privacy policy

Sumitomo Realty Villa Fontaine Co., Ltd.

We will comply with the Act on the Protection of Personal Information and other relevant laws and regulations regarding the handling of personal information in the course of business, and will handle such information appropriately in accordance with the following policy.

(Principle of Proper Acquisition)
1. We will not acquire personal information through falsehood or other fraudulent means.

(Principle of clarifying purpose)
2. When handling personal information, we will specify the purpose of use as much as possible.

(Principles of usage restrictions)
3. Except as permitted by law, we will only handle personal information to the extent necessary to achieve the purpose of use.
4. We will not provide personal information to third parties unless permitted by law or with the consent of the individual.

(Principles of data content)
5. We will endeavor to keep the personal information we hold accurate and up-to-date.

(Principle of Security Protection)
6. The Company will take all necessary measures to prevent the leakage of personal information and to ensure its safety.
7. We will provide necessary and appropriate supervision to our employees and contractors.

(Principle of Disclosure)
8. The Company will notify or publicly announce the purpose of use of personal information.

(Principle of individual participation)
9. We will promptly and appropriately respond to requests for disclosure, correction, suspension of use, etc. of personal information.

(Principle of responsibility)
10. We will respond appropriately and promptly to any complaints regarding the handling of personal information.

Established on March 1, 2005
Revised April 1, 2023

*This policy may be revised in accordance with amendments to laws and regulations, etc.

Handling of personal information

Revised April 1, 2023

Sumitomo Realty Villa Fontaine Co., Ltd.

(Personal information handling business) Representative Director Tomoyuki Komori

1. Personal Information Protection Policy
We respect and comply with the Act on the Protection of Personal Information, other related laws and regulations, and social order, and strive to protect and handle personal information appropriately.

2. Purpose of use of personal information
We will use the personal information we collect for the purposes outlined in (1) and (2).

(1) Business

①Hotel business

② Businesses conducted by Sumitomo Realty & Development Group companies (meaning Sumitomo Realty & Development Co., Ltd. and its consolidated subsidiaries listed in the company's securities reports; the same applies hereinafter), including leasing, subdivision, development, management, and purchase of real estate (office buildings, condominiums, stores, detached houses, residential land, etc.), contracting, design, and supervision of construction and civil engineering works, real estate brokerage and consignment sales, consignment management of condominiums, etc., interior design-related businesses, leasing and operation of event halls and conference rooms, etc., operation and management of commercial facilities, operation of fitness clubs, operation of restaurants and convenience stores, operation of golf courses, non-life insurance and life insurance agency business, etc.

3) Businesses incidental or related to the above businesses, and businesses that fall within the scope of the business objectives of the Company and the Sumitomo Realty & Development Group companies

(2) Purpose

① Sales activities by mail, telephone, e-mail, or visits to provide information, products, or services

② Promoting and acting as an intermediary for various tasks necessary for providing information, products, and services (communication for business negotiations and meetings, various investigations for planning proposals, credit investigations and screening, identity verification, applications and notifications, obtaining licenses and permits, identifying interested parties, financing, land and building registration, etc.)

③Conclusion and performance of contracts related to the provision of information, products, and services

④Security, crime prevention, and safety management of facilities and buildings managed and operated by the Company and Sumitomo Realty & Development Group companies

⑤Management and operation of customer membership organizations

⑥ After-sales service, repairs and inspections of defective parts, etc.

⑦ Marketing activities such as conducting surveys and responding to inquiries regarding information, products and services, analyzing customer trends, and conducting research and analysis to improve and develop products and services

8. Other matters incidental or related to each business in (1)
We will cease providing information, products, and services to you if you so request.

(Acquisition of Cookie Information)
When you view our website or receive emails from us, we may obtain cookie information from your computer or other device either ourselves or through our subcontractors, and use this information to improve the convenience of using our website, for statistical analysis of website usage, and for displaying advertisements, etc. For more information about cookies, please refer to the Sumitomo Realty & Development Group website below.
Usage Guidelines/Sumitomo Realty & Development Co., Ltd.

3. Provided by a third party
Based on "Handling of Personal Information," personal information acquired by our company may be provided to third parties to the extent permitted by the Act on the Protection of Personal Information and other relevant laws and regulations. If you wish to stop providing your information to third parties, please contact us using the contact details listed in 6. Inquiries.

