Privacy Policy

Last updated: June 2026

1. Data Controller

The data controller responsible for your personal information is:

EU/EEA and UK residents: We are in the process of appointing a designated EU representative as required under GDPR Article 27. In the meantime, you may contact us directly at the email address above for any data protection enquiries.

2. What Personal Data We Collect

We collect the following categories of personal data:

A. Data you provide directly (via our contact form)

• Full name
• Country of residence
• Email address
• Desired property locations in Japan
• Preferred start date for your property journey
• Any other information you include in your message or enquiry

B. Data collected automatically when you visit our website

• IP address
• Browser type and version
• Operating system
• Pages visited and time spent on the site
• Referring URL

C. Data processed by third-party services embedded on our site

• Google Maps: When our embedded map loads, your IP address and browser data are transmitted to Google LLC. This occurs before any cookie consent interaction.

3. Legal Basis for Processing (GDPR / UK GDPR)

For users in the EEA and UK, we process your personal data under the following lawful bases:

• Legitimate interests (Article 6(1)(f)): Processing enquiry data to respond to your request and assess whether we can provide services to you.
• Contract performance (Article 6(1)(b)): Where processing is necessary to take steps at your request prior to entering into a service agreement.
• Legal obligation (Article 6(1)(c)): Where we are required to retain data under Japanese or applicable law.
• Consent (Article 6(1)(a)): For non-essential cookies and tracking technologies, where we obtain your prior consent.

4. How We Use Your Data

• To respond to your enquiries and provide our property services
• To assess your property requirements and match you with suitable akiya opportunities
• To communicate with you about your enquiry, our services, or follow-up steps
• To improve the performance and content of our website
• To comply with applicable legal obligations

We do not use your data for automated decision-making or profiling. We do not sell your personal data to third parties. We do not use your data for direct marketing without your explicit consent.

5. Cookies and Tracking Technologies

Essential cookies

Necessary for the website to function. These cannot be disabled.

Third-party cookies

• Google Maps: Loaded via an embedded iframe. Google may set cookies and process your IP address when the map loads. Please refer to Google’s Privacy Policy for details.

You can manage cookie preferences through your browser settings. Blocking certain cookies may affect website functionality. A cookie consent mechanism is being implemented on this website to give you control over non-essential cookies prior to their activation.

6. Third-Party Data Processors

We share your data only with trusted third parties who assist us in operating this website and delivering our services. All such parties are required to handle your data securely and in accordance with applicable law.

• Web hosting provider: Hosts the website and contact form data on our behalf.
• Google LLC: Provides embedded Maps functionality. Data may be processed in the United States. Google is certified under the EU-US Data Privacy Framework.
• Email service provider: Used to receive and manage contact form submissions.
• Licensed real estate agents, legal professionals, and local authorities in Japan: Where required to deliver property services you have requested.

We do not transfer your data to any other third parties without your knowledge or consent, except where required by law.

7. International Data Transfers

Your data is primarily processed in Japan. When data is transferred outside Japan — including to the EEA, UK, or United States (via Google services) — we ensure appropriate safeguards are in place, including:

• Standard Contractual Clauses (SCCs) approved by the European Commission
• Transfers to countries with an EU adequacy decision
• Participation in recognised data transfer frameworks such as the EU-US Data Privacy Framework

8. Data Retention

• Enquiry data (contact form submissions): Retained for 3 years from the date of your last interaction, unless we enter into a service agreement, in which case data is retained for the duration of the agreement plus 7 years for legal compliance purposes.
• Website usage data (logs, IP addresses): Retained for up to 12 months.
• Data processed by third parties (e.g. Google): Subject to the retention policies of those third parties.

After the applicable retention period, your data is securely deleted or anonymised.

9. Your Data Rights

To exercise any of these rights, contact us at: contact@akiyaxmusubi.com
We will respond to verified requests within 30 days (or within 1 month as required under GDPR).

10. Data Security

We implement appropriate technical and organisational measures to protect your personal data against unauthorised access, loss, destruction, or alteration. These include secure data transmission (HTTPS), access controls, and confidentiality obligations for staff and service providers.

In the event of a personal data breach that is likely to result in a risk to your rights and freedoms, we will notify the relevant supervisory authority within 72 hours of becoming aware of it, and notify affected individuals without undue delay where required by law.

11. Children’s Privacy

Our services are not directed at individuals under the age of 18. We do not knowingly collect personal data from minors. If you believe we have inadvertently collected data from a child, please contact us immediately at contact@akiyaxmusubi.com and we will delete it promptly.

12. Governing Law

This Privacy Policy is governed by the laws of Japan, including Japan’s Act on the Protection of Personal Information (APPI). For users in the EEA and UK, GDPR and UK GDPR provisions take precedence over any conflicting terms in this policy with respect to those users’ rights.

13. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or applicable law. We will post the revised policy on this page with an updated date. For significant changes, we will take reasonable steps to notify affected users directly where possible.

We encourage you to review this page periodically.

14. Contact Us

For any questions, requests, or concerns regarding this Privacy Policy or our data practices, please contact:

This Privacy Policy reflects the requirements of the EU General Data Protection Regulation (GDPR), the UK GDPR, and Japan’s Act on the Protection of Personal Information (APPI). This document does not constitute legal advice. We recommend periodic review with a qualified data protection professional.