Privacy and
Cookies policy

Revised: 17-10-2024

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:

Kereby ApS
La Cours Vej 7
DK-2000 Frederiksberg
CVR-38786326
Phone: +45 39 45 62 00
Mail: info@kereby.dk

This privacy policy (“Privacy Policy”) provides you with the information that you are entitled to receive, in accordance with applicable data protection laws. You must read the Privacy Policy before submitting your personal data.

The Privacy Policy applies to the processing of personal data collected about you, prior to, during or after the termination of your tenancy. Collection of personal data can be done via the websites www.kereby.dk/,www.kerebyudlejning.dk from other tenants in the tenancy, real estate agents, in connection with the purchase of a business, from the real estate company’s former property manager, from Boligportalen, from public authorities, public records and directly from you.

 

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. The marketing may consist of us using your address and name to send physical mail containing news, competitions, tips and saving advice related to your consumption from Kereby and our partners.

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, electricity, 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, strengthen our commercial interests and for compensating the environment (Article 6(1)(f) of the GDPR). When we send physical letters with marketing, we ensure beforehand that you are not registered for protection against advertising via the Robinson list or have opted out of marketing via addressed physical mail with us. We continuously check tenants’ information against advertising protection through updates from the CPR register. Our legal basis for this process is the legal obligation we are subject to under Section 10, Subsection 4, No. 2 of the Marketing Act (Article 6 (1)(c) of the GDPR.)
• To pursue the legitimate interest in processing data on energy consumption on the property, cf. section 5(5) of the Danish Building and Housing Registration Act. (Article 6 (1)(f) of the 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.

3. Recipients

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.

4. Deletion

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 info@kereby.dk stating your customer account number.

6. Security

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. E.g you have the right to object to the processing of your personal data for marketing purposes via physically addressed mail.
• 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 request to receive a copy of your personal data, as well as request transmission of your personal data to another data controller (data portability).

8. Cookies

For information about what cookies are used on www.kereby.dk/, how they are used, when they are deleted and how you can block them, please refer to the cookie policy at https://kereby.dk/privacy-policy/.

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: info@kereby.dk

You can also file a complaint to Datatilsynet:

Datatilsynet
Borgergade 28, 5. Sal
1300 København K
Phone: +45 33 19 32 00
E-mail: dt@datatilsynet.dk

10. Changes to this Privacy Policy

We reserve the right to make changes to this Privacy Policy from time to time. In the event of changes, the date at the top of the Privacy Policy will be updated. The Privacy Policy in effect at any time, will be available at www.kereby.dk/ In the event of significant changes, you will be notified by e-mail.

 

Cookies on www.kereby.dk

1. Owner and contact information of website

Kereby ApS

CVR no.: 38786326

Address: La Cours Vej 7, 2. sal, DK-2000 Frederiksberg

Email: info@kereby.dk

Telephone: 39 45 62 00

2. What are cookies?

Cookies are used in almost all websites today and are in many cases necessary to provide services on the website.

A cookie is a small script placed on the user’s computer or mobile device (e.g. PC, tablet, smartphone etc.). Cookies can, among other things, be used to compile statistics on user behaviour on the website and to optimize the content of the page. A cookie is a passive file that cannot carry computer viruses or install malware. Some cookies are placed by parties (so-called third parties) other than the one in the address bar (URL) of the browser. Such cookies may be cookies performing ordinary functions, but also analysis tools and embedded comments fields. This means, that cookies are stored from parties other than the owner of the website.

Some cookies are only stored on the user’s device as long as the user has their browser open (session cookies). Other cookies are stored for a longer period of time (persistent cookies). When the user return to the website the session cookies will be placed again, while the persistent cookie is automatically renewed.

3. Cookie declaration

On “www.kereby.dk” Kereby ApS (”Kereby”/”we”/”us”) use the following cookies:

Necessary cookies Necessary cookies help make a website usable by enabling basic features such as page navigation and access to secure areas of the website. The website cannot function optimally without these cookies.

Functional cookies Functional cookies make it possible to store information that changes the way the website looks or behaves, like e.g. your preferred language or the region in which you are located.

Statistical cookies Statistical cookies help website owners to understand how visitors interacts with websites by collecting and reporting information.

Marketing Marketing cookies are used to track visitors across websites. The intention is to display ads that are relevant and engaging for the individual user and thereby more valuable for publishers and third-party advertisers. Unclassified We are in the process of classifying unclassified cookies together with the providers of the individual cookies Personalized Personalized cookies collect information about what the user is interested in and display content that the user may find appealing. The purpose is to target and enable personalized advertising. User Data User data cookies are intended to obtain consent from the user for advertising purposes. The user is asked whether they will accept the use of their data for Google’s advertising purposes.

4. How do you delete or disable cookies?

The procedure for deleting or disabling cookies on your device depends on the browser you are using.

If you are using a PC, you can delete cookies by using the keyboard shortcut [CTRL]+[SHIFT]+[Delete].

If this procedure is not successful or if you are using a MAC computer, please click the link in the browser you are using:

• Internet Explorer
• Mozilla Firefox
• Google Chrome
• Opera
• Safari
• Flash cookies
• iPhone, iPad and other Apple devices
• Android phones
• Windows 7 phones
  • You may withdraw you consent by clicking HERE.

5. Do you have questions

If you have any questions about cookies, please contact us on email: info@kereby.dk and telephone: 39 45 62 00.