Processing of personal data
Information on processing of personal data for Studentbostäder i Linköping AB, corporate registration number 556596-6792.
It is important to us at Studentbostäder i Linköping AB [referred to as Studentbostäder in the text below] that you should feel safe with how we process your personal data if you are an applicant/current tenant or partner.
We need to process personal data in order to be able to offer our services, answer questions and otherwise carry on our business.
Studentbostäder processes your personal data in accordance with the GDPR (General Data Protection Regulation).
If you have questions concerning the processing of your personal data, wish to request a register extract or wish to restrict the processing of your personal data, correct inaccurate data, object to the processing of personal data or have your data erased, you are always welcome to contact us at email@example.com.
Below, we describe when, how and why we process personal data and what rights you have.
Personal data controller
Studentbostäder is the personal data controller and is thus responsible for processing personal data in accordance with applicable data protection legislation.
What personal data is
Personal data is information of any type that can be linked to you as a person, such as your name, address, apartment number and contact details like your telephone number and e-mail addresses. IP numbers, cookies and electronic identities are also personal data if they can be linked to you.
Processing of personal data at our premises
When you apply for accommodation at Studentbostäder
When you register in our queue for accommodation, we process the personal data that you provided during registration in order to create Mina Sidor [My Pages] and to place you in the queue for accommodation. During the period when you are in the queue, we collect and process your personal data in order to manage your application/expression of interest. We do this with balancing of interests as the legal basis for processing your personal data. Processing of personal identity numbers is necessary with regard to the purpose of the processing. The data will be retained for as long as you are in our queue.
When you are offered accommodation with us
When you are offered accommodation, we need to process more data on you. If a guardian or trustee exists, we need to process that data. If you are offered student accommodation, we will process the notification of admission or other certificates proving that you are studying. If you are refused an apartment with us because we cannot approve you as a tenant, we will retain your personal data for three months after the decision to refuse you.
When you have a rental agreement
When you become our customer and receive an agreement, we process your personal data to enable us to fulfil and manage our obligation as a landlord and as a party to the agreement. During the contractual relationship, we process your personal data when, for example, we send rent notifications and manage your payments, when we obtain information on consumption of electricity and/or water/heating, when we negotiate the rent and when we send you information that you require. We may also need to update your personal data against public records to ensure that it is correct.
If you have protected personal data, we will process your data according to our established procedures.
We also process your personal data to enable us to provide our services to you and to market ourselves and our services. This processing is necessary for our legitimate interest in developing and improving our services and maintaining satisfactory customer contact with you.
Your personal data will also be processed to enable other companies to market products that you can benefit from in connection with the contractual relationship, such as broadband companies, insurance companies and electricity companies. You can inform us at any time if you do not wish your personal data to be processed for marketing purposes.
We also process your personal data when this is necessary to attend to a legal claim. This applies if, for example, there are disturbances in the accommodation, rental payments are late or unpaid or there is any damage to the apartment.
We also process your personal data when you book any of our facilities (e.g. laundry room, sauna, guestroom or study room) via our app or website and the logs are saved for two (2) weeks. We use the logs to send rules for your booked facility and to be able to charge for possible damages that may be a result of you using the booked facility.
We may also process your personal data in other cases: if you wish to change apartments and we receive information about you from the tenant who is the leaseholder of the apartment you wish to rent.
We may also be required to disclose your personal data to the Social Welfare Board or other relevant authorities in accordance with laws and regulations.
We may engage personal data processors to process your personal data.
If the data is transferred to a country outside the EU, we ensure that such a transfer is lawful.
Camera surveillance of locations that are prone to crime may occur in our properties. The processing of personal data is based on our legitimate interest in preventing crime and substantiating legal claims.
This can be a question of camera surveillance in communal areas where tenants or others move around, such as laundry facilities and recycling facilities. You are informed by clear on-site signage in locations where camera surveillance is in operation. The image and video recordings obtained via camera surveillance are stored for a maximum of 14 days and may be handed over to the police for investigation of possible crimes.
In any contact with us
Your personal data is processed when you contact Studentbostäder regarding various matters. That processing is necessary to respond to and deal with incoming questions and to satisfy our legitimate interest in responding to requests from you.
