Privacy Notice

1. Definition of personal information

In this notice, "personal information" means personal information as defined in the Act on the Protection of Personal Information of Japan (APPI) — information that can identify a specific individual, such as name, email address, telephone number and address.

2. Personal information we collect

We may collect the following personal information: information you submit through our enquiry and consultation forms (name, email address, telephone number, country or prefecture of residence, property details and questionnaire answers about your situation and intentions); information you provide in email and other correspondence (including property photos and any EXIF data they contain, such as capture date and GPS coordinates); and information collected automatically (access logs such as IP address, browser information and access time, and cookie data collected through analytics tools such as Google Analytics).

3. Purposes of use

We use the personal information we collect for the following purposes:

• Preparing and sending reports, property information and proposals you request
• Arranging and conducting consultations, and related scheduling
• Preliminary confirmation of licensing and zoning conditions for properties
• Preparing proposals and estimates
• Contacting you about our services and providing follow-up
• Analysis to improve our services and develop new services (using anonymised, statistically processed data)

4. AI Voice Concierge (voice conversations)

Voice conversations with our AI Concierge are recorded, transcribed, and analyzed using AI to respond to inquiries and improve our services. Recordings are retained for 3 months and then deleted. You may request earlier deletion at any time by emailing info@reyado.jp. Voice audio is processed in real time by OpenAI (our AI service provider) and is not stored on REYADO servers; the conversation transcript and the details you choose to share are stored securely and reviewed by a licensed human broker to prepare your consultation.

5. Provision to third parties

We do not provide your personal information to third parties without your consent, except: where required by law; where necessary to protect a person’s life, body or property and obtaining your consent is difficult; or where we entrust processing to service providers (such as form, scheduling, email and AI processing services) to the extent necessary to achieve the purposes of use, requiring them to manage the information to a standard equivalent to our own.

6. External services we use

We use the following external services. Information is handled in accordance with each service’s privacy policy:

• Tally (forms): https://tally.so/help/privacy-policy
• Jicoo (scheduling): https://www.jicoo.com/privacy_policy
• Google Analytics (site analytics): https://policies.google.com/privacy
• Google Workspace (email and calendar): https://policies.google.com/privacy
• OpenAI (AI concierge processing): https://openai.com/policies/privacy-policy
• Cloudflare (hosting and secure storage): https://www.cloudflare.com/privacypolicy/

7. Security of personal information

We take reasonable security measures to prevent unauthorised access to, and loss, destruction, alteration or leakage of, personal information.

8. EXIF data in photos

Property photos you send us by email may contain EXIF data such as capture date and GPS coordinates. We use this data only to confirm the condition of the property and improve the accuracy of our assessment, and for no other purpose. If you prefer not to share EXIF data, please remove it before sending photos.

9. Disclosure, correction and deletion

You may request disclosure, correction, suspension of use or deletion of your personal information held by us. Please contact us at the address below; after verifying your identity, we will respond within a reasonable period.

10. Cookies

Our website uses cookies to improve usability and analyse site usage. You can disable cookies in your browser settings, although some features may become unavailable.

11. Changes to this notice

We may revise this notice in line with legal amendments or changes to our services. Material changes will be announced on our website.

12. Language

This notice is an English translation of our Japanese privacy policy provided for convenience, supplemented with the AI Voice Concierge section above. In the event of any discrepancy, the Japanese version prevails except for the AI Voice Concierge section.

13. Contact

For enquiries about how we handle personal information, please contact: