Studentbostäder i Norden - Privacy Notice

Published on May 7, 2024 Studentbostäder i Norden AB (”Studentbostäder”), reg.no. 556715-7929, address Kungsgatan 47A 753 21 Uppsala is the data controller of the processing of your pe

Last updated:2024-05-07 . Previous version: 2022-12-30

1. Policy

Studentbostäder i Norden AB ("Studentbostäder"), company registration number 556715-7929, with address Kungsgatan 47A 753 21 Uppsala, Sweden, is the data controller for the personal data the company processes. Studentbostäder cares about personal integrity and is therefore keen to always protect personal data in an appropriate manner and comply with all regulations in force at any given time regarding data protection. Through this privacy policy, Studentbostäder wants to inform you about how personal data is processed by Studentbostäder.

Some pages on our website contain links to third-party websites. Studentbostäder is not responsible for their activities or information. Users who submit information to or through these third-party websites should therefore review the privacy policies of the respective websites before disclosing personal data.

2. Personal data collected by Studentbostäder

Studentbostäder collects and processes personal data in connection with you submitting an expression of interest in a vacant premises, apartment, parking space or similar, when you join Studentbostäder's housing queue, when you enter into an agreement with Studentbostäder, participate in Studentbostäder's events or when you otherwise communicate with Studentbostäder. Personal data is also collected in connection with your visit to our website. Personal data may be collected from other sources such as housing agencies, SPAR, the Swedish Tax Agency or from publicly available registers.

Examples of categories of personal data collected and processed by Studentbostäder include name, social security number, postal address, telephone number, e-mail address, IP address, income information, information from employment contracts, admission notices, registration certificates, references, information about browser and device, information from server log files, information collected through cookies, pixel tags and other technology and information about application usage, images or videos, and image material from camera surveillance and logs with phone numbers from our access control system.

3. How and why Studentbostäder processes your personal data

The personal data is processed in order to conduct Studentbostäder's operations, administer agreements and fulfil obligations as a landlord in relation to you as a tenant, housing applicant or supplier to us. During the tenancy, personal data is processed, for example, in connection with the provision of services, rent notification, payment processing, booking of laundry room, handling of fault reports, to improve the safety and security of everyone staying in our properties, compilation of consumption of electricity and/or water/heat as a basis, rent negotiations, preparation of inspection protocols, sending out newsletters and other information and in connection with the marketing of Studentbostäder's service offering through publication on our website, in our marketing material or publication on social media platforms.

The legal basis for Studentbostäder's processing of your personal data is to fulfil and administer lease agreements, comply with legal requirements or safeguard a legal claim in the event of, for example, late or non-payment of rent, disturbance or damage to the property. Personal data may also be processed on the basis of a balancing of interests, for example in order for Studentbostäder to be able to streamline, improve and adapt Studentbostäder's services and to ensure the condition and maintenance of the apartment, as well as to improve the safety and security of everyone who stays in our properties. Studentbostäder may also have a legitimate interest in sending out information to tenants or offering services through partners.

When you register your interest or join the queue for our apartments, we collect and process your personal data such as name, social security number, contact information and object of interest/queue. The legal basis for the processing is our legitimate interest in administering a queuing system and in obtaining information about housing applicants in order to mediate housing within rental activities. We receive the personal data directly from you. The information remains as long as your expression of interest remains or you are in the queue. If you wish to withdraw your expression of interest or place in the queue, you can request that we delete your personal data, see further in the section Your rights.

If you are between the ages of 13 and 18, you can also register your interest and join our housing queue. When processing your personal data, we are extra careful as children's personal data requires special protection. When processing your personal data, we do not use contracts as a legal basis. The legal basis for our processing of your personal data is instead a balancing of interests where we have made the assessment that our legitimate interest in processing your personal data in order to be able to administer your expression of interest or place in the queue outweighs your interest in not having your personal data processed.

When you participate in our events, we collect and process your personal data, such as your name and contact details as well as photos taken at such events. The legal basis for the processing is consent obtained in advance in connection with the notification, which consent can be withdrawn at any time by the person who provided it.

