Procedures for Disclosure of Retained Personal Data
I. Purpose of Use of Retained Personal Data
The Sun Frontier Real Estate Group (hereinafter referred to as “our Group”) directly and indirectly acquires personal information in the course of its business activities. For the handling of retained personal data and other personal information, please refer to the Sun Frontier Real Estate Group’s Personal Information Protection Policy.
II. Contact Point for Requests for Disclosure, Correction, Suspension of Use, etc. of Retained Personal Data, and for Complaints
Requests for disclosure, correction, suspension of use, etc. of retained personal data, and complaints (hereinafter collectively referred to as “requests for disclosure, etc.”) are handled at the contact point below. Please note that requests cannot be handled at any other contact point. For details on the procedures, please refer to “III. Procedures for Requests for Disclosure, etc.”
［Contact Point for Requests for Disclosure, Correction, Suspension of Use, etc., and Complaints (hereinafter referred to as the “Contact Point”)］
Sun Frontier Real Estate Co., Ltd. General Affairs Department, Personal Information Protection Officer
TEL: +81-3-5521-1301
Reception Hours: 10:00 AM to 6:00 PM (excluding weekends, public holidays, year-end and New Year holidays, and summer holidays)
III. Procedures for Requests for Disclosure, etc.
Please send requests for disclosure, etc. to the above contact point by mail, enclosing the required documents in the prescribed form of our company. Please note that we cannot accept requests by phone, fax, or email.
1. Documents Required for Procedures for Requests for Disclosure, etc.
Please download the [1] Request for Disclosure of Retained Personal Data form, fill in the required information, and enclose [2] documents for identity verification, then mail them to the above contact point.
※Note: Only family registers, certificate of registered matters, copies of residence certificates, and seal registration certificates issued within the last three months are accepted.
Documents for Identity Verification
One copy of the residence certificate
A copy of a government-issued photo identification document, such as a driver’s license, passport, residence card, special permanent resident certificate, or individual number card (do not send the side with the individual number), etc. Any one of these documents.
(If b. is not available) Two copies of government-issued identification documents without a photo, such as a health insurance card or pension book.
※ Note: In addition to a., either b. or c. is required.
2. Requests by a Representative
If the person making the request for disclosure, etc. is a legal representative of a minor or an adult ward, or an agent authorized by the person to make the request for disclosure, etc., please enclose the following documents 1) or 2) in addition to the documents mentioned in the previous section.
1）In the case of a legal representative
Documents proving legal representation
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- In the case of a minor: One copy of the family register
- In the case of an adult ward: One copy of the certificate of registered matters (please contact the Tokyo Legal Affairs Bureau, Guardianship Registration Division).
Documents for verifying the identity of the legal representative
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One copy of the residence certificate
A copy of one of the following government-issued photo identification documents: driver's license, passport, residence card, special permanent resident certificate, or Individual Number Card (do not submit the side showing the Individual Number).
(If b. is not available) Two copies of government-issued identification documents without a photo, such as a health insurance card or pension book.
※ Translation: In addition to a., either b. or c. is required.
※ Translation: If the minor and the legal representative are foreign nationals, one copy each of the Certificate of Registered Matters on the Alien Registration Record for both the minor and the legal representative is required instead of the above (1) Family Register and (2) Resident Certificate.
2）In the case of an agent by delegation
Please prepare the following documents from 1 to 3.
One power of attorney (signed by the person and stamped with their registered seal)
One certificate of seal impression (for the seal used to create the power of attorney)
Identification documents of the agent
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One copy of the agent’s own resident certificate
A copy of one of the following government-issued photo identification documents: driver's license, passport, residence card, special permanent resident certificate, or Individual Number Card (do not submit the side showing the Individual Number).
(If b. is not available) Two copies of government-issued identification documents without a photo, such as a health insurance card or pension book.
※ In addition to a., either b. or c. is required.
