privacy policy

Cove Japan KK (“Cove Japan”, “we”, “us” or “our”) provides co-living accommodation and related services in Japan. This Privacy Policy explains how we collect, use, disclose, store and protect personal information when you use our website, enquire about a property, request a viewing, make a booking, enter into a tenancy agreement, stay with us, visit our properties, or contact us through our customer service channels.

We may collect and process:

• contact details such as your name, email address, phone number and messaging details;
• booking and tenancy information such as preferred property, room type, intended move-in date, stay dates and residency history;
• identity and verification information where required for booking, tenancy administration, security, legal compliance or fraud prevention;
• billing and payment information;
• records of communications with us, including enquiries, support requests and operational communications;
• website and device information such as IP address, browser type, cookie identifiers and usage data;
• where applicable at our properties, CCTV footage, visitor records, access logs and other security-related records.

We use personal information to:

• respond to enquiries and arrange property viewings;
• process bookings and tenancy applications;
• prepare, execute and administer tenancy documentation;
• manage your stay, access to the property and resident support;
• process payments, invoices and related financial records;
• maintain safety, security, access control, house rule compliance and legal compliance;
• detect and prevent fraud, misuse, unauthorised access and unlawful activity;
• improve our website, operations and customer experience;
• send marketing communications where permitted by law or where you have consented.

For safety, security and operational purposes, certain Cove properties may use CCTV, visitor registration systems, digital access systems or other security measures. Information collected through such systems may be used for incident response, access control, dispute handling, fraud prevention, protection of residents, staff and property, and compliance with applicable laws and building requirements.

We may disclose or entrust personal information to service providers and partners that help us operate our business, including providers of hosting, cloud storage, payment processing, invoicing, e-signature, customer support, communications, analytics, property management, maintenance, access control, security monitoring and professional advisory services. We may also share personal information within the Cove group where reasonably necessary for internal administration, support, operational management or compliance.

Some of our group functions, systems or service providers may be located outside Japan, including in Singapore and other jurisdictions in which our vendors operate. Where required by applicable law, we will provide the necessary notice and obtain any required consent for cross-border transfers, and we will implement appropriate contractual and operational safeguards.

If you make an enquiry or request a viewing but do not proceed, we generally retain the relevant personal data for up to 12 months from the last interaction, unless a longer period is required by law or reasonably necessary for dispute resolution, fraud prevention or security purposes.

If you book or stay with us, we retain personal data for the duration of the contractual relationship and for such further period as is reasonably necessary for legal, tax, accounting, audit, safety, dispute resolution, access control, incident handling and fraud prevention purposes, after which it will be deleted or anonymised unless continued retention is required by law.

Subject to applicable law, you may request access to, correction of, deletion of, or suspension of use of your personal information, and may withdraw consent where processing is based on consent.

We take reasonable technical, administrative and organisational measures to protect personal information against loss, misuse, unauthorised access, disclosure, alteration or destruction.

If you have any questions about this Privacy Policy or wish to exercise your rights, please contact our Data Protection Officer at:

Email: [email protected]