4. Who we share your personal data with

For the purposes stated above, Studentbostäder may transfer your personal data to the relevant authorities, to other companies within the Studentbostäder group, to companies that Studentbostäder does business with or to companies that provide services to Studentbostäder. Personal data may be transferred, for example, when a contractor is hired to carry out a repair in the rented apartment, in debt collection or when servicing Studentbostäder's provided systems for broadband or electricity. Studentbostäder may also, with the support of your consent, transfer your personal data to third parties who are independent data controllers. When your personal data is transferred to a company that is an independent data controller, that company's personal data policy applies to their handling of your personal data. Personal data may also be transferred in the event of an acquisition of all or part of Studentbostäder's operations.

5. Transfers outside the EU/EEA

As a general rule, we only process your personal data within the EU/EEA. If Studentbostäder has a supplier or business partner in a country outside the EU/EEA, your personal data may be transferred to them. In each such case, Studentbostäder will take appropriate protective measures to protect your personal data. The transfer will only take place in accordance with the applicable legislation and requires that the country in question has an adequate level of protection or that there is another adequate safeguard in place to ensure that the transfer is lawful. This means that the transfer can be based on, for example, the European Commission's adequacy decision or standard contractual clauses with supplementary safeguards. You can request further information about such transfer and the safeguards that Studentbostäder takes at any time.

6. How long we keep your personal data

Studentbostäder saves personal data for the duration of a business or customer relationship with you or for as long as it is otherwise necessary to fulfil the purpose of the processing or as long as there is an obligation to save the data according to law, regulation or authority decision. For example, student housing has a legal obligation to save leases, rent claims, decisions from the social welfare board and study certificates. Furthermore, personal data in accounting material (e.g. payments) will be stored for seven years, including the current year, because we have a legal obligation to do so. However, Studentbostäder applies a strict retention policy, which means that personal data from, for example, camera surveillance or access control systems is stored for a limited time according to applicable laws and guidelines. After the specified retention period, the material will be deleted or archived for future reference. You can unsubscribe from newsletters and the like at any time and your data will then no longer be saved for this purpose.

7. Sensitive personal data

If there should be sensitive personal data about you with us, the basis for this is either that we need the data to safeguard a legal claim or that you have given your consent for us to process the data. One example is that we may need to save data on housing adaptation, which can be indirect information about health and thus sensitive data

8. Your rights

Right to have information erased: You can request that the personal data we process about you be erased if you believe that the data is no longer necessary for the purposes for which it was collected. Upon your request, the personal data will be deleted without delay. However, in some cases, we are unable to delete your personal data, which may be because the data is either still necessary to process for the purpose for which it was collected, that our interest in continuing to process the data outweighs your interest in having it deleted, or because there is a legal requirement for us to keep it.

Right to be informed: You have the right to be informed about how we process your personal data, which we do through this privacy policy and by answering any questions you may have.

Right to access your personal data: You have the right to be informed about how we process your personal data. If you want to know what data we process about you, you can request access to it, by contacting us via info@sbsstudent.se.

Right to data portability: You have the right to request a copy of the personal data we hold about you in a machine-readable format in order to move your personal data to another recipient.

Right to rectification: In the event that you believe that any information about you is incorrect, you can request that the information be corrected. Within the scope of the stated purpose, you also have the right to supplement any incomplete data.

Right to restriction: In certain specific cases, you may have the right to request that our processing of your personal data be restricted. For example, if you have requested the rectification of inaccurate data, you can request that the processing be restricted for the time we need to verify the accuracy of the personal data. If our processing of your personal data would be unlawful and you oppose the erasure of the data, you can instead request that the data be restricted. If we no longer need the personal data for the stated purposes, but you do need it to be able to establish, exercise or defend legal claims, you can request that we do not delete your data. In the event of a restriction, the data is marked so that it can only be processed for certain purposes. When a restriction ends, we'll let you know.

Right to object: You can object to our processing that takes place based on legitimate interest (balancing of interests). You can also always object to us using your personal data for direct marketing. When you tell us that you no longer wish to receive direct marketing from us, we will turn off marketing and thus stop marketing to you.

Right to withdraw consent: Where we process your personal data based on your consent or explicit consent, you have the right to withdraw your consent at any time. When you withdraw your consent, we will stop processing.

Right to lodge a complaint: If you want to exercise any of your rights or have any questions regarding Studentbostäder's processing of personal data, you can contact Studentbostäder here:

Studentbostäder i Norden AB Kungsgatan 47A

753 21 Uppsala

info@sbsstudent.se

If you have a complaint about our processing of your personal data, you also have the right to turn to a competent supervisory authority. The competent supervisory authority in Sweden is the Swedish Authority for Privacy Protection, www.imy.se.

 

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