3. Fees and Payment Methods
（1）Amount
request for disclosure
Fee per transaction: 1,200 yen
Postage fee: 800 yen (Breakdown: Standard mail 110 yen, Registered mail 480 yen, Restricted delivery mail 210 yen)
(As of October 1, 2024)
Notification of purpose of use, correction, suspension of use, etc. (Response by mail)
A postage fee of 800 yen (Breakdown: Standard mail 110 yen, Registered mail 480 yen, Restricted delivery mail 210 yen) is required.
※ The above postage fee applies to domestic mail. For international mail, you will be charged the actual cost.
（2）Payment methods for fees
For the above-mentioned fee (1), please enclose a postal money order for 1,200 yen (equivalent to the fee) and stamps worth 800 yen (equivalent to the domestic postage fee) with your application documents.
※ The fees paid at the post office will be borne by the applicant. Additionally, please ensure that the postal money order is left blank.
4. Method of response to requests for disclosure, etc.
The response to requests for disclosure, etc., will be made in writing and sent by restricted delivery mail to the address listed on the applicant’s certificate of residence.
5. Handling of personal information obtained during the procedure for requests for disclosure, etc.
Personal information provided during the procedure for requests for disclosure, etc., will be used to the extent necessary for identity verification, verification of proxy authority, comparison with retained personal data, communication with the applicant (or proxy), review and improvement of the procedure for requests for disclosure, improvement of client service, employee training, and handling of disputes
Please note that the application documents will not be returned. They will be properly stored by the General Affairs Department of Sun Frontier Fudousan Co., Ltd., which is the reception desk for requests for disclosure, etc., and will be disposed of in an appropriate manner three years after the response to the request for disclosure, etc., has been completed.
6. Non-disclosure of ‘Retained Personal Data
In the following cases, all or part of the information will not be disclosed. Please note that the prescribed fee will be charged even in cases of non-disclosure.
- When the address listed on the request form for disclosure of retained personal data does not match the address on the identification documents, or when the identity of the applicant cannot be verified.
- When the authority of the proxy cannot be verified in the case of a request made by a proxy.
- When the requested information does not exist in the ‘Retained Personal Data,’ or when the requested content does not match the retained personal data.
- When there is a risk of harm to the life, body, property, or other rights and interests of the individual or a third party.
- When it significantly hinders the proper execution of our group’s operations.
- When it violates laws or regulations.
7. Notes
If there are deficiencies in the prescribed application documents, disclosure may not be possible.
In the case of an application by a proxy, we may contact the individual to verify the proxy’s authority.
If the fees associated with the request for disclosure, etc., are not paid, disclosure will not be possible. Additionally, no payment methods other than those mentioned above will be accepted.
Once the reception desk has received the application documents related to the request for disclosure, etc., without any deficiencies, a response letter will be sent within two weeks in principle. However, if there is congestion at the reception desk or depending on the storage status of the retained personal data, the response may be delayed. In such cases, we will inform you accordingly.
Personal information obtained by each company in our group may take time to process for database entry, so the most recent data may not be included in the response letter to the request for disclosure, etc.
The response to requests for disclosure, etc. will be sent only by mail in writing, and in principle, it will be sent by restricted delivery mail to the address listed on the resident card with the recipient being the person in question. (Even if the applicant is an agent by proxy, the disclosure target person will be the recipient and the mail will be sent to the address listed on the resident card. If the applicant is a legal representative, the mail will be sent to the address listed on the resident card with the legal representative as the recipient.) The recipient’s phone number will be written on the envelope. When receiving the mail, the post office will contact the recipient, and after verifying the recipient’s identity, the mail can be received at the recipient’s address or at the post office. Please note that it is not possible to receive the response letter directly at the reception desk.
14th Floor, Toho Hibiya Building, 1-2-2 Yurakucho, Chiyoda-ku, Tokyo
（Personal Information Handling Business Operator）
Sun Frontier Fudousan Co., Ltd.President & CEO Seiichi Saito
Established on April 1, 2005
Revised on October 1, 2024
