Privacy Policy

1. Information we collect

We collect information you provide when inquiring about or applying for a property — including your name, email address, phone number, nationality, passport or residence card details, employment information, and preferred move-in dates.

Depending on your optional choices, we collect usage data when you browse our site, including pages visited, time spent, device type, browser, approximate location (city-level), and referral source through cookies and similar technologies (see Section 5). Current referral-source information may accompany an inquiry or application you submit.

2. How we use your information

We use your personal information for the following purposes:

• Processing rental inquiries and applications • Communicating with you about properties, contracts, and your stay • Coordinating with property owners on your behalf • Providing concierge services during your tenancy • Improving our website and services through analytics • Measuring the effectiveness of our advertising • Complying with legal obligations and regulatory requirements • Sending service-related updates (we do not send marketing emails without your consent)

3. Sharing with third parties

We may share your information in the following circumstances:

• With property owners and their agents, to process your application and manage your tenancy • With guarantor companies, to fulfil the guarantor requirement on your behalf • With service providers who assist our operations (payment processing, maintenance coordination) • With OpenAI for ChatGPT advertising measurement, with your optional consent (see Section 5) • With Google, through Analytics and Ads services, for website analytics and advertising measurement (see Section 5) • With Meta, through the Meta Pixel, for advertising measurement (see Section 5) • With Microsoft, through Clarity, for website analytics including session recordings and heatmaps (see Section 5) • When required by law, regulation, or legal process • To protect the rights, safety, or property of HalfKey, our users, or the public

We do not sell your personal information to third parties.

4. Data security

We use SSL encryption to protect data transmitted through our website. Access to personal information is restricted to authorised personnel who need it to perform their duties. While we take reasonable measures to protect your data, no method of electronic transmission or storage is completely secure.

5. Cookies and tracking technologies

Our website uses cookies — small text files stored on your device — to improve your experience and help us understand how visitors use our site. Here is what we use and why:

Services needed for inquiries and applications remain available when you reject optional cookies. The optional “Site analytics” choice controls Google Analytics, Microsoft Clarity, and our first-party session analytics. The optional “Advertising measurement” choice controls the Meta Pixel, Google Ads, and durable campaign-attribution information stored in your browser. Your choices are stored for 180 days in an essential cookie shared across eligible HalfKey sites.

Google Analytics (GA4) We use Google Analytics 4 to collect usage statistics such as pages visited, session duration, and device type. GA4 sets the following cookies: • _ga — distinguishes unique visitors (expires after 2 years) • _ga_* — maintains session state (expires after 2 years) This data is processed by Google under their privacy policy.

Google Ads We use Google Ads conversion tracking and remarketing to measure the effectiveness of our advertising and to show relevant ads to people who have visited our site. Google Ads may set cookies to track ad interactions and conversions.

Meta Pixel We use the Meta Pixel to measure the effectiveness of our Facebook and Instagram advertising. The Meta Pixel may set cookies to track page views and conversions.

Microsoft Clarity We use Microsoft Clarity to understand how visitors interact with our site through session recordings and heatmaps. Clarity may collect data such as mouse movements, clicks, scrolls, and page content.

Enhanced conversions When you submit an application on our listings site, we send a hashed (one-way encrypted) version of your email address to Google to help measure whether our ads led to your inquiry. Google cannot reverse this hash to read your email. This is used solely for advertising measurement.

ChatGPT advertising measurement for property owners Only if you select the optional consent checkbox, HalfKey sends OpenAI the ChatGPT ad-click reference (oppref) and events for your inquiry submission and first confirmed property viewing. The transfer is limited to that reference, a random event ID, the event type and occurrence time, a public owner-page URL and technical measurement fields. This transfer excludes your name, email, telephone number, property details and private-page URLs. You can inquire and book a viewing without consenting. The measurement copy of the reference is held for the browser session; after submission it is retained on our server for advertising measurement only with consent, for up to 90 days. You can stop future sharing from your private viewing page, which also removes the retained measurement reference. This does not undo events already sent. Contact hello@halfkey.jp with questions or deletion requests.

You can change or withdraw either optional choice at any time through “Privacy settings” in the footer. Withdrawing removes the applicable optional cookies and stored campaign-attribution information and stops future collection. It does not affect data already sent or current referral-source information submitted with an inquiry or application. You can also disable cookies through your browser settings.

6. Data retention

We retain your personal information for as long as necessary to fulfil the purposes described in this policy, including for the duration of your tenancy and a reasonable period afterwards for legal and administrative purposes. You may request deletion of your data at any time by contacting us.

7. Your rights

You have the right to:

• Access the personal information we hold about you • Request correction of inaccurate information • Request deletion of your personal information • Request that we restrict processing of your data • Request your data in a portable format • Opt out of advertising cookies and tracking

To exercise any of these rights, please contact us using the details below. We aim to respond within 30 days.

8. Changes to this policy

We may update this privacy policy from time to time. Changes take effect when posted on this page. We encourage you to review this policy periodically.

9. Contact

For questions about this privacy policy or how we handle your data, contact us at hello@halfkey.jp.

HalfKey KK (ハーフキー株式会社) SHINO Building 4F, 1-4-40 Nishi-azabu, Minato-ku, Tokyo 106-0031