information which Urban System collects, such as property information, names, and addresses, may be provided to third parties in writing, by post, telephone calls, via the internet, via email or advertising mediums.
      If our clients so request, we will cease to provide such information.

         (Examples of third parties to whom we may provide information)

      1.
      Counterparty of a contract (or a potential counterparty).
      2.
      Other real estate transaction companies.
      3.
      Online advertisement companies and real estate trade organizations.
      4.
      Designated distribution channels (conducting the registration of properties, sales activities using sealed contract notification and data from the distribution channels, and value assessment etc.)
      Also, when providing information on properties through designated distribution channels in order to search for a counterparty of a contract, as well as when a contract is secured on properties which are listed in the designated distribution channels, we use personal information as follows:
       
      (1)
      When a contract is signed, we supply information such as date and price, to the designated distribution channel.
      (2)
      The designated distribution channels use property and contract information (contract information does not include name of seller, buyer, leaser or lessee, but consists of information such as a property overview, date of agreement, and property price) as part of their service, as specified by the Building Lots and Buildings Transaction Business Act. This includes, providing information to real estate transaction companies who are members of designated distribution channels, as well as public organizations. This is carried out via electronic data and printed media.
      Also, the contract information used for value assessment may be provided to clients who request our brokerage as a basis of assessment, specified in Article 34, 2, paragraph 2 of the Building Lots and Building Business Act.
      1.
      Information provided to pre-designated distribution channels are required items such as names, addresses, telephone numbers, and property and contract information.
      2.
      Information used for value assessment, which may be provided to clients who have asked for our brokerage, does not contain the names of seller, buyer, leaser, or lessee, but contains information such as the overview and price of a property. This information is further modified making property identification very difficult.
      3.
      Information is provided in writing, and through telephone calls, emails, internet and advertising media, etc.
      4.
      We will cease to provide personal information upon a client’s request.
      When an exclusive dedicated intermediary contract or a dedicated intermediary contract is signed, a real estate transaction company is obliged, by the Building Lots and Buildings Transaction Business Act, to register such contract information through the designated distribution channels.
      5.
      Judicial scriveners, real estate surveyors, experts such as lawyers, damage associated insurance companies, guarantee trust companies or a third party permitted by the client.
      6.
      Financial institutions relating to financing, etc.
      7.
      Management companies relating to real estate management, etc.
      8.
      Credit information agencies, and real estate research agencies.
    • Top of page