Privacy Policy - Livein Tokyo

1. Introduction

At livein-tokyo.com (“we”, “our”, or “us”), your privacy is our priority. We are fully committed to protecting the personal data of our users and visitors. In accordance with applicable data protection regulations, including the General Data Protection Regulation (GDPR) and the California Consumer Privacy Act (CCPA), we ensure that your data is handled legally, fairly, and transparently. This Privacy Policy outlines our practices regarding the collection, use, disclosure, and protection of your personal information when you interact with our website or services.

2. Scope and Data Controller

This Privacy Policy applies to all personal data collected through the website located at livein-tokyo.com, including when you use our online services, make inquiries, or enter into transactions with us. For the purposes of applicable data protection legislation, livein-tokyo.com is the Data Controller.

Questions, requests, or concerns regarding this policy or your data can be directed to us at: [email protected].

3. Categories of Data We Process

We may collect and process the following categories of personal data:

a. Usage Data
Includes technical details about how you interact with our site, such as your IP address, browser type/version, geographical location, time and date of visits, referring site information, and duration of page views.

b. Account Data
Includes identifying information provided by you when you register or create an account, such as full name, home or billing address, email address, and phone number.

c. Profile Data
Includes data related to your preferences, purchase history, saved properties, and behavior on the site, including featured properties viewed and interactions with our content.

d. Communication Data
Includes any correspondence you send to us, including support requests, contact forms, email history, and feedback.

e. Technical Data
Includes information about the device used to access our services, such as hardware model, operating system, unique device identifiers, screen resolution, and system configuration data.

f. Transaction Data
Includes details of transactions you initiate through our site, including property inquiries, reservation or booking information, delivery addresses, and billing details.

g. Preference Data
Includes your consent settings for receiving marketing communications, language preferences, and interests based on property categories or content engagement.

4. Legal Bases for Processing Personal Data

We rely on the following bases under GDPR and similar data protection laws to process your personal data:

– Performance of a Contract: When you register, make a reservation, or otherwise engage with our services.
– Legitimate Interest: For purposes such as website analytics, service improvement, fraud prevention, and customer service.
– Consent: When you provide explicit opt-in permission, such as for marketing emails or cookie storage.
– Legal Obligation: Where necessary to comply with legal requirements and law enforcement authorities.

5. Your Rights

Under the GDPR, CCPA, and other applicable privacy regulations, you have the following rights concerning your personal data:

– Right of Access: Request details of the personal data we hold about you.
– Right to Rectification: Request correction of inaccurate or incomplete data.
– Right to Erasure (“Right to be Forgotten”): Request deletion of your data, subject to legal exceptions.
– Right to Restrict Processing: Request limitation of how your data is used.
– Right to Data Portability: Request your data in a structured and commonly used format.
– Right to Object: Object to certain types of data processing, including direct marketing.
– Right to Non-Discrimination (under CCPA): You will not be discriminated against for exercising your rights.

To exercise any of these rights, please contact us at [email protected] with sufficient identification and details of your request.

6. Security Measures

We implement appropriate technical and organizational security measures to ensure confidentiality, integrity, and resilience of your data, including:

– Secure socket layer (SSL) encryption during data transmission.
– Access controls with role-based authorization.
– Server and database security measures.
– Regular data backups and disaster recovery protocols.
– Ongoing staff training on privacy best practices and cyber security awareness.

7. International Data Transfers

If we transfer your personal data outside the European Economic Area (EEA) or similar jurisdictions, we ensure appropriate safeguards are in place in accordance with GDPR, including:

– The use of Standard Contractual Clauses approved by the European Commission.
– Transfers to jurisdictions with recognized adequacy decisions.
– Supplementary measures as required to protect your data rights.

8. Data Retention

We retain your personal data only for as long as necessary to fulfill the purposes for which it was collected, or to comply with legal obligations:

– Account and Profile Data: Retained for as long as you maintain an active account and for up to 24 months after deactivation.
– Communication Data: Retained for up to 36 months from last communication.
– Transaction Data: Retained for a minimum of 7 years for tax and compliance purposes.
– Usage and Technical Data: Retained for up to 12 months to support analytics and service improvement.
– Marketing Preference Data: Retained until you withdraw consent.

9. Cookie Policy

We use cookies on livein-tokyo.com for the reliable functioning of our website and to enhance your user experience. Cookies are small text files stored on your device when you visit the site.

The types of cookies we use include:

– Essential Cookies: Necessary for core website functions, such as account login and navigation.
– Functional Cookies: Remember your site preferences and settings.
– Performance Cookies: Measure how users interact with the website to improve design and functionality.
– Analytics Cookies: Help understand user behavior across sessions for website optimization.

10. Cookie Management and Compliance

In compliance with GDPR and CCPA, you are offered clear information and control over cookie usage. On your first visit to livein-tokyo.com, you will be presented with the option to accept or decline non-essential cookies via a cookie consent banner.

You can also manage cookie settings at any time via your browser’s privacy settings or our site’s cookie preference tool.

Consumers under CCPA may also opt out of the “sale” of their personal information, as defined by the law, by contacting us at [email protected].

11. Special Protections for Children

We do not knowingly collect or process personal data from children under the age of 13. If we become aware that we have received personal information from a child without verified parental consent, we will take steps to delete such information promptly. Parents or guardians who believe their child has submitted personal data without consent should contact us at [email protected].

12. Policy Updates

We reserve the right to update this Privacy Policy from time to time to reflect changes in our practices, technologies, or legal requirements. Changes will be posted on this page, and where appropriate, we may notify you by email or on the website.

Please review this Privacy Policy periodically to stay informed about how we are protecting your data.

13. Contact

If you have any questions, concerns, or requests related to this Privacy Policy or your personal data, you may contact our privacy team at:

Email: [email protected]

We are committed to full compliance with applicable data privacy laws and working diligently to protect your rights. Please feel free to reach out to us at any time with privacy concerns or data access requests.