If you are one of our suppliers and/or contact persons
We process personal data on you if you are a contact person or employee at one of our suppliers or business partners. We do this because we have a legitimate interest in being able to enter into, manage and fulfil the agreement with the supplier or business partner.
If you have a sole proprietorship, we process your personal data in order to fulfil the agreement with you.
We collect data for statistical and marketing purposes when you visit our website. Information on IP numbers is anonymised.
Questionnaires, marketing, newsletters, surveys and events
Your personal data may be processed for questionnaires, marketing, events and surveys.
Processing of your personal data for marketing purposes based on our legitimate interest takes place as long as you have a user account with us/are registered in our queue for accommodation or until you notify us that you no longer wish to receive marketing or newsletters from us.
How and when is your data saved?
We save your personal data for as long as it is relevant and up to date for the purposes for which it was collected. When it becomes obsolete, we carry out thinning and erasure of your personal data in accordance with our data management plan. We are a municipal public utility housing undertaking and are subject to the provisions of the Freedom of the Press Act on public documents, which means that we store public documents in our archives.
The processing of personal data within the framework of the management of your rental relationship is saved in accordance with the Rental Act and applicable archiving legislation. If we have any claim against you, we will save information on your identity and the basis of the claim until we receive payment of our claim in full or for as long as the claim can be legally enforced.
If we have any claim against you, we will save information on your identity and the basis of the claim until we receive payment of our claim in full or for as long as the claim can be legally enforced.
Images from general camera supervision/surveillance are automatically deleted after fourteen days. Access logs in electronic key systems are stored for fourteen days.
Data for processing and making decisions on applications to change accommodation is deleted in accordance with the Rental Act.
If your application for accommodation or to change accommodation is refused, the data is deleted one year after the refusal, unless you have registered on our website and remain as an applicant
We carry out thinning of public documents and data according to our data management plan.
Who do we share your personal data with?
In order to provide our services, we engage various suppliers such as service providers, debt collection companies, the Swedish Enforcement Authority. They process your personal data on our behalf and in accordance with our instructions.
We disclose your personal data to authorities at their or your request or on our own initiative if we have a legal obligation to do so.
In the event of sale of parts of our property stock, your personal data may be transferred to a potential acquirer.
When viewing an apartment. For viewing an apartment to be vacated, we share your contact details (name and telephone number) with applicants who have received an offer.
We also share your personal data with companies or other organisations that are independent personal data controllers if such is required by a law or regulation. We are required by law to disclose documents in some cases since we are subject to the Act on Public Access to Information and Confidentiality and the provisions of the Freedom of the Press Act on public documents. That means that e-mails and other documents sent to us become public documents.
Where do we process your personal data?
As a main rule, we, our suppliers and partners only process your personal data within the EU/EEA. In cases in which personal data is processed outside the EU/EEA, either there is a decision by the European Commission that the third country in question guarantees an adequate level of protection or there are appropriate safeguards to ensure that your personal data is protected.
How can you have your say with regard to our processing of your personal data?
You have a right to receive information free of charge about what personal data we process on you – a so-called register extract. Please specify the categories of data you wish to have access to. Please note that we only disclose data that we know for sure belongs to you.
- Right to correction.You can amend certain personal data yourself by logging in to My Pages. You also have a right to have inaccurate personal data corrected and to supplement incomplete personal data.
- Right to erasure (the right to be forgotten) Under certain conditions, you have a right to have your personal data erased.
- Right to withdraw your consent If the personal data processing is based on your consent, you have a right to withdraw your consent at any time. However, the withdrawal has no effect on any processing that took place prior to the withdrawal of consent.
- Right to data portability.Under certain conditions, you have a right to require that your personal data be transferred to another personal data controller in a structured, generally used, and machine-readable format. That right is restricted to data that you yourself have supplied to us.
If you consider that we are not processing your personal data in accordance with the General Data Protection Regulation, you can contact us, our Data Protection Officer and/or the supervisory authority, the Swedish Authority for Privacy Protection (IMY).
Contact details for the personal data controller
You are welcome to contact us at firstname.lastname@example.org.
You can contact our Dataskyddsombud (DSO) [Data Protection Officer] at email@example.com.