1. Data controller
Your real estate company is the data controller for processing of your personal data. Your data controller for your personal data is the real estate company where you are looking for a home, or the real estate company that is on your lease agreement.
Your real estate company has handed over the daily administration of your lease to Kereby Property Management (”Kereby”/”we”/”us”). This means that Kereby processes your personal data as data processor on behalf of your real estate company. Therefore, please contact Kereby, and not your real estate company, if you have any questions regarding the processing of your personal data:
La Cours Vej 7
Phone: +45 39 45 62 00
2. Purpose, types of personal data and legal basis
The purposes for which your personal data is processed, what types of personal data are processed and what the legal basis is for the processing of your personal data, depends on each individual tenancy. The information below shows the possible purposes, types of personal data and legal bases that can apply.
For what purposes are the personal data used?
- To be able to assess whether you can get a tenancy.
- To be able to put you on an interest list for a tenancy.
- To look you up in RKI. It is a legal requirement to get a tenancy, that you provide your personal identification number (CPR-number), for us to carry out a credit rating in RKI in order to assess whether you can get a tenancy.
- Administration of your tenancy, including necessary communication.
- For the establishment, exercise or defence of a legal claim (e.g. dispute with rent control board and debt collection cases).
- To comply with legal requirements and to comply with our legal obligations.
- To comply with terms of the lease, including collection of rent/consumption.
- To send you service messages.
- To send out satisfaction surveys.
- To meet your enquiries.
- To process complaints from you or complaints about you.
- As identification in case of breach of the lease agreement.
- To monitor the property. Television monitoring will be set up in accordance with the rules of the Television Monitoring Act.
- In connection with purchase and sale of the property and prior to the purchase and sales of real estate (due diligence).
- To verify you.
- To establish the market rent by comparing your paid rent with similar leased premises in the relevant area to yours (comparable leased premises).
- In connection with a possible eviction by court order.
- To be able to carry out ESG reporting and generally generate CO2 accounts as a basis for saving energy, marketing and for the purpose of compensating the environment.
What types of personal data?
If you are applying for an accommodation:
- a) Regular personal data:
- Name, address, pay checks, mail correspondence, type of apartment you are looking for, current housing situation, relationship between those who will be living in the apartment and phone number.
- b) Confidential personal data:
- Personal identification number (CPR-number) and pay checks must be obtained to check if you are registered in RKI.
If you become a tenant:
- a) Regular personal data:
- Names of tenants, address, telephone number, information about your tenancy, pay checks, complaint cases, medical insurance card, house rules cases, rent control board cases, heat and water consumption, other information about consumption, warnings, complaint or termination related to the tenancy, failure to make payment, tv images, customer account number, correspondence with lawyers, premises condition reports and vacated premises reports, information submitted by other tenants, other violations of the tenancy, cases about rent control and photo documentation.
- b) Confidential personal data:
- Personal identification number (CPR-number).
- Account and credit card information.
- c) Sensitive personal data:
- In special cases, the specific circumstances may cause that data about your health or data about disabilities are collected.
What is the legal basis for the processing?
- a) The processing of the mentioned regular personal data is carried out in order to take steps at your request prior to possibly entering into a contract (the GDPR article 6 (1)(b).
- b) Processing of information about whether you are listed in RKI and processing of your personal identification number (CPR-number) is based on your prior consent to do so (the GDPR article 6 (1)(a). The consent can be withdrawn at any time. Withdrawal of consent does not affect the processing carried out before the withdrawal.
- a) The processing of the mentioned personal data can be done:
- To fulfil a contract (article 6 (1)(b) of the GDPR).
- To comply with legal obligations of the landlord (article 6 (1)(c) of the GDPR).
- To pursue the legitimate interests by the landlord to establish, exercise or defend legal claims (article 6 (1)(f) of the GDPR).
- To pursue the legitimate interests by the landlord to monitor the premises (article 6 (1)(f) of the GDPR).
- To pursue the legitimate interest in being able to send out service messages (Article 6(1)(f) of the GDPR).
- To pursue the legitimate interest in being able to send out customer satisfaction surveys (Article 6(1)(f) of the GDPR).
- To pursue our and third parties’ legitimate interest in establishing the appropriate and reasonable market rent in a specific case through the use of comparative tenancies where your rental information may be relevant for the purposes of this comparison. On the basis of this legitimate interest, your contact details may also be disclosed to lawyers and landlords in order for you to decide for yourself whether you wish to share further information and generally assist in the comparison lease case in question (Article 6(1)(f) of the GDPR).
