Privacy Policy

Advance Residence Investment Corporation (hereinafter referred to as the “Investment Corporation”) recognizes the importance of personal information and complies with the Act on the Protection of Personal Information and other related laws, regulations, and guidelines (hereinafter referred to as “Personal Information Protection Act, etc.”). The Investment Corporation also defines its basic policy on, and implementation framework for, the protection of personal information as described below and declares them to be its Privacy Policy.Advance Residence Investment Corporation (hereinafter referred to as the “Investment Corporation”) recognizes the importance of personal information and complies with the Act on the Protection of Personal Information and other related laws, regulations, and guidelines (hereinafter referred to as “Personal Information Protection Act, etc.”). The Investment Corporation also defines its basic policy on, and implementation framework for, the protection of personal information as described below and declares them to be its Privacy Policy.

I. Basic Policy on the Protection of Personal Information

The Investment Corporation is committed to complying with the basic policy below, managing and operating it in a safe and appropriate manner, and ensuring the proper handling and protection of personal information.

  1. Except for cases where it is permitted under the Personal Information Protection Act, etc., the Investment Corporation will not handle personal information it holds without obtaining consent from the principal beyond the scope of the utilization purposes specified in advance by itself. The Investment Corporation will not use personal information in any manner that may encourage or induce illegal or unjust acts.
  2. The Investment Corporation will not obtain personal information by deception or other wrongful means.
  3. Except for cases where it is permitted under the Personal Information Protection Act, etc., the Investment Corporation will not obtain special care-required personal information without obtaining consent in advance from the principal.
  4. In cases where the Investment Corporation obtains personal information directly stated by the principal in a written document, it will explicitly indicate in advance the utilization purposes to the said principal, except in cases where it is permitted under the Personal Information Protection Act, etc.
  5. The Investment Corporation will keep personal data accurate and up to date to the extent it is necessary to achieve the utilization purposes.
  6. The Investment Corporation will take necessary and appropriate actions for the security control of personal data including those to prevent the leakage, loss, or damage thereof.
  7. Except for cases where it is permitted under the Personal Information Protection Act, etc., the Investment Corporation will not provide personal data and special care-required personal information to a third party without obtaining consent in advance from the principal.
  8. The Investment Corporation will review this Privacy Policy as appropriate and continually strive to improve its implementation framework, etc.

II. Implementation Framework for the Protection of Personal Information

1. Business operations to handle personal information

The Investment Corporation may handle personal information in the following business operations relating to asset management:

  1. Asset acquisition/transfer;
  2. Asset management/investment;
  3. Fund procurement; 
  4. Accounting and tax;
  5. Business operations associated with each of the aforementioned items; and
  6. Other business operations for which the Investment Corporation is licensed and business operations ancillary thereto (including those for which the Investment Corporation may obtain a license in the future).

2. Utilization purposes of personal information

  1. For the acquisition of properties (including real properties pertaining to the beneficial interest; the same applies hereunder), pre-acquisition investigations, exploration of the prospect of an acquisition, and performance of subsequent management operations by the Investment Corporation
  2. For the sale of properties by the Investment Corporation; for pre-acquisition investigations, exploration of the prospect of an acquisition, and the performance of subsequent management operations by a buyer or a new real property management company
  3. For the billing of expenses associated with: the monitoring of rent status by tenants and management of properties owned by the Investment Corporation; the management of rent income; and restoration costs, etc.
  4. For the confirmation of the credit standing of current or prospective tenants of properties owned by, or being considered for acquisition by, the Investment Corporation (including cases where the confirmation is performed by a buyer or a new real property management company); for the conclusion of lease contracts 
  5. For the provision of information on new rental houses and services depending on the rent demand and the performance of other communication operations by analyzing information obtained from current or prospective tenants of properties owned by the Investment Corporation through questionnaires, etc. that are designed to improve the quality of rental services
  6. For the computation of allowance for doubtful accounts at the time of account settlement by the Investment Corporation; for the performance of other accounting and tax-related operations
  7. For the performance of operations associated with the exercise of rights by investors and the fulfillment of obligations by the Investment Corporation, including the sending of asset management reports, notices of convocation of the general meeting of investors, or notifications of payment of distributions to the Investment Corporations’ investors (hereinafter referred to as the “Investors”) based on the Act on Investment Trusts and Investment Corporations and other laws, rules, and regulations applicable to the Investment Corporation (hereinafter referred to as the “Investment Trust Act, etc.”) 
  8. For the management of Investor information, including the preparation of the Investment Corporation’s Investor register data according to the Investment Trust Act, etc.
  9. For the performance of operations associated with the provision of various information to the Investment Corporation's Investors in its financial results briefings, investment performance reporting sessions, and property previews, etc.; for the preparation of data concerning the Investors’ attendance
  10. For the performance of operations associated with inquiries or requests for materials from the Investment Corporation’s Investors as well as those who are considering purchasing securities issued by the Investment Corporation
  11. For the filing of non-life insurance claims for properties owned by the Investment Corporation
  12. For the performance of operations ancillary to, or associated with, each of the preceding items
  13. For engaging, or seeking advice from, professional experts (lawyers, certified accountants, tax accountants, real estate appraisers, judicial scriveners, etc.) to achieve the utilization purposes related to each of the preceding items.

