Privacy Policy

Mitsui & Co., Realty Management Ltd.(“the Company”) hereby declares that it has stipulated a policy for the handling of personal information as follows, to protect said information and prevent its loss, leakage, falsification or other misuse, and strictly complies with said policy. Guided by this policy, the Company makes every effort to manage personal information appropriately, including stipulation of privacy regulations and thoroughly informing all directors and employees of said regulations.

Details

1. Compliance

The Company appoints persons responsible for managing the handling of personal information. The Company complies strictly with the Act on the Protection of Personal Information (“the Privacy Act”), other relevant laws, guidelines set by supervising government agencies, and other regulations.

2. Appropriate acquisition of personal information

The Company acquires personal information only through lawful and fair means. In the case of personal information obtained indirectly through a third party, the Company does not handle such information if it is at all concerned that the personal information may have been obtained improperly.

3. Scope of use

The Company uses personal information within the scope necessary to achieve the purposes described below, in accordance with the Privacy Act. Before using personal information beyond said scope, the Company notifies the relevant persons in advance and confirms their consent.

  1. To conduct tasks related to acquisition of assets to be managed, surveys prior to acquisitions, investigation of the eligibility of acquisitions, solicitation of prospective buyers, etc. for the Company’s execution of its real estate fund business. (including management business related to real estate investment corporations; the same applies hereinafter)
  2. To conduct leasing of assets under management and monitor their lease status, as well as to compile statistics and analyze related data, as necessary for the Company to implement its real estate fund business.
  3. To execute the rights of investors and implement the Company’s obligations, as necessary for the Company to implement its real estate fund business.
  4. To implement measures to ensure smooth relationships with investors related to the Company’s real estate fund business.
  5. To manage investor information, including preparation of investor data, related to the Company’s real estate fund business.
  6. To respond to inquiries or requests for materials from people considering investment in the Company’s real estate fund business and others, and to communicate with them.
  7. To execute contracts concerning such transactions as sales, purchases, mediation, leasing, appraisal, and administration of real estate (including trust beneficial interests), to provide related information and services and to conduct marketing activities.
  8. To execute contracts concerning due diligence operations (such as consulting on investment and financing decisions) and provide related information and services.
  9. To prepare and submit reports and other documents pursuant to various related industry laws and regulations.
  10. To conduct real estate registration procedures.
  11. To conduct any other operations necessary to execute above items from (1) to (10) appropriately and smoothly.
  12. To provide third parties with personal information within the scope necessary to achieve the purposes described above.

The Company suspends provision of personal information to third parties if the relevant person so requests.

4. Ensuring that information is accurate and up to date

The Company strives to ensure the accuracy of the personal information it holds and keep it updated.

5. Provision of personal information to third parties

The Company may, in accordance with relevant laws and regulations and as necessary to achieve the purposes of use, provide personal information it acquires to third parties in the form of written documents or by post, telephone, fax, e-mail or other measures. The Company suspends provision of personal information to third parties if the person concerned so requests.

6. Outsourcing and joint use

When outsourcing handling of personal information to third parties or using personal information jointly with third parties, the Company undertakes appropriate measures, such as requiring said third parties to manage the personal information with the strictest care.

7. Safety management measures

When handling personal information, the Company undertakes the following safety management measures.

(Organizational safety management measures)
The Company conducts inspections of the ways in which it holds and handles personal information on a regular basis from a third-party perspective.

(Personal safety management measures)
The Company provides regular training to employees on the key points of handling personal information.

(Physical safety management measures and technical safety management measures)
The Company undertakes measures to prevent unauthorized parties from accessing personal information, such as limiting storage locations of personal information and limiting personnel authorized to handle personal information. In this way the Company prevents unnecessary accessing of personal information.

8. Procedures, etc. concerning disclosure, revision, suspension of use, etc. of personal information

  1. If an individual requests the disclosure, revision, suspension of use, etc. of his or her own personal information in the Company’s possession, the Company shall, upon confirmation of the individual’s identity, respond promptly and within the reasonable and necessary scope in accordance with the relevant laws and regulations. The Company may charge the individual a fee for the disclosure and other procedures. Please see below for contact information.
  2. Please note that, to protect the privacy of the individual, the Company may respond directly to the individual even if the individual’s request is received from a representative or proxy.

9. Contact point for inquiries regarding handling of personal information

Inquiries or complaints regarding handling of personal information by the Company are accepted via the following contact point.

Corporate Planning & Administrative Department
Mitsui & Co., Realty Management Ltd.
13F Chiyoda First Building, 2-1 Nishi-Kanda 3-chome, Chiyoda-ku, Tokyo 101-0065, Japan
Phone: +81-3-5210-8940 (9:30 a.m.–5 p.m. Japan Standard Time Monday through Friday, except for national holidays)

Additionally, the Company is a member of the following associations, which accept inquiries and complaints regarding their members’ handling of personal information.

Complaint Consultation Office (on handling of personal information), Japan Investment Advisers Association
Phone: +81-3-3663-0505 (9 a.m.–5 p.m. JST Monday through Friday, except for national holidays)

Investor Consultation Office, The Investment Trusts Association Japan
Phone: +81-3-5614-8440 (9 a.m.–11:30 a.m./12:30 p.m.–5 p.m. JST Monday through Friday, except for national holidays)

10. Continuous improvement of privacy protection systems

The Company establishes internal regulations concerning personal information, reviews them on a continuous basis, and strives to improve them.

April 1, 2022
Takashi Oya
President
Mitsui & Co., Realty Management Ltd.

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