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Privacy Statement

City Estate > Privacy Statement

Privacy Statement City Estate

Via the site and for the services of City Estate B.V. (hereinafter: City Estate) personal data are processed. City Estate considers careful handling of personal data of great importance. Personal data are carefully processed and secured.

In our processing, we adhere to the requirements of General Data Protection Regulation (AVG) which came into force on May 25, 2018.

This includes:

  • by means of this privacy statement, we fulfill our information obligation from articles 12, 13 and 14 AVG;
  • we clearly state the purposes for which we process personal data. We do so through this privacy statement;
  • we guarantee the security of your personal data;
  • we first ask you for express consent to process your personal data in cases where consent is required;
  • we respect your right to provide access to, correct or delete your personal data at your request.

City Estate is the data controller. In this privacy statement we explain which personal data we collect and use and for what purpose. We recommend that you read it carefully.

This privacy statement covers the following topics:

  1. Use of personal data
    1.1. Interest in property as a tenant
    1.2. Letting accommodation
    1.3. Receive property mail
    1.4. Response form
    1.5. Mail to information email address
  2. Published
  3. Provision to third parties
  4. Duration of storage
  5. Outside the EU
  6. Security
  7. Data breach
  8. Changes to this privacy statement
  9. Filing a complaint with the Personal Data Authority
  10. Accessing, modifying and deleting your data
  11. Contact details

The privacy statement was last updated on 1-3-2020

1. Use of personal data

City Estate receives personal data from tenants and landlords through its website.

In addition, there are other sites where the properties are posted, so City Estate receives data from tenants at the request of these individuals.

These personal data are used to mediate rentals. By receiving this data, City Estate can contact the tenant/landlord and thus start the process of renting or letting.

The data received and the legal bases for each category will be identified below.

1.1. Interest in property as a tenant

If you are a tenant interested in a property, you will be asked to complete the following on the website:

- Initials
- Last name
- Phone number
- E-mail address

After filling out this information, the tenant will receive an email with some questions:

- What is your reason for seeking housing?
- What is your occupation/study?
- Do you have any pets?
- How many people are you looking for living space for and with whom?
- When would you like to move in?
- For how long would you like to rent?
- Are you looking for furnished or unfurnished accommodation?
- When are you available for viewing?
- What phone number can you be reached?
- There is an income requirement for this property. The (combined) gross monthly salary must be approximately 3.5 times the monthly rent. If the income is not sufficient, we can also work with a guarantor. Can you meet this requirement? YES / NO

These questions are asked in order to make a good match between the property, landlord and tenant. This profile is sent to the landlord of the property with no mention of personal data, email address or phone number. The person concerned is aware of this.

Views on lease agreement:

After viewing a property and agreement from the landlord, the tenant is screened to determine if they are creditworthy to rent the property. For this purpose, City Estate requires three latest pay stubs/income statements from tenant.

Tenant unambiguously consents to this by completing and signing the "declaration of intent to live". The following information is requested in this letter of intent:

- Name and address details
- Phone number
- Email address
- Country
- Smoking - yes or no
- Pets, if yes which
- Children, if so what age
- Occupation
- Gross monthly salary
- Name of employer
- Permanent or temporary employment

Verification identification:

Before handing over the keys, tenants must identify themselves in person with valid identification through ID scanner or app, the document will be checked for authenticity. The following data will be stored with the external verifying party:

- Name
- Date of Birth
- Gender
- Nationality
- Type of document
- Document number
- Country of issue
- Validity

Legal bases:

The data requested concerning the rental agreement are requested pursuant to art.6 paragraph 1 sub b AVG, on the basis of the rental agreement or the yet to be concluded rental agreement.

Tenant unambiguously consents to the processing of personal data for the purpose of creditworthiness screening for housing rental. Tenant grants this consent by completing the "declaration of intent to rent housing".

1.2. Renting out property

If you, as a landlord, wish to have your property rented by City Estate, you will be asked to complete the following:

- Name and address details
- Phone number
- E-mail address
- Husband/wife

When the rental agreement is finally concluded, City Estate would also like to receive your bank account number. This way the rent can be transferred to you.

Legal basis:

These data are requested pursuant to art.6 paragraph 1 sub b AVG, based on the rental agreement or the request for a rental agreement.

1.3. Received housing mail

You can subscribe to the housing mail on the City Estate website. To register for this, the following information is requested:

- Name
- Email
- Salutation

Legal basis:

These data are requested pursuant to art.6 paragraph 1 sub b AVG, based on the rental agreement or the request for a rental agreement.