3. Outsourcing

When outsourcing all or part of the handling of personal information, the Investment Corporation will provide necessary and appropriate supervision to the outsourcee to ensure security control of the outsourced personal information.

The Investment Corporation outsources all or part of the handling of personal information for the following operations:

  1. Operations related to asset management;
  2. Operations related to fund procurement;
  3. Operations related to the reporting to the Investment Corporation;
  4. Administrative processes related to accounting;
  5. Administrative processes related to the preparation of accounting books;
  6. Administrative processes related to tax payment;
  7. Administrative processes related to the operation of the Board of Directors;
  8. Administrative processes related to the operation of the General Unit-holders Meeting ;
  9. Operations related to the custody of assets as stipulated in Article 208, paragraph 1 of the Investment Trust Act;
  10. Administrative processes related to the Investors’ registry including preparation and keeping thereof;
  11. Administrative processes related to the issuance of investment securities;
  12. Administrative processes related to the payment of money which is to be distributed to Investors;
  13. Administrative processes related to the acceptance of requests for the exercise of rights by Investors or any other applications from Investors;
  14. Administrative processes related to the investment corporation bond register including the keeping thereof;
  15. Administrative processes related to the issuance of investment corporation bonds;
  16. Administrative processes related to the payment of interests or redemption amount to the investment corporation’s bondholders;
  17. Administrative processes related to the acceptance of requests from the investment corporation's bondholders including those for the exercise of rights.

4. Procedures for disclosure, correction, suspension of use, etc.

Based on the Personal Information Protection Act and other related laws and regulations, a principal (or his/her agent) may request, with regard to his/her own personal data retained by the Investment Corporation, disclosure (including disclosure by means of providing electromagnetic records, etc.), notification of utilization purposes, correction, etc. (correction, addition, or deletion), suspension of use, erasure, and suspension of provision to a third party (hereinafter referred to as “Disclosures, etc.”), and the Investment Corporation will voluntarily respond to such requests; provided, however, that in cases where a violation of other laws and regulations is anticipated, the Investment Corporation may not be able to respond to requests for Disclosures, etc. In such cases, the Investment Corporation will endeavor to explain the reason to the principal.

When making a request, a principal will need to submit identity verification documents (driver's license, or the original or a copy of resident's card), etc. (In the event of a request by an agent, a power of attorney, a certified copy of family register, a certified copy of abridged family register, and documents indicating that the person is the principal’s agent, etc. will be necessary.) Please contact the address below for the details.

The same applies to the disclosure of records provided by a third party regarding the transfer of personal data.

 

5. Actions taken for the security control of retained personal data

The Investment Corporation has outsourced operations involved in its asset management to ITOCHU REIT Management Co., Ltd. (hereinafter referred to as the “Asset Management Company”) and required the Asset Management Company to take appropriate safety control actions. The Investment Corporation and the Asset Management Company have specifically taken the actions described below.

(Establishment of basic policy)

In order to ensure the proper handling of personal data, the Investment Corporation and the Asset Management Company are committed to complying with relevant laws, regulations, and guidelines, and have established the rules on the handling of personal information as the basic policy.

(Development of discipline for the handling of personal data)

The Investment Corporation and the Asset Management Company have established rules on the handling of personal data at each stage from acquisition, use, storage, provision, deletion, disposal, etc. regarding the handling method, responsible persons, persons in charge, and their duties, etc.

