LIVIA · INFORMATION

Privacy policy

LIVIA handles information as needed to provide rental and related services under Japan’s Act on the Protection of Personal Information. This policy explains collection, use, sharing, retention and your contact options.

Controller

Entity: 合同会社LIVIA
Address and representative: Room 2J, 2F, Takahashi Building, 5-9-5 Futago, Takatsu-ku, Kawasaki, Kanagawa, Japan / Representative Member: 藤本冴子
Contact: Use the inquiry function in your account or info@livia.jp. Urgent contact: +81 80-7003-0314. Include your reservation reference, never passwords or card details.

Information and purposes

Data categories: Account names, email, phone, language, address and necessary emergency contact details; applications, homes, dates, occupants, contracts, signatures and consent records; charges, payment and refund status; inquiries, photographs, documents, repairs and work reports; login and security records. Card numbers and security codes are handled by the payment provider and are not stored in LIVIA’s database.
Purposes: We use data for authentication, applications and contracts, arrival and key handover, departure settlement, repairs and work arrangements, owner statements, essential notices, inquiries, fraud prevention, disputes and statutory retention. Marketing and extension offers follow notification preferences; essential contract, safety and payment notices are distinct from advertising.
Identity document submission and later review: After receipt of your identity document, continue without waiting for staff review. Receipt is not completed identity verification. LIVIA staff review later and may request corrections; if verification is not possible, the case is handled under the agreement and terms, including possible cancellation. A resubmission request alone does not automatically cancel occupancy or revoke keys after move-in. Use the designated secure submission channel. Identity images and personal data are not sent to OpenAI for identity checks.

Processors and sharing: Supabase stores accounts and business records; Vercel serves the site; Stripe processes payments; Zoho Mail handles email; Zoho Sign handles signatures; OpenAI assists general inquiries; identity documents are not sent to OpenAI. Cleaning, key and repair providers receive only the property, work and access details they need. Outside processing arrangements, a lawful basis or specific consent is required for third-party disclosure. Ownership alone does not grant access to resident ID images.
Overseas processing: These services may process data abroad. LIVIA must verify the actual contracting entities, countries, legal systems and provider safeguards, establish the required consent or equivalent-protection basis, and monitor it. Where specific consent is required, statutory information is provided before transfer; inability to identify a country is explained with relevant alternative information. General acceptance of this policy does not replace that process. Ask our contact for details.
Contract and transaction retention: Agreements, explanation documents, consent, delivery and signature records, and transaction and settlement records are normally retained for 10 years from the later of the contract end date or final settlement date. Where a statutory retention deadline is later, that deadline applies. Unresolved disputes extend retention only for necessary records and periods. Once retention is no longer necessary, records are reviewed for deletion or anonymization.
Separate short retention for identity data: Identity-document images and names entered for that check have a separate maximum of 30 days. Image access ends after staff review, a resubmission request or your deletion request, followed by deletion. Minimal submission and review timestamps and names separately recorded in agreements are outside this image-retention period; contract-related records follow the period above.
Electronic storage: Contract PDFs, signature certificates and delivery records are managed primarily in private electronic storage with access controls, version records and file-integrity checks. Access is limited according to the parties and authorized staff who need the records for their work. Electronic transaction data and originals required by law are retained under the applicable preservation requirements.
Document retrieval and account deletion: Download and keep your own copy of delivered documents. If you cannot sign in or need another copy, contact info@livia.jp with your name and reservation or contract reference. LIVIA checks identity and access rights before responding. Account deletion does not immediately erase records needed by law or for unresolved disputes, and permanent account access is not guaranteed.
Security: We restrict access by role and case, authenticate requests, check permissions, keep files private, log operations, encrypt communications and oversee processors. We investigate suspected incidents, contain effects, and notify authorities and individuals as required. Register emergency contacts only after informing them and establishing an appropriate basis.
Cookies and device storage: Cookies and browser storage support login, security, language and interface state. Submitted applications and contracts are also stored on servers; clearing the browser does not delete your account. Browser settings control local storage, but disabling essential cookies can prevent login. If optional tracking is introduced, its purposes and choices are disclosed separately.

Your requests

Access, correction and deletion: Contact info@livia.jp for statutory access, correction, restriction, deletion or third-party disclosure records. After proportionate identity checks, we explain scope, procedure and outcome, including reasons for any lawful refusal. Do not send full ID images or passwords unsolicited. Change marketing preferences in your account; alternative document submission or deletion can be requested separately.
Revisions: Revised 13 October 2026. The version disclosed and agreed before contracting governs each agreement. A website update does not retroactively amend existing contracts. Material changes are announced on this site and, where necessary, individually.

Check the individual home, quote and contract before applying. Updates to this page do not retroactively change agreed contracts.

Submit your identity document

After submission you can continue without waiting for a review. Staff check the document later.

Receipt does not mean identity verification is complete. LIVIA staff review later and request resubmission for unclear or inconsistent information. If identity cannot be confirmed, cancellation may be considered under your agreement and terms.

LIVIA staff review your document and entered details later. Image metadata is removed, and images are held in private storage accessible only to authorized staff.

Photograph the side showing your name, photo, date of birth and expiry clearly. Cover unnecessary personal numbers, document numbers and barcodes. Do not crop out the fields needed for review.

Do not submit the back of a My Number card or an individual number. PDFs are not supported here.

Retention and deletion

The image and name entered in the identity-check submission are kept for up to 30 days. Image access ends after staff review, a resubmission request or your deletion request, followed by deletion. Minimal receipt and review timestamps, and names needed for contracts, reservations and settlement, are retained separately.

Deleting an image does not cancel your reservation. LIVIA may request resubmission if review is still needed. After move-in, a resubmission request alone does not automatically cancel occupancy or revoke key access; staff handle it individually.

If you cannot use this format or need to correct information, contact info@livia.jp.

Email enquiries and AI assistance

LIVIA uses the OpenAI API to classify email subjects and part of the message text and prepare reply drafts. We remove recognizable email addresses, phone numbers, links and secrets where possible; arbitrary free text cannot be guaranteed anonymous. Attachments, account records and reservation records are not included.

General questions may receive an automatic reply based on published guidance. Staff review individual reservations, agreements, payments, refunds and disputes; an AI reply alone does not change a contract or amount. Keep identity numbers, card details and access codes out of ordinary email.

If you do not want AI used for a message, put “No AI” in its subject. Staff will review that message.