(Provision to credit card issuers)
The following personal information, etc. that we have acquired from you will be provided to your card issuer for the purpose of the card issuer's detection and prevention of fraudulent use.
If the card issuer you use is located in a foreign country, your name, telephone number, email address, information about your internet usage environment, etc. may be transferred to the country in which that issuer is located. As the transfer destination varies depending on the card issuer, we are unable to identify your card issuer or the country in which that company is located from the information we obtain from you, and are therefore unable to provide you with information about the personal information protection measures in that country or the measures taken by that issuer to protect personal information. Please check with your card issuer.
The Personal Information Protection Commission's website (https://www.ppc.go.jp/) contains information about personal information protection systems in each country.
If you are a minor, you must obtain the consent of your parent or guardian before using this service.

4. Joint use of personal information
We will jointly use the personal information we collect as follows:

(1) Items of personal information to be jointly used

Name, address, date of birth, place of employment, telephone number, email address, etc., personal information necessary for the purposes of use set out in "2. Purposes of Use of Personal Information" above, and personal information properly obtained by our company from publicly available information such as commercial registers and real estate registers.

(2) Scope of joint users

Sumitomo Realty & Development Group companies

(3) Purpose of use

Same as "2. Purpose of use of personal information" above

(4) Manager

Shinjuku Island Wing, 6-3-1 Nishi-Shinjuku, Shinjuku-ku, Tokyo
Sumitomo Realty Villa Fontaine Co., Ltd.

5. Safety Management Measures
We will take necessary and appropriate safety management measures to manage the personal information we collect, including preventing its leakage, loss, or damage. We will also provide necessary and appropriate supervision to employees and contractors (including subcontractors) who handle the personal information we collect.

6. Contact Information
〒160-0023
Shinjuku Island Wing, 6-3-1 Nishi-Shinjuku, Shinjuku-ku, Tokyo
Sumitomo Realty Villa Fontaine Co., Ltd. Personal Information Desk
TEL:050-3112-3985
(Reception hours: 9:00-17:00 on weekdays)
E-MAIL: vf-privacy@j.sumitomo-rd.co.jp

Please contact us here if you have any opinions, questions, or complaints regarding personal information, or if you would like to request the disclosure, correction, suspension of use, or deletion of personal information.

*For our personal information protection policy, etc.,
Please refer to here.

That's all

*Please click here for "Personal Information Handling" before March 31, 2023.

Procedures for disclosure of customer personal information

Please contact the Personal Information Desk using the following method.

Billing method

Please fill in the necessary information on the request form, enclose the following attachments, and send it to the Personal Information Desk.
If you are requesting disclosure of personal data, please also enclose a fixed-amount postal money order (issued by the post office) for 1,000 yen.
If you request this, we will mail you a copy of the invoice.

Attached documents (if applying in person)

・Identification documents

A copy of your driver's license (driving history certificate)
A copy of your passport
A copy of your health insurance card
A copy of any other identification showing your name and address

※A copy of a document that can verify your face photo, name, and address will be counted as 1 point, and a copy of a document that does not have a face photo or has other items that cannot be verified will be counted as 2 points.Please send it to us. (Please note that passports issued after February 4, 2020 do not have a space for an address signature, so we cannot verify your address.)
*For the following information listed on the confirmation documents, please either mask the written parts before making a copy, or black out the written parts on the copy so that they are illegible.
- ・Personal number (My Number) printed on My Number card
- ・Insurer number, insured symbol, and insured number written on the insurance card
- ・Basic pension number listed in your pension book

Attached documents (if applying on behalf of someone else)

・Documents confirming the authority of representation

(In the case of an authorized representative) A letter of attorney and a seal certificate bearing the person's registered seal
(For adult guardians) A copy of the original judgment of commencement of guardianship or a certificate of registered matters
(If the person is a minor) A copy of the person's health insurance card (only if a dependent is acting as a representative)
Or a certificate of residence (only if it does not include the My Number)

・Identification documents

*Same as above for applications made in person

・Identification documents of the agent himself/herself

*Same as above for applications made in person

commission

Disclosure of personal data: 1,000 yen (please enclose a fixed amount postal money order (issued by the post office) for 1,000 yen with the invoice)
Notification of purpose of use: Free
Corrections, additions, and deletions: Free of charge
Suspension of use, deletion: Free

* Application forms will be sent by mail if you contact the Personal Information Desk.

Additional provisions applicable to the handling of personal information of EEA residents

This Addendum contains certain additional information that we are required to provide to residents of the European Economic Area (EEA) under the EU General Data Protection Regulation (GDPR), as well as your rights regarding the processing of your personal information in accordance with applicable local laws. In the event of a conflict between this Addendum and the provisions in the main body of our Privacy Policy ("Policy"), this Addendum will take precedence.

1. Handling of personal information
The methods and purposes for which we process your personal information, the types of your personal information we process, and whether we provide your personal information to third parties are as described in this Policy.

2. Purpose of handling personal information
The purpose of our handling of personal information is as stated in "Handling of Personal Information."

