Privacy Policy

Japan Sales & Lettings Agency Ltd ("we", "us", "our") is committed to protecting and respecting your privacy. This policy explains how we collect, use and safeguard your personal data when you use our website, services or communicate with us.

We are the data controller for the purposes of the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Data Controller

Japan Sales & Lettings Agency Ltd

8 Station Parade, Uxbridge Road, London W5 3LD

Email: hello@japansla.com

Telephone: 020 8993 6100

Company number: 16508399
VAT number: GB498265142
Client Money Protection (Propertymark): C0141698
Property Redress Scheme: PRS053662

We are registered with the Information Commissioner's Office (ICO) as a data controller. You can verify our registration on the ICO public register.

2. What Data We Collect

We may collect and process the following personal data:

• Identity data: name, title, date of birth, nationality, photographic identification documents.
• Contact data: address, email address, telephone numbers.
• Financial data: bank account details, salary information, proof of funds, credit history (where required for referencing).
• Employment data: employer details, employment references, employment contracts.
• Property data: details of properties you own, let, or are interested in renting or purchasing.
• Technical data: IP address, browser type, operating system, pages visited and other website usage data collected via cookies.
• Communication data: records of correspondence between you and our team, including emails and telephone calls.

3. How We Use Your Data

We use your personal data for the following purposes:

• To provide property sales, lettings and management services.
• To carry out tenant referencing and identity verification.
• To comply with anti-money laundering (AML) obligations.
• To manage tenancy agreements, renewals and deposit protection.
• To communicate with you about properties, viewings and offers.
• To process payments, rent collection and financial reporting for owners.
• To market properties on portals and respond to enquiries.
• To improve our website and services through analytics.
• To comply with legal and regulatory requirements.

4. Legal Basis for Processing

We process your personal data on the following legal bases:

• Contractual necessity: processing is necessary for the performance of a contract with you (e.g. a tenancy agreement or management agreement).
• Legal obligation: processing is required to comply with legal obligations such as AML regulations, tax reporting and property licensing.
• Legitimate interests: processing is necessary for our legitimate business interests, such as marketing properties, improving our services and managing client relationships.
• Consent: where you have given explicit consent, for example when subscribing to marketing communications. You may withdraw consent at any time.

5. Data Sharing

We may share your personal data with the following third parties where necessary to deliver our services:

• Goodlord: for tenant referencing, right-to-rent checks and tenancy document processing.
• Alto (Veco): our property management platform used for managing tenancies, owner accounts and financial records.
• MyDeposits: for the protection of tenancy deposits as required by law.
• Rightmove and Zoopla: for advertising rental and sale properties on public portals.
• Hipa: for anti-money laundering identity verification.
• Solicitors and conveyancers: where necessary for property transactions.
• HMRC and regulatory bodies: where required by law.

We do not sell your personal data to third parties. We only share data where it is necessary for the provision of our services or where we are legally required to do so.

6. Data Retention

We retain personal data only for as long as necessary to fulfil the purposes for which it was collected, or as required by law. Tenancy records are typically retained for six years following the end of a tenancy. AML records are retained for five years after the end of the business relationship. You may request deletion of your data at any time, subject to our legal obligations.

7. Your Rights

Under the UK GDPR, you have the following rights in relation to your personal data:

• Right of access: you may request a copy of the personal data we hold about you.
• Right to rectification: you may request that we correct inaccurate or incomplete data.
• Right to erasure: you may request deletion of your personal data where there is no compelling reason for its continued processing.
• Right to data portability: you may request a copy of your data in a structured, commonly used and machine-readable format.
• Right to restrict processing: you may request that we limit the processing of your data in certain circumstances.
• Right to object: you may object to the processing of your data where we are relying on legitimate interests.
• Right to withdraw consent: where processing is based on consent, you may withdraw that consent at any time.

To exercise any of these rights, please contact us at hello@japansla.com. We will respond to your request within one month.

You also have the right to lodge a complaint with the Information Commissioner's Office (ICO) if you are not satisfied with how we handle your data. The ICO can be contacted at Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF, on 0303 123 1113, or via ico.org.uk.

8. International Data Transfers

Some of our service providers, and some of our clients (for example Japanese corporate tenants), are based outside the United Kingdom. Where personal data is transferred outside the UK, we ensure that appropriate safeguards are in place, such as the UK International Data Transfer Agreement, the UK Addendum to the EU Standard Contractual Clauses, or transfers to countries assessed as providing an adequate level of protection by the UK Government. You may request a copy of the safeguards we use by contacting us.

9. Data Security

We have put in place appropriate technical and organisational measures to protect your personal data against unauthorised access, accidental loss, alteration or disclosure. Access to personal data is limited to staff who have a legitimate business need. Our service providers are required to maintain confidentiality and to process data only in accordance with our instructions.

10. Cookies

Our website uses cookies to improve your browsing experience and to analyse website traffic. For full details on the cookies we use and how to manage your preferences, please see our Cookie Policy.

11. Changes to This Policy

We may update this policy from time to time. Any changes will be published on this page. We encourage you to review this policy periodically.

12. Contact for Data Requests

If you have any questions about this privacy policy or wish to exercise your data rights, please contact us:

Japan Sales & Lettings Agency Ltd

8 Station Parade, Uxbridge Road, London W5 3LD

Email: hello@japansla.com

Telephone: 020 8993 6100