We only use your information for our administration and to provide our service to you. We do not share your information with third parties without your permission. We only ask for the data we really need, and we do not store data longer than necessary. You can modify your data in Mijn Vestide.
The General Data Protection Regulation (GDPR) came into effect on 25 May 2018 and implemented rules about protecting your privacy. The Personal Data Authority oversees compliance with the GDPR.
1. Your personal data
Personal data includes all data that can be traced back to a single person. This includes your name, address, phone number and account number. Sometimes, we process your data anonymously. Officially, it is then no longer considered personal data.
Personal data categories
We divide personal data into three categories:
Name and contact details: name, surname, address, historical addresses, email address and phone number.
Payment information: account number, payment history and income check.
Other personal data: for example, data for the Kansen en Sanctielijst (undesirable tenant behaviour list).
2. Personal data use purposes
We only ask for your name, contact details and income information when you register with us. Once we have this information, you can apply for available housing. When you rent from us, we use your name, contact details, payment information and other personal data.
There are also other situations in which we use personal data. For example, our Tenants’ Contact Centre uses certain data to properly answer your questions. Lastly, we use personal data for research, settling legal disputes and combatting fraud.
We use your data for four main purposes:
Goal 1: Provision of services
Registration in our systems
Preparation of the rental contract
Tenants’ Contact Centre
Authentication of the resident
Perform transactions and send account statements
Maintenance of the accommodation
Goal 2: Research and statistics
Tracking tenant numbers by district or neighbourhood
Analysis of that data
Goal 3: Prevention of rent arrears and addressing nuisance and fraud
Tracking rent arrears
Investigation of nuisance
Investigation of housing fraud
Goal 4: Settlement of legal disputes
Handling cases with a legal dispute
When someone is included in the Kansen en Sanctielijst
3. Consent and obligation to use personal data
We need certain personal data to provide our services. We can only help you if you provide that information. This could be an authorisation for rent payments, for example. We will only request data we need.
We draw up an agreement for housing rental. We only do so if we have certain personal data beforehand. We call this the pre-contractual stage, or the stage before we sign the contract.
We routinely conduct surveys to review and improve our services. We also sometimes conduct incidental surveys, such as for a project. We always tell you the purpose of such a survey, what the results will be used for and whether the survey is anonymous.
4. Sharing data with third parties
We enlist the services of third parties for some of our tasks, such as contractors for the maintenance of your home. These parties only receive the data about you that they need to perform their job. This is usually your address and sometimes your phone number or email address to make an appointment.
We work with the municipal authority, police or other parties to deal with issues such as nuisance, illegal cannabis cultivation, and fraud. We work according to a covenant in those cases.
We also use several computer programmes. The suppliers of these programmes are legally considered "data processors," so we always enter into a processor agreement with these companies to safeguard your privacy.
Data through third parties
In principle, we only collect your data through you.
We use a number of computer programmes. The suppliers of these programmes have access to the personal data and make backups for us. These suppliers are our data processors, so we have a processor agreement with them.
Our exchange of data is always within the legal framework.
5. Use of data outside the EU
We only process your personal data within the EU to ensure an appropriate level of data protection. The GDPR applies throughout the EU.
6. Security of your data
You can trust us to keep your personal data secure. We always choose a level of security that suits the technical development and cost to prevent the wrong people from seeing, changing or disclosing your data and from your data being lost or otherwise misused.
Examples of our measures include encryption and training our employees on privacy.
If we share your data with other organisations, we make sure that those organisations also protect your data technically and organisationally.
7. Retention period
How long we store your data depends on the type of data and what we use it for. We never keep data longer than necessary or legally permitted.
8. Your rights regarding personal data processing
You have a right to the protection of your privacy. You also have the following rights:
Right to inspection: you may inspect any of your personal data that we process.
Right to rectification: if the personal data we have on file is incorrect, you may have it corrected.
Right to deletion: if we no longer need your personal data for the purpose for which we requested it, you may ask us to delete it. An exception is if we are required to keep your data, such as for the Tax and Customs Administration.
Right to restrict processing: while we are processing your request involving any of the above rights, you have the right to request restriction of data processing.
Right to data portability: you may ask us to transfer any data we have on you to an organisation of your choosing. This is only possible if we process this data based on consent or agreement, not if we process it on legal grounds.
Right to object: you can object the use of your data if we process it on the basis of legitimate interest or public interest. A balance of interests will be made.
Question or complaint about your privacy
You can request inspection or rectification of your data. The easiest is to stop by our Woonwinkel, but you can also call +31 40 297 93 80. You will receive a form. Please complete the form and deliver it in person to our Woonwinkel. You will need to present a valid ID, not a copy. We require this to ensure that your data remains in trusted hands.
We do not share the following information:
Notes taken for internal use.
Personal data of others. For example, we will not share a tenant complaint filed by a neighbour.
Personal data used in the context of prevention, detection and prosecution of criminal offenses and other cases mentioned in the exceptions of Art. 23 of the GDPR.
All other questions, complaints or requests can be submitted through our contact form. We will provide a detailed, written response and we will look for a solution together. If we are unable to resolve the matter, you can file a complaint with the Personal Data Authority.
10. Contact Vestide*
Please get in touch if you have any questions, comments or complaints. You can use our contact form, report a complaint or call the Tenants’ Contact Centre on +31 40 297 93 80.
* Vestide is the name under which Woonbedrijf SWS.Hhvl operates with regard to student housing and short stayers.
Stichting Woonbedrijf SWS.Hhvl is the legal controller of your personal data.
Latest version October 2022