3. Types of personal information acquired from customers
The personal information of customers that we collect and hold includes the following. If this information is not provided, we may not be able to provide accommodation services to customers. We will not collect sensitive information of customers (racial or ethnic origin, political opinions, religious or philosophical beliefs, information on trade union membership, genetic data, biometric data, health-related data, information on sex life or sexual orientation) or information related to crimes, etc.

・Customer basic information (name, address, telephone number, email address, personal identification code, gender, date of birth, nationality, facsimile number, mailing address, etc.)
・Additional customer information (occupation, workplace information (company name, address, phone number, department, job title), wedding date, family information (name, relationship, birthday), etc.)
・Payment information (credit card number, bank account information, billing address, etc.)
・Service usage information (facility usage status, product purchase status, etc.)
- Content of communication (emails, website form entries, facsimiles, telephone memos, letters, survey responses, etc.)
・Information collected using security systems (security cameras, card keys, etc.)
・Information automatically collected on our website (cookies, IP address, browser type, access date and time, etc.)

4. Legal basis
In principle, the legal basis for our use of personal information is your consent. In cases where we do not obtain your consent, the legal basis for our use of personal information is that it is necessary for the performance of a contract with you, necessary to take steps at your request prior to entering into a contract, necessary for the pursuit of legitimate interests pursued by us or a third party, or necessary for compliance with legal obligations to which we are subject. Examples of legitimate interests pursued by us or a third party include increasing operating profits through marketing and service improvements, and improving the usability and security of our website.

5. Transfer of personal information to third countries, etc.
We will transfer personal information obtained outside of Japan to Japan in order to fulfill our contract with you or to take steps at your request prior to entering into a contract. Japan has been determined by the European Commission to guarantee an adequate level of protection for personal information. We will handle your personal information using appropriate security and confidentiality measures.

6. Retention period for personal information
We will retain personal information only for the period necessary to achieve the purpose of use (Japanese law requires that hotel register information be recorded and stored for three years), and will take measures to safely delete or anonymize personal information after the retention period has expired within a reasonable period of time.

7. Your rights
Customers have the following rights against our company based on laws and regulations. Customers can exercise these rights by contacting the "Inquiry Desk regarding personal information" described in "Handling of Personal Information." When we receive an exercise of these rights, we will respond in good faith after verifying your identity, unless there are exceptional circumstances stipulated by law.

①Right to access personal information
The right to confirm whether your personal information is being used, and if so, to access that personal information and any accompanying information.
②Right to correct personal information
The right to have inaccurate personal information about you corrected
③Right to erase personal information
The right to have your personal information erased in certain cases
④Right to restrict the use of personal information
The right to restrict the use of your personal information in certain cases
⑤Right to object to the use of personal information
The right to object to the use of your personal information based on the legitimate interests pursued by us or a third party.
⑥Right to data portability
The right to receive the personal data you have provided to us in a structured, commonly used and machine-readable format and to transmit that personal data to another business entity without hindrance from us.

8. Withdrawal of consent
You may withdraw your consent to the use of your personal information at any time. Withdrawal of consent will not affect the lawfulness of the use of your personal information based on consent before the withdrawal. You can withdraw your consent by contacting the "Inquiry Desk regarding personal information" listed in "Handling of Personal Information."

9. Filing a complaint with a supervisory authority
You may file a complaint regarding our handling of your personal information with a supervisory authority, such as a national, regional or international organization, in accordance with applicable laws and regulations.

10. Children's Personal Information
If you are under the age of 16 and would like to provide personal information, please do so with the consent of your guardian.

11. Profiling and other automated decision-making
We do not make decisions based solely on automated processing, such as profiling of personal information.

Regarding the handling of personal information of job and internship applicants

2. Purpose of use of personal information
We will use personal information obtained from applicants for the purposes of recruitment and selection procedures, analyzing applicant trends, and contacting applicants.

3. Provided by a third party
We will not provide personal information obtained from applicants to third parties without the applicant's consent, except as required by law.

4. Safety Management Measures
We will take necessary and appropriate safety management measures to manage the personal information we collect, including preventing its leakage, loss, or damage. We will also provide necessary and appropriate supervision to employees and contractors (including subcontractors) who handle the personal information we collect.

5. Contact Information
〒163-0819
2-4-1 Nishi-Shinjuku, Shinjuku-ku, Tokyo
Sumitomo Realty Villa Fontaine Co., Ltd. Recruitment Officer
TEL:050-3112-5077

Regarding requests for disclosure, correction, suspension of use, deletion, etc. of personal information,
Please make your request using the method specified in "Procedures for Disclosure of Customer Personal Information" here.

That's all