1.4. Response form

If you have a question for City Estate you can leave it using the response form, here you will be asked to fill in the following:

- Name
- Phone number
- E-mail

Legal basis:

If you fill out a response form on the website, the data you send us will be kept as long as the nature of the form or the content of your e-mail requires for it to be fully answered and processed.

1.5. Mail to information email address

If you send us an e-mail, the data you send us will be kept as long as the nature of the form or the content of your e-mail requires for it to be fully answered and processed.

2. Publish

We do not publish your personal data.

3. Disclosure to third parties

We only share the tenant's profile (without phone number) with the landlord in order to make a match between the tenant and landlord.

In some cases, the information below is shared with a Collection Agency when necessary:

- phone number
- name
- address + house number
- (sometimes) email

We transfer the data you provide to third parties as necessary for the services requested. For example, City Estate uses an all-in-one software package for real estate agents. The entire administration and workflow is realized in this.

In addition, for screening, City Estate has three different parties processing data for City Estate. For screening this is Experian and EDR and for the ID scan this is Keesing reference systems.

- We provide your data to Experian Group. Experian will make a recommendation about your creditworthiness based on this data. Experian uses your data to research your creditworthiness and contact information. Please see Experian Group's privacy statement below:

http://www.experian.nl/privacy-statement/

- We provide your data to Economic Data Resources B.V. (EDR). EDR will make a recommendation about your creditworthiness based on this data. EDR will use your data for research on your creditworthiness and contact information. If you wish to object or require information about EDR's use of your personal data, please see: https://www.edrcreditservices.nl/privacy-statement/

- City Estate uses Keesing to verify the authenticity of your identification document. Keesing stores your name, date of birth, nationality, country of issue, document number and document validity. Please see Keesing's privacy statement below:

When we provide your data to a third party, we ensure (with an agreement), among other things, that your data is not used for other purposes and that it is properly secured. We also agree herein that your data will be deleted as soon as it is no longer needed.

City Estate does not provide data to other parties unless this is a legal obligation. An example is that the police request data in connection with a fraud investigation. In that case, City Estate is legally obliged to hand over these data.

4. Duration of storage

Tenant data:

For up to 2 years after the termination of the rental agreement, City Estate will retain your data. After this period your data will be deleted, pursuant to art.12 Exemption Decree.

The creditworthiness screening data and your financial data will be kept for up to 7 years after the termination of the rental agreement, pursuant to art.52 State Tax Act.

Landlord data:

For up to 2 years after the termination of the rental agreement, City Estate will retain your data. After this period your data will be deleted, pursuant to art.12 Exemption Decree.

5. Outside the EU

Among other things, City Estate uses Cloud services from Google for this purpose, data may be stored outside the EU. City Estate has concluded the following agreements for this purpose:

Amendment data processing for G Suite and/or agreement for complementary products:
https://admin.google.com/terms/apps/3/1/en/dpa_terms.html

Model contract clauses EU for G-suite
https://admin.google.com/terms/apps/1/5/en/mcc_terms.html

6. Security

City Estate takes security measures to limit misuse and unauthorized access to personal data. The website is in possession of a valid SSL certificate issued by Let's Encrypt Authority X3. This ensures that all information flows between the user and the servers are encrypted. This means that if a third party intercepts the submitted information, he or she cannot possibly read it because the information is encrypted. If you would like to know more about how the website is secured, please contact us using the contact details listed under point 12.

7. Data breach

City Estate will report a data breach to the Personal Data Authority at all times. Those affected by a data breach will be notified (if necessary) via the data known to City Estate.

8. Changes to this privacy statement

We reserve the right to make changes to this privacy statement. It is recommended that you consult this privacy statement regularly so that you are aware of these changes.

9. Filing a complaint with the Personal Data Authority

You have the right to lodge a complaint with the Personal Data Authority if you suspect that City Estate is not handling your personal data properly. You can do this through the site of the Authority for Personal Data: https://autoriteitpersoonsgegevens.nl

10. Inspection, modification and deletion of your data.

You have the right to access your personal data. In addition, you can request to change and delete your data. For questions about our privacy policy or questions about accessing, changing or deleting your personal data, please contact us at any time using the information below.

11. Contact details

City Estate B.V.
Savannahweg 17
3542 AW Utrecht

E: info@cityestate.nl
T: 085 - 06 07 004
Chamber of Commerce: 77525027

Privacy Statement