- To pursue the legitimate interest in processing your consumption data in order to carry out ESG reporting and generally generate CO2 accounts as a basis for saving energy, marketing and for compensating the environment (Article 6(1)(f) of GDPR).
- b) The processing of your personal identification number (CPR-number) – is based on your prior consent to do so (section 11 (2), no. 2 of the Danish Data Protection Act). The consent can be withdrawn at any time. Withdrawal of consent does not affect the processing carried out before the withdrawal.
- c) Processing of the mentioned sensitive personal data may take place:
- To establish, exercise or defend a legal claim (article 9 (2)(f) of the GDPR).
- To comply with the landlord’s obligations within labour, health and social security law (article 9 (2)(f) of the GDPR) cf. section 116 in the Danish Service Act.
In some cases, your personal data will be transferred to independent data controllers, if it is imposed on the real estate company or if it otherwise follows from the tenancy. These are the following categories of recipients:
- Group affiliated companies (name, address, and rent).
- Utility companies (name and address).
- Accountants (contact details).
- Lawyers (depends on the specific case and may in principle cover all of the above-mentioned personal data).
- Public authorities (name and address).
- Payment services, e.g., Nets (payment details, name and address).
- Courts (depends on the specific case and may in principle cover all of the above-mentioned personal data).
- Potential real estate buyers (name, address, arrears, and yearly rent).
- Other landlords and their lawyers when assisting with comparable premises (contact details).
- Contractors in connection with property development (contact details).
- Residential representation (contact details).
The personal data may be transferred to the above-mentioned categories of recipients with the same legal bases as described under section 2 above.
Furthermore, your personal data is disclosed to business partners who provide services on behalf of the real estate company.
In addition to Kereby, these are the following categories of data processors:
- Suppliers of IT services, mail providers, invoicing, collection, and IT systems
If your personal data is transferred to data processors or data controllers established in countries outside the EU/EEA which does not have an adequate level of protection, such transfer will be based on the EU Commission’s standard contracts.
If you have applied for a tenancy or have been registered on an interest list for a tenancy, and you do not get the tenancy, your personal data is deleted as soon as possible after you are notified that you did not get the tenancy.
If you are a tenant or have been a tenant your personal data will be deleted on an ongoing basis, when there is no longer a need to process it to fulfil on or more of the purposes set forth above. As a starting point personal data will be deleted 3 years after termination of the lease tenancy. Though, in some cases personal data will be stored in up to 10 years after termination of tenancy if we are legally required to or in order to defend or establish legal claims.
However, data can be processed and stored for an indefinite period in anonymised form. We have implemented internal retention periods for the processing of the various personal data.
5. Updating information
We continually try to verify that the personal data we process about you is accurate and up to date. We do this, e.g. by contacting you or compare your data with public data bases. However, as our service depends on your data being accurate and up to date, we also ask you to inform us of changes to your data. Please submit any changes to email@example.com stating your customer account number.
We have implemented security measures to ensure that internal procedures comply with established safety standards and applicable legal requirements. We try our best to protect the quality and integrity of your personal data. Sensitive and confidential data will only be sent in encrypted form in accordance with the guidelines of the Danish Data Protection Authority.
Sensitive and/or confidential personal data will only be transmitted in encrypted form.
We have implemented internal information security rules, which contains instructions and measures protecting your data from being destroyed, lost, altered, against unauthorised disclosure and against unauthorised access or knowledge.
7. Your rights
- You have the right to access your personal data.
- You can object to the collection and further processing of your personal data.
- You have the right to have your data rectified or deleted.
- You have the right to request the restriction of your personal data.
- Under certain circumstances, you can request to receive a copy of your personal data, as well as request transmission of your personal data to another data controller (data portability).
9. Contact and complaint
If you would like to complaint about how we process your personal data, you are welcome to contact us by phone: +45 39 45 62 00 or by email: firstname.lastname@example.org
You can also file a complaint to Datatilsynet:
Borgergade 28, 5. Sal
1300 København K
Phone: +45 33 19 32 00
Cookies on www.kereby.dk
1. Owner and contact information of website
CVR no.: 38786326
Address: Göteborg Plads 1, 9., 2150 Nordhavn
Telephone: 39 45 62 00
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If you are using a PC, you can delete cookies by using the keyboard shortcut [CTRL]+[SHIFT]+[Delete].
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If you have any questions about cookies, please contact us on email: email@example.com and telephone: 39 45 62 00.