Information on Data Protection

We hereby inform you about our processing of personal data. You may contact us by writing to us at the above address or via our contact form at any time.External data protection officer is Devacon GmbH, Lessingstraße 16, 16356 Ahrensfelde, Email: info_contact@devacon.eu.


Below please find the most important information about typical data processing sorted by groups of data subjects. For certain data processing activities, which relate only to specific groups, the duties to provide information are met separately. Where the term “data” is used in the text, in each case it refers only to personal data as defined in the GDPR. This information on data protection already takes into account the requirements of the EU General Data Protection Regulation, which is applicable as of 25 May 2018. The rights in items 9.6 and 9.8 will not come into effect prior to 25 May 2018.

 

  1. Website Visitors
  2. Tenants
  3. Propsective Tenants
  4. General Information and Rights of Data Subjects

 

1. Website Visitors

1.1 format Hausverwaltungen GmbH, Uhlandstraße 28, 10719 Berlin is responsible for the processing of data during the use of the website. You may contact us by writing to us at the above address or via our contact form at any time.

1.2 Server log data

Our web server processes a range of data for each request, which your browser automatically transmits to our web server. This includes the IP address allocated to your device, the date and time of the request, the time zone, the specific page or file accessed, the http status code and the data quantities transmitted; in addition, the website from which your request originated, the browser used, the operating system of your device and the language used. The web server uses these data to make the contents of this website available in the best possible way on your device.

1.3 Web analysis

We use a software for needs-based design of the website. that saves a small text file (“cookie”) on your device to enable us to analyse your visitor behaviour with a pseudonym. For this purpose various data that your browser transmits automatically are used. Your IP address is only processed in an anonymous form. The data collected are not used to identify the visitors to the website personally. In addition, they are also not combined with other data in order to identify the visitors.

You may prevent the storage of cookies by using appropriate settings in your browser or reject the analysis of your usage behaviour:

1.4 The purpose of the data processing is the online presentation of the company and communication with applicants, interested parties, tenants and business partners. The purpose of the analysis of user behaviour on the website is the needs-oriented design of the website.

1.5 The legal basis for the processing during the use of the website is Article 6(1)(b) GDPR (user agreement for the website). The legal basis for the analysis of user behaviour is Article 6(1)(f) GDPR (justified interest, specifically the needs-oriented design of the website).

1.6 Log and communications data are not passed on to third parties except under special circumstances. In the event of the suspicion of a crime or in investigative proceedings, data may be transmitted to the police and the public prosecutor’s office. We use processors by means of service agreements to perform services, in particular to provide, maintain and support IT systems.

1.7 IP addresses are anonymized at the latest after 24 hours. Pseudonymous usage data are deleted in each case after three months. Communication content is deleted after six calendar years.

1.8 Use of the website without disclosure of personal data such as the IP address is not possible. Communication via the website without providing data is not possible. Use of the website is also possible if the pseudonymous usage analysis has been rejected.

 

2. Tenants

2.1 The company listed in the relevant lease agreement is responsible for the processing of data. Please find the contact details in the lease agreement. If you have any questions, please contact us either by telephone or using the contact form.

2.2 We process your data for the purposes of performing the lease and for administration, ongoing maintenance, and development for the real estate properties. If there is video monitoring at rental or administrative buildings, the purpose of processing is ensuring compliance with house rules, as well as the discovery and prosecution of criminal acts. No change in these purposes is planned.

2.3 The legal bases for processing are Article 6(1)(b) GDPR (lease agreement) and Article 6(1)(c) GDPR (legal obligations). Upon move-in tenant data is transferred to the local primary energy utility based on Article 6(1)(f) GDPR (justified interest, specifically the interest of the primary utility to know its potential customer by law). In case of reviewing, asserting or rejecting claims, the legal basis will be Article 6(1)(f) GDPR (justified interest, specifically asserting or defending claims). With respect to internal quality assurance, the legal basis is Article 6(1)(f) GDPR (justified interest, specifically quality assurance for internal processes). If there is video monitoring at rental or administrative buildings, the legal basis is Article 6(1)(f) GDPR (ensuring compliance with house rules, as well as the discovery and prosecution of criminal acts).

2.4 Recipients of data may include banks for the processing of payments. Public authorities and offices may receive data within the scope of their duties, insofar as we are obligated or entitled to transmit data. Upon move-in tenant data (name, address) is transferred to the local primary energy utility. In addition, in individual cases data may be transmitted to collection service providers, lawyers and courts. In case of suspicion of a criminal act or in investigative proceedings, data may be sent to the police and the public prosecutor’s office. We also use processors by means of service agreements to perform services, in particular to provide, maintain and support IT systems, as well as for the reading of meters to determine subsidiary costs.

2.5 All contractual data and data relevant to accounting are stored for 10 calendar years in accordance with the storage periods under tax and commercial law. Legal title documents are stored for 30 calendar years unless the receivable is paid off prior. Recordings from video monitoring equipment are deleted on a regular basis after seven days at the latest.

2.6 The provision of data is obligatory for tenants both legally and contractually. Without provision of data, no lease may be established and carried out.

 

3. Prospective Tenants

3.1 format Hausverwaltungen GmbH, Uhlandstraße 28, 10719 Berlin is responsible for the processing of data within an application for a specific apartment. And for the processing of data as part of the general administration of prospective tenants. 

3.2 We process your data for the purpose of offering appropriate properties and entering into a lease. Immediately prior to the conclusion of the lease agreement, we perform a credit check. No change in this purpose is planned.

3.3 The legal basis for processing is Article 6(1)(b) GDPR (precontractual measure for the lease agreement). The credit check is performed on the basis of Article 6(1)(f) GDPR (justified interest, specifically checking of the creditworthiness of contractual partners).

3.4 In case of a credit enquiry, Schufa Holding AG will obtain identification data from you (name, date of birth and current address). We also use processors by means of service agreements to perform services, in particular to provide, maintain and support IT systems.

3.5 Apartment requests will automatically be deleted one month after the last activity, specific application data and credit information will be deleted four months after the leasing of the apartment.

3.6 The provision of data is obligatory for tenants both legally and contractually. Without provision of data, no offers may be made and no lease may be established.

 

4. General Information and Rights of the Data Subjects

4.1 There will be no transmission of data to third countries.

4.2 We do not use any automated decisions on individual cases.

4.3 You have the right to request information at any time about all your personal data that we process.

4.4 If your personal data are inaccurate or incomplete, you have the right to correction and amendment.

4.5 You may request the deletion of your personal data at any time, unless we are legally obligated or entitled to process your data further.

4.6 In case of legal requirements, you may request a limitation on the processing of your personal data

4.7 You have the right to object to processing if the data processing is performed for the purposes of direct advertising or profiling. If processing is performed as a result of the balancing of interests, you may object to the processing stating reasons arising from your particular situation.

4.8 Where data processing is performed on the basis of your consent or as part of a contract, you have the right to transfer the data provided by you, unless the rights and freedoms of other persons are impaired.

4.9 Where we process your data on the basis of a declaration of consent, you have the right to revoke this consent at any time with effect for the future. Any processing performed prior to revocation will remain unaffected by the revocation.

4.10 In addition, you have the right to file a complaint to a data protection supervisory authority at any time if you are of the opinion that data processing has occurred in breach of an applicable law.

 

Last updated 24.05.2018