Privacy Policy

We collect personal information in three ways.

1.1 Information you provide directly

• Enquiry & booking forms — name, work email, phone or WhatsApp number, company / organisation, service of interest, hotel check-in / check-out dates, number of guests, and any free-text message or special requests.
• Service onboarding — for contracted services (commercial / residential leasing, FRRO & immigration, vehicle leasing, serviced apartments, furniture & electronics rental, hotel stays), we collect identification documents and supporting paperwork required by Indian regulation: passport, visa, address proof, employer letters, PAN / GST, business incorporation documents, and signed agreements.
• Communication — emails, WhatsApp messages, phone-call records and meeting notes exchanged with our team.

1.2 Information collected automatically

• Technical data — your IP address, approximate location derived from IP, browser type and version, device type, operating system, referring URL, pages visited, time on each page and the date / time of access.
• Cookies and similar technologies — small files placed on your device to remember your language choice (English / Japanese), maintain your session, and measure aggregate site usage. See Section 5.

1.3 Information from third parties

• References from existing clients who introduce you to us.
• Background and credit information from authorised checking services where lawful and required (for example, before signing a lease on your behalf).
• Information from government and regulatory portals (for example, FRRO, the Ministry of Home Affairs, and Immigration) in the course of processing applications you have authorised us to file.

We use the information described above to:

• Respond to enquiries, prepare proposals and price quotes, and confirm hotel bookings;
• Deliver the services you have engaged us for — including drafting agreements, executing leases, registering with FRRO, securing residential permits and visa extensions, arranging serviced apartments, deploying vehicles, and managing in-house hotel operations;
• Communicate with you operationally — confirmations, status updates, renewal reminders, compliance notices and invoices;
• Comply with applicable laws in India, including the Foreigners Act, the Income Tax Act, the Goods and Services Tax Act and the Companies Act;
• Maintain the security and integrity of our website and back-office systems;
• Improve our website, services and customer experience based on aggregated usage patterns.

We do not sell your personal information to third parties for marketing purposes. We do not use your information for automated decision-making or profiling.

Where applicable, we process personal information under one or more of the following legal bases under the Digital Personal Data Protection Act, 2023 ("DPDP Act"), the Information Technology Act, 2000 and the Information Technology (Reasonable Security Practices and Procedures and Sensitive Personal Data or Information) Rules, 2011 (the "SPDI Rules"):

• Consent — when you submit an enquiry, complete a booking, or sign an engagement agreement;
• Contractual necessity — to perform the services you have engaged us for;
• Legitimate interests — including the secure operation of our website, fraud prevention and internal record-keeping;
• Legal obligation — including tax, immigration and regulatory reporting.

We treat your information as confidential. We share it only with the following categories of recipients, and only to the extent required.

• Counterparties to your transactions — landlords, building societies, vehicle suppliers, embassies and consulates, regulatory authorities such as the Foreigners Regional Registration Office, GST and tax authorities, and our hotel suppliers — but only for the specific service you have engaged us for.
• Service providers — vetted vendors who help us operate our business, including our form-delivery partner (Web3Forms), cloud email (Google Workspace), Google Maps (for displaying our hotel location), web hosting providers, accounting and payroll providers, and legal advisors. These providers are contractually bound to handle your data only for the purposes we specify.
• Government and law-enforcement agencies — where required by law, court order, regulatory notice or a lawful request from a competent authority.
• Professional advisors and auditors — where required to obtain professional advice or carry out a statutory audit.
• Successor entities — in the unlikely event of a merger, acquisition or reorganisation, your information may be transferred as part of that transaction, subject to the same protections.

Our website uses a small number of cookies. None are used for advertising or cross-site tracking.

• Strictly necessary cookies — to remember your language preference (English or Japanese) and to keep our forms working correctly. Without these, the website cannot function as intended.
• Aggregate analytics — to understand which pages are visited and how visitors flow through the site. Where used, analytics data is collected in aggregate and is not used to identify you personally.

You can disable cookies in your browser settings. Doing so may affect your experience on the site, including language switching.

We follow the security practices required under Rule 8 of the SPDI Rules and the DPDP Act, including:

• Access controls — only Trusted India personnel and authorised vendors with a clear business need can access your information;
• Encryption — sensitive documents are stored on encrypted services; web traffic to our site is served over HTTPS;
• Periodic review — we review our security practices, vendor relationships and data inventory regularly;
• Confidentiality — every employee and contracted vendor signs a confidentiality undertaking.

No system is perfectly secure. If you become aware of any vulnerability or suspected breach involving your information, please write to us at info@trustedindia.in immediately.

We retain personal information only as long as required for the purpose for which it was collected and to meet our legal, accounting, tax and regulatory obligations.

• Enquiry-form submissions that do not result in an engagement: typically up to 24 months, after which they are deleted or anonymised.
• Records relating to contracted services: as long as the engagement is active, plus a further seven years to comply with Indian tax, audit and regulatory record-keeping requirements.
• Immigration and FRRO documentation: retained for the duration of the visitor’s stay in India plus the period required by the issuing authority.
• Server logs and aggregate analytics: typically retained for 13 months.

Subject to applicable law, you have the following rights regarding your personal information held by us:

• Access — request a copy of the information we hold about you;
• Correction — ask us to correct information that is inaccurate or incomplete;
• Erasure — ask us to delete information that is no longer required, subject to our legal retention obligations;
• Withdrawal of consent — withdraw any consent we have relied on, without affecting the lawfulness of prior processing;
• Grievance — raise a complaint with our Grievance Officer (see Section 13).

We will respond to verified requests within a reasonable timeframe, and in any event within the periods required by applicable Indian law.

Many of our clients are global enterprises with parent companies in Japan, Europe, the United States and elsewhere. In the course of servicing those clients, we may share specific operational information with the client’s overseas headquarters, with mutually agreed safeguards. Where information is transferred outside India, we do so only with appropriate contractual protections and only to recipients in jurisdictions that provide an adequate level of data protection.

Our website and services are intended for businesses and adults. We do not knowingly collect personal information from children under the age of 18. If you believe a child has provided information to us, please contact us and we will delete the information.

Our website may contain links to third-party websites and embedded content (for example, the Google Maps display of our hotel location). We are not responsible for the privacy practices of those third parties. Please review their privacy notices independently.

We may update this Privacy Policy from time to time. Material changes will be reflected by updating the “Last updated” date at the top of this page. We encourage you to review this page periodically. Where required by law, we will obtain fresh consent before applying material changes to your information.

If you have any questions about this Privacy Policy or wish to exercise any of the rights described in Section 8, please contact us: