Two documents on one page. The first covers what you agree to when you use Easy Room Finder. The second covers what we do with your personal information — which matters more than usual here, because finding you a room means passing your details to landlords.
Last updated: 3 August 2026
These terms are an agreement between you and [Registered company name] ("we", "us"), whose registered office is at [Registered office address] and whose real estate licence number is [宅地建物取引業免許番号 — real estate licence no.]. By creating an account or using the agent chat, you accept them.
We help you find a rental home in Japan and support your application. We introduce properties, translate, and deal with landlords, management companies, and guarantor companies on your behalf.
We are not your landlord. We do not own, let, or manage the properties we show you. Any tenancy agreement you sign is between you and the landlord or their management company. We are not a party to it, and the landlord decides whether to accept you.
We are also not lawyers, immigration advisers, or tax advisers. Nothing on this site is legal, immigration, or financial advice.
The chat agent is automated. It is there to understand what you are looking for — budget, area, timing, situation — and hand that to our staff. It can misunderstand you, and it can be wrong about rents, availability, or rules.
Nothing the agent says is a commitment from us or from any landlord. A member of staff checks your requirements before we approach anyone on your behalf, and anything that actually binds you will come to you in writing from a person.
Rents, availability, and move-in costs in Japan change quickly, and rooms are often taken within days. Anything you see here — including the typical rent ranges on our home page — is indicative market information, not an offer and not a live listing. The figures that count are the ones confirmed to you in writing for a specific property.
To be completed: This section must be replaced with your real fee policy before launch — what you charge, when it becomes payable, and what happens if an application is refused or withdrawn.
What holds regardless: we confirm every fee to you in writing before you commit to a property, and you are free to walk away until you have signed.
To apply for a room you will usually need to give us documents — a residence card, passport, student ID, proof of employment or income, a bank statement, or guarantor paperwork. By uploading them you confirm they are genuine, they are yours, and you are allowed to share them with us and with the landlords and guarantor companies we approach.
Submitting forged or borrowed documents is fraud. It will end your application, and we may have to report it.
We can suspend or close an account that does any of these, or that we reasonably believe is being used fraudulently.
We will take reasonable care in introducing properties and handling your application. But we cannot promise that a landlord will accept you, that a room will still be free by the time you decide, or that information given to us by a landlord is accurate.
Nothing in these terms limits any liability that cannot be limited under Japanese law — including liability for our own intentional misconduct or gross negligence.
These terms are governed by the laws of Japan, and disputes will be heard by [competent court — confirm with your lawyer].
We publish this page in more than one language so you can read it in your own. If the versions differ, the [specify which language version governs] version applies.
[Registered company name] decides how your personal information is used and is responsible for it. The person accountable for it is [Representative director]. You can reach us at [privacy@yourdomain.example].
More than most sites, because a rental application in Japan asks for a lot. Here is the whole list.
Name, email address, the language you prefer, and either a password or a Google or Apple sign-in.
Budget range, preferred areas and stations, move-in date, and the messages you send in the agent chat.
Phone number, nationality, occupation, your school or employer and their phone number, visa type, residence card expiry date, and the name, nationality, and phone number of an emergency contact or parent.
Residence card, passport, student ID, proof of employment, proof of income, bank statements, guarantor documents, and application forms.
A sign-in token and a basic copy of your profile, stored in your own browser. Plus the ordinary records our servers keep when you visit.
Sharing your details is the service, not a side effect of it — an application cannot be made without passing your information on. We share what is needed with:
We do not sell your personal information, and we do not share it with advertisers.
Your chat messages are processed by an automated system to build up your requirements. That system does not make the decision about your tenancy — landlords and guarantor companies do, and a member of our staff reviews your file before we send it to anyone.
[Name the AI provider you use and link their data-processing terms]
To be completed: Set real retention periods here. As a licensed property business you have statutory record-keeping duties in Japan, so this cannot simply say "as long as necessary" — confirm the actual periods with your lawyer.
You can ask us to delete your account at any time. Where the law requires us to keep a record of a completed transaction, we keep only that.
Under Japan's Act on the Protection of Personal Information (個人情報保護法) you can ask us to:
Email [privacy@yourdomain.example] and we will respond. If you are not satisfied with how we have handled your information, you can complain to Japan's Personal Information Protection Commission (個人情報保護委員会).
When you sign in, we keep a sign-in token and a basic copy of your profile in your browser's local storage. That is what keeps you signed in between visits. Clearing your browser storage signs you out and removes it.
Questions about either document go to [privacy@yourdomain.example], or by post to [Registered company name], [Registered office address].