Information about processing personal data
We process personal data when you apply for housing, when you become our customer, and even for a period after your time as a customer with us has ended. Your privacy is important to us, and we therefore want you to read on to learn more. Personal data is any kind of information that can be linked to you as a person, such as name, address, contact details like phone numbers and email addresses.
Data Controller
Katrineholms Fastighets AB, Box 7, 641 21 Katrineholm with organization number 556011-0917 is the data controller for the processing of your personal data that we do ourselves or that another company does on our behalf.
When you join our housing queue
During the queue time, we collect and process your personal data to manage your application/expressions of interest. We do this because we have a legitimate interest in processing your personal data. The data remains as long as you are in our queue. If you do not wish to remain in the queue, you can request that we clear and delete your personal data.
When you are offered a home with us
When you are offered a home with us, we need to process more data about you. Then, we need information about your financial situation, your employment, and how you have managed previous residences and rental payments. This means we conduct a credit check, obtain information from debt collection agencies and the Enforcement Authority, and process employment certificates, other certificates, and references you provide to us. If you have a guardian or trustee, we need to process that information. If you are offered special accommodation or group housing, we will obtain decisions from the municipality. If you are offered a student apartment, we will process acceptance notices and membership in student unions or other certificates confirming that you will study during the tenancy.
We save your information as long as it is relevant and current. Credit reports, information from collection agencies and authorities that we have collected to approve you as a tenant are not saved. However, if you are denied an apartment with us because we cannot accept you as a tenant, we will retain your personal data for three months after the denial decision.
During the tenancy
When you become our customer and sign a lease, we process your personal data to fulfill and manage our obligations as a landlord and contracting party. During the tenancy, we process, for example, your personal data when we send out rent invoices and manage your payments, when we gather information on consumption of electricity and/or water/heating, when we negotiate rents, and when we send you essential information.
We may also need to update your personal data against public records to ensure accuracy. If you have protected personal data, we will handle your data according to our procedures for such cases.
We also process your personal data to provide our services and service to you, as well as to market ourselves and our services. This processing is necessary for our legitimate interest in developing, improving, and selling products and services and maintaining good customer relations with you. Your personal data will also be processed so that other companies can market their products that you may benefit from in connection with the tenancy. Such marketing may concern broadband companies, insurance companies, and electricity companies.
We also process your personal data when it is necessary to safeguard a legal claim. We may need to do this if, for example, there are disturbances in the residence, late or non-payment of rent, or damages in the apartment. We may also need to provide your personal data to the social board or other relevant authorities.
We may engage a data processor to handle your personal data. This may involve a contractor who needs to repair something in your apartment, a company providing broadband or electricity, a collection agency, or a company managing our IT systems. We also disclose your personal data when required by law or government decision. If the data is transferred to a country outside the EU, we ensure that such a transfer is lawful.
We save your personal data for as long as they are relevant. A surety commitment, decisions on guardianship or trusteeship are deleted two years after the commitment or decision has ceased to apply.
When the tenancy ends
We are a municipal public utility housing company and are covered by the Freedom of the Press Act’s provisions on public documents. This means that we preserve public documents in our archive. Public documents are documents submitted to us or documents we create ourselves, such as rental agreements, letters, and certificates. We cull public documents and information according to our document management plan.
Your rights
If you do not want your personal data to be processed for marketing purposes, you can notify us of this at any time.
You have the right to receive information about which personal data we handle about you, a register extract. You also have the right to have incorrect data corrected. You also have the right to request that we limit our processing of your personal data if, for example, you believe they are not correct. You have the right to have your personal data transferred to another company (data portability). You also have the right to complain about how we process your personal data to us and to the Swedish Authority for Privacy Protection. You can do this if you believe we are not processing your personal data in accordance with the applicable GDPR.
KATRINEHOLMS FASTIGHETS AB