PROSIS Real Estate Investment Advisory Co., Ltd. (the ‘Company’) complies with the Act on the Protection of Personal Information, other applicable laws and regulations, and guidelines, and handles the personal information it obtains appropriately as a Financial Instruments Business Operator.
1. Collection of personal information
We obtain personal information by lawful and fair means, to the extent necessary for our business.
For personal information obtained through inquiries, requests for materials, use of services, agreements, transactions and other business activities, we clarify the purposes of use and handle the information appropriately.
2. Purposes of use
We use personal information for the following purposes:
- Responding to inquiries, requests for materials, complaints and other concerns.
- Research and analysis concerning real estate markets, locations and properties.
- Providing real estate consulting, operating performance analysis, investment advice and other Company services.
- Confirming clients’ knowledge, experience, financial circumstances, investment objectives and other attributes to assess suitability for our services and other necessary matters.
- Processing applications, entering into agreements, verifying identity, conducting screening, confirming transaction details and carrying out other procedures.
- Communications, reporting, procedures and services relating to investment advisory agreements and agreements and transactions within Type II Financial Instruments Business.
- Identity verification, verification at the time of transactions and other necessary measures under the Act on Prevention of Transfer of Criminal Proceeds and other applicable laws and regulations.
- Preparing and retaining agreements, transaction records, disclosure documents and other documents required by law.
- Providing information and notices regarding our services, seminars and other matters.
- Market research, client analysis, service improvements and consideration of new services.
- Preventing, detecting and responding to misconduct, fraud and other acts that interfere with the proper conduct of our business.
- Responding to requirements under laws and regulations and requests from government authorities, self-regulatory bodies relating to financial instruments business and other relevant organizations.
- Exercising our rights and performing our obligations.
3. Provision to third parties
We do not provide personal information to third parties without the individual’s consent, except in the following cases:
- Where required by law.
- Where necessary to protect a person’s life, body or property and it is difficult to obtain the individual’s consent.
- Where particularly necessary to improve public health or promote the sound development of children and it is difficult to obtain the individual’s consent.
- Where necessary to cooperate with a national government body, local public authority or a person entrusted by either in performing duties prescribed by law, and obtaining the individual’s consent could impede the performance of those duties.
- Other cases permitted by law.
When providing personal information to third parties, we prepare and retain the necessary records in accordance with laws, regulations and internal policies.
4. Outsourcing
We may outsource the handling of personal information to the extent necessary to achieve the purposes of use.
In such cases, we exercise necessary and appropriate supervision over the service provider and take measures necessary for the secure management of personal information.
5. Cookies and related technologies
We do not currently use cookie-based analytics services, advertising delivery services or other access analytics tools on the Website.
Servers and other systems may automatically record access logs for website operations, security and related purposes. Such information is handled for website operations, troubleshooting, investigating unauthorized use and maintaining security.
Where access logs contain personal information, we handle it appropriately in accordance with our Privacy Policy.
6. Requests concerning personal information
Where an individual requests notification of purposes of use, disclosure, correction, addition, deletion, suspension of use, erasure, cessation of third-party provision or other action concerning personal information held by us, we respond appropriately in accordance with the Act on the Protection of Personal Information and other applicable laws and regulations.
The method of request, identity verification documents, fees and other necessary matters are handled in accordance with our prescribed procedures.
7. Security management
We implement necessary and appropriate security measures to prevent leakage, loss, damage and other incidents involving personal information.
These measures include internal rules and procedures, clearly defined responsibilities, education and training for officers and employees, management of documents and electronic media, access control, prevention of unauthorized access, and other necessary organizational, personnel, physical and technical safeguards.
As a Financial Instruments Business Operator, we also endeavor to manage client information, including personal information, appropriately in accordance with laws, regulations, self-regulatory rules and relevant internal policies.
We review and improve these security measures as necessary.
8. Inquiries regarding personal information
PROSIS Real Estate Investment Advisory Co., Ltd.
108-0073
13F Mita Kokusai Building, 1-4-28 Mita, Minato-ku, Tokyo, Japan
Email: prosis-am@pro-sis.co.jp
9. Accredited personal information protection organization
Accredited personal information protection organization to which we belong: Investment Management Association of Japan
Contact for complaints and consultations regarding the handling of personal information
Investor Consultation Office, Member Audit Department, Investment Management Association of Japan
Telephone: +81 3-6821-8756
Hours: Monday–Friday, 9:00–11:30 and 12:30–17:00 (excluding national holidays and the year-end/New Year holiday period).
10. Amendments
We may amend this Policy as necessary in light of laws, regulations, self-regulatory rules, guidelines, our business activities and other relevant circumstances.
Any amendments will be announced on our website or by other appropriate means.
Registration information
Company name: PROSIS Real Estate Investment Advisory Co., Ltd.
Financial Instruments Business Operator — Director-General of the Kanto Local Finance Bureau (Kinsho) No. 3542
Association Membership: Type II Financial Instruments Firms Association
Investment Management Association of Japan