Housing Denmark A/S - Collecting and processing personal data
When marketing and renting out properties, Housing Denmark A/S (hereafter Housing) collects and processes personal data on an ongoing basis .
Housing acts as data controller and is responsible for processing the personal data we receive and/or collect about you. You can contact us via email on GDPR@housingdenmark.com, phone +45 70 20 04 70 or via letter sent to Housing Denmark A/S, Strandvejen 70, 2900 Hellerup, Denmark.
Housing is not required to have a data protection officer (DPO).
What information do we collect and from where?
Housing’s processing of personal data may include the following basic information:
- Phone numbers
- Danish personal identification number (CPR-nummer or personnummer)
- Bank information
- Data from passport or driving license
- Family relations
- Work area
Housing receives such information when processing a mediation agreement or a lease contract, or when you apply for a rental property.
Similarly, we may receive information from others who may have knowledge of your personal relationships, for example your lawyer or another representative.
In addition, you sometimes pass on personal information to Housing yourself. This can be done during a telephone conversation, by sending an e-mail or a letter or by filling in a form.
It is up to you whether you want to pass on your personal information to us. We do however need certain personal information from you if you wish to sign a mediation agreement or rent a property that Housing manages
Housing collects information on your basic data such as name and address from publicly available databases. This way we ensure that the information is always updated and correct.
Information about you will be registered and stored with the particular case if the information is necessary for Housing’s management of the property. This applies regardless of where we receive the data from.
For what does Housing use the information?
Housing registers and uses your personal information in order to rent out properties.
We collect information about your Danish personal identification number as well as your basic information (name, address etc.) for the sole purpose of being able to identify, verify and locate you in a safe way.
Housing does not use personal data for marketing.
Whilst handling the case, Housing may disclose or transfer your personal information to the following:
- Potential tenants
- Lawyers or others acting on behalf of Housing
- Group owned companies including Housing Denmark Services ApS
Housing does not transfer your information to third countries unless you move there yourself with the exception that IT providers from third countries (USA) support certain features of the Housing website.
Are we allowed to do that?
Housing’s processing of your personal data is based on article 6, 1. (a) and (b) of the General Data Protection Regulation (GDPR) as well as the Danish Data Protection Act (databeskyttelsesloven), section 11, 2. #2-3 cf. GDPR article 87.
If you sign a mediation agreement or a lease, Housing is therefore not obliged to get your consent to processing your personal information.
Housing only uses consent if you use the forms on the website.
For how long are your personal details stored?
Housing generally keeps your information for 5 years from the termination of the rental and/or mediation agreement.
The information Housing obtains via forms on the website is stored until Housing has processed the request, but no longer than 6 months.
Personal data will be deleted periodically and therefore not exactly 5 years after the case has been concluded.
Right of access, rectification, erasure, limited processing and data portability
The General Data Protection Regulation (GDPR) gives you a number of rights in relation to Housing’s processing of your personal data.
Please contact Housing if you wish to make use of these rights. In order to process your request please send it via email to GDPR@housingdenmark.com or via letter to Housing Denmark A/S, Strandvejen 70, 2900 Hellerup, Denmark. You are always welcome to call us at +45 70 20 04 70, but we recommend that you make a written inquiry.
The right to view information (right of access)
You have the right to gain insight into the information Housing has about you.
The right to correct incorrect information (rectification)
You have the right to request that incorrect information about yourself is corrected.
The right of erasure (the right to be forgotten)
In special cases, you have the right to request erasure of the information Housing has registered about you before the date of the general erasure.
The right to limited treatment
In certain cases, you may have the right to restrict the processing of your personal information. As of now, if you are entitled to limited processing of your personal information, we will only be able to process your information (except storing) with your consent, or for the purpose of determining whether a legal claim may be applicable or defended in order to protect a person, or if important social interests speak for this.
The right to transmit information (the right to data portability)
In certain cases, you may have the right to receive your personal information in a structured, commonly used and machine-readable format and to transfer such personal data from one data controller to another without any hindrance.
However, this implies that Housing’s processing of information about you happens automatically and is based on a consent or is required to fulfil a contract, and that you have provided us with the information yourself. All three criteria must be met in order for you to have the right to data portability.
Right to object
In some cases, you may have the right to object to our otherwise legitimate processing of your personal information.
Please contact Housing if you wish to make use of this right.
In order to process your request please send it via email to GDPR@housingdenmark.com or via letter to Housing Denmark A/S, Strandvejen 70, 2900 Hellerup, Denmark. You are always welcome to call us at +45 70 20 04 70, but we recommend that you make a written inquiry.
You can read more about your rights in the guide from The Danish Data Protection Agency, which you will find on https://www.datatilsynet.dk/vejledninger/vejledninger-databeskyttelsesforordningen/.
You are entitled to file a complaint with The Danish Data Protection Agency if you are unhappy with the way Housing processes your personal information. You can find more information on their webpage https://www.datatilsynet.dk/forside/.
In the case of any discrepancy between the translation and the Danish original, the latter shall prevail.