INFORMATION ABOUT PROCESSING OF PERSONAL DATA
Your privacy is important to us
It is important for us at Stockholms studentbostäder that our tenants and everyone in our queue feel comfortable about how we process and manage their personal data. It is also important that you know how we process your personal data, and therefore take note of the information below.
We have now updated our INFORMATION ABOUT PROCESSING OF PERSONAL DATA in which we outline and explain how we process your personal data in a safe, secure manner and comply with the legal requirements of the General Data Protection Regulation (EU) 2016/679 (GDPR), which comes into effect on 25 May 2018.
Personal data refers to all types of information which, directly or indirectly, can be linked to an individual, such as personal identity number, name, address and contact details such as telephone number and e-mail address.
Personal data also includes electronic traces left in system logs, such as cookies, IP addresses and passage/booking logs recorded when using electronic keys.
Controller of Personal Data
Stiftelsen Stockholms Studentbostäder (SSSB) is Controller of Personal Data for the processing of data we carry out ourselves or which other companies conduct on our behalf.
We collect and process the personal data which you provide to us voluntarily and obtain personal data from other sources. We do this because we have an established relationship with our customers and, as such, a legitimate interest in processing your personal data.
When your personal data is processed by a third party on SSSB’s behalf, a written agreement is drawn up in order to ensure your data is processed in a secure, legal manner.
In addition, where the data is transferred to a country outside the EU, we ensure this takes place legally. If you have protected personal data, we will process your data in accordance with our procedures for such cases.
When you register in our queue
When registering in our queue you are asked to provide personal data such as your name, address, date of birth/personal identity number and contact details. We also obtain details of student body membership. We process and make use of your data in order to securely administrate your place in the queue.
If you no longer wish to remain on the waiting-list, you may contact us and ask us to delete your data.
When you are offered accommodation/signing a contract
When you are offered accommodation with us and sign a rental agreement, we will need to obtain and process, in addition to the data stated above, details of your academic studies, including certificate of enrolment, student body membership and/or other certificates that verify you meet the requirements for student accommodation. We will also request a copy of a valid identity document, including a photograph, to confirm your identity.
Where applications for priority access to accommodation are filed to the Housing Committee, we may also process sensitive personal data related to your circumstances. We will obtain your consent for processing in such cases.
We will store your data as long as it is relevant.
During the tenancy
Once you have entered into a rental agreement with us, we process your personal data for a variety of purposes relating to the tenancy, such as issuing notification of rent, processing your payments, obtaining data about consumption of electricity and/or water/heat, during rent negotiations and when sending you information. We also obtain details of student body membership and check academic results to verify student status. We may also need to check your personal data against public registers in order to ensure it is correct. This is done in order to fulfil and administrate our obligations both as a landlord and contractual party.
We will also process your personal data where it is necessary in order to fulfil a legal obligation. We may need to do so, for example, if there is a disturbance in accommodation, rent is paid late, or not at all, or damage occurs in accommodation. We may also need to disclose your personal data to the Social Welfare Board or other relevant authorities, and where required to do so by law or official decision.
We also disclose your personal data to property management providers, insurance companies who offer home insurance policies and applicants in connection with viewing accommodation. Rental references are disclosed with your consent.
Your personal data is also processed to enable us to provide you with services and assistance, as well as promote ourselves and our services. Such processing is consistent with our legitimate interest in developing and improving products and services in order to maintain a good relationship with our customers. Your personal data may also be used to enable other companies to market products which may be of use to you in relation to your tenancy. Such marketing may originate from broadband providers, insurance companies and energy companies, for example.
In the event of applications for exemption or appeals lodged with the Housing Committee, we may also process sensitive personal data related to your application. We will obtain your consent for processing in such cases.
We will store your personal data for as long as it is relevant.
When the tenancy ends
We store relevant personal data, for example, the duration of the tenancy, when the term of the agreement ends. We will clear and delete your personal data, however, certain data, for example, rental agreements, Social Welfare Board rulings and academic certificates will be saved for a period of two years after the tenancy expires. Data about you which is contained in our accounting materials will be saved for a period of seven years, the current year included, under the Swedish Accounting Act.
You are entitled to obtain an extract from the register of the data we hold about you, as well as request that inaccurate data is corrected. You may correct the data which you have registered at My Pages yourself. You may also request deletion, object to processing activities, ask for processing of your personal data to be limited, withdraw your consent and request for your data to be transferred to another landlord, where this is technically viable. Such requests are to be submitted to us in writing.
You are also entitled to file complaints regarding how we process your personal data to us or the supervisory authority, the Swedish Data Inspection Board. You may do so if you do not believe we are processing your data in accordance with the General Data Protection Regulation. If you have any questions regarding processing of your personal data, you are welcome to contact us.
Stiftelsen Stockholms studentbostäder
104 32 Stockholm