(Institutional security control measures)

The Investment Corporation and the Asset Management Company carry out self-inspections on a regular basis regarding the handling of personal data, and conduct audits by separate departments and external parties.

(Physical security control measures)

The Investment Corporation and the Asset Management Company control the entry and exit of employees in, and restrict the types of equipment they can bring into, the areas where personal data is handled, and have implemented measures to prevent unauthorized persons from inspecting personal data.

(Human security control measures)

The Investment Corporation and the Asset Management Company regularly provide their employees with training, education, etc. regarding matters to be kept in mind when handling personal data.

(Technical security control measures)

The Investment Corporation and the Asset Management Company have implemented access control to limit the scope of persons in charge and the personal information database, etc. that they handle, and have introduced a mechanism to protect the information system that handles personal data from unauthorized external access or illegal software.

6. Joint use

The Investment Corporation may use personal data jointly with a specified person. In such cases, the Investment Corporation will take necessary measures separately in accordance with laws and regulations, etc.

7. Main sources of obtaining personal information

The Investment Corporation will obtain personal information directly from customers, through joint use, etc., and via a third-party provision, etc. Specifically, the Investment Corporation will obtain the personal information, etc. stated in the lease contract by the individual who resides in the property owned by the Investment Corporation.

8. Points of contact

If you have any questions, disclosure/correction request, complaints, etc. regarding the handling of personal information, please contact the following:

Name Sustainability Promotion Department, ITOCHU REIT  Management Co., Ltd.
Address Jimbocho Mitsui Building 17F, 1-105, Kanda Jimbocho, Chiyoda-ku, Tokyo 101-0051
Phone +81-3-3518-0480 (main phone number)
Reception hours 9:00 am to 5:00 pm (excluding Saturdays, Sundays, national holidays, and year-end and New Year holidays)

The following contact point is in charge of receiving inquiries, etc. from Investors regarding personal information related to the information required to be included in the investor register (corrections, additions, or deletions of such information):

Name Stock Transfer Agency Department, Mizuho Trust & Banking Co., Ltd.
Address 1-3-3 Marunouchi, Chiyoda-ku, Tokyo 100-8241
Phone Toll-free number: 0120-288-324
Reception hours 9:00 am to 5:00 pm on weekdays (excluding Saturdays, Sundays and public holidays)

9. Regarding the personal information handling business operator

Name Advance Residence Investment Corporation
Address Jimbocho Mitsui Building 17F, 1-105, Kanda Jimbocho, Chiyoda-ku, Tokyo 101-0051
Representative Wataru Higuchi, Executive Director

Policy on Appropriate Handling of Specific Personal Information

Advance Residence Investment Corporation (hereafter, ADR) understands the critical importance of Specific Personal Information (hereafter, SPI) such as Individual Numbers thereby instituted a policy on appropriate protection and handling of SPI. We intend to do our best to protect our customers’ SPI by ensuring that every executive and employee complies with this policy and laws and regulations regarding the protection of SPI.

  1. ADR understands the critical importance of SPI and do its best to securely handle and protect SPI.
  2. ADR will only handle SPI as permitted by laws and regulations regarding the protection of SPI upon acquirement, usage and rendering of SPI.
  3. ADR will take necessary and appropriate measures to ensure the security of SPI and will endeavor to prevent improper access to, alteration, loss and/or leakage of SPI.
  4. ADR will endeavor to maintain SPI to be as accurate and as up-to-date within the scope of laws and regulations regarding the protection of SPI.
  5. ADR will exercise necessary and appropriate supervision over the employee to ensure the security of SPI. When handling of SPI is to be outsourced, ADR will take necessary measures such as signing non-disclosure agreements and exercise necessary and appropriate supervision over the trustee to ensure the security of the entrusted SPI.
  6. ADR will not supply SPI to third parties with or without the prior consent of the individual concerned, except as permitted by law.
  7. ADR will act in accordance with laws and regulations regarding the protection of SPI and continually review and improve its management systems to protect SPI.

For questions, claims or the like concerning the handling of SPI, please inquire the below contact.

Corporate Management Department
ITOCHU REIT Management Co., Ltd.
(the asset manager of ADR)

17th Floor, Jinbocho Mitsui Building
1-105 Kanda-Jinbocho, Chiyoda Ward, Tokyo 101-0051
telephone number: +81-3-3518-0480
reception hours: 9:00-17:00 (excluding Saturdays, Sundays, and holidays)

Privacy Policy