The General Data Protection Regulation (GDPR) took effect on 25 May 2018 throughout the EU. GDPR and other complementary legislation regulate how we and other companies may process your personal data. We think privacy issues are important, so we consider that this is a good thing!
Information on processing of personal data
At AF Bostäder, we process your personal data when you are in our housing queue, when you are our tenant and also for a period after your queue or rental relationship with us has ceased. We also process your personal data when you contact us via our digital channels such as email, chat, social channels and our website. As your privacy is important to us, we ask you to read on to learn more about how we use your personal data and what we do to protect it.
Personal data consists of all types of information that can be connected to you as a person, such as identity information, contact details and other types of personal data. Some examples:
- Social security number
- Customer number
- Phone number
- Email address
- Study credits
- Membership of Studentlund
- Building access information
In exceptional cases we also process sensitive personal data. Normally, this takes place in connection with an application from you, for example, when applying for an exception due to medical reasons. Before we carry out such processing in our IT systems, we will ask for your consent.
Stiftelsen AF Bostäder, organisation number 845000-6435, with the address Tunavägen 39 C, 223 63 Lund, is the data controller for the processing of your personal data, both the data we process ourselves and the data that other companies process on our behalf.
When you are in our housing queue
During your period in the queue we collect and process your personal data in order to administer your application for housing, storage or premises. Throughout the queue and rental period we will update your personal data against public registers in order to ensure the information is correct and that you fulfil our queue and rental conditions. One example is that we regularly check your study credits.
The processing during the queue period is carried out as we have a legitimate interest for doing it. The data will be retained for as long as you are in our queue. If you do not renew your housing application, your data is automatically deleted. You can also choose to deregister your place in the queue on Your Pages.
When we offer you housing
When we offer you housing, we sometimes need to process some more information about you. In this case, for example, we need data on your finances and your record regarding living in previous accommodation and making rent payments. This means that we carry out a credit check and if required obtain information from collection agencies and the Enforcement Authority. Just as during the queue period, we will process course credits that confirm you are studying to a sufficient extent and are a member of Studentlund.
We save your data for as long as it is relevant and current. We do not save credit check information or data from collection agencies and public authorities that we have collected in order to approve you as a tenant. If you are refused an apartment by us, due to the fact that we cannot approve you as a tenant, we will however retain your personal data for up to three months after the rejection decision.
During the rental relationship
When you become one of our tenants and receive a contract, we process your personal data in order to fulfil and administer our obligations as landlord and a party to the contract. During the rental relationship we process your personal data, for example when we send out rent notices and process your payments, when we negotiate the rent and when we send information to you that you need.
Just as before, we will update your personal data against public registers in order to ensure that it is correct and that you fulfil our queue and rental conditions.
We also process your personal data in order to provide and inform you about our services. This processing is necessary for our legitimate interest in developing, improving and selling products and services, and maintaining good customer contact with you. Relevant personal data can also be processed so that other companies can provide some housing-related services that we know our customers usually request, such as cleaning and home insurance. We will also provide your information to the electricity company so that a network subscription can be signed. Note that AF Bostäder never sells personal data to other parties.
We also process your personal data when it is necessary to make a legal claim. We may need to do this if, for example, there are disturbances at the housing, late rental payments or defaults, or damage to the apartment. We may also need to submit your personal data to the Social Welfare Board or other concerned public authorities.
We will engage data processors to process your personal data. This may, for example, apply to a contractor who is to repair something in your apartment, a company that supplies electricity or a company that manages our IT systems. We also submit your personal data in order to comply with a law or public authority decision. If data is transferred to a country outside the EU, we ensure that such a transfer is legal.
We save your personal data for as long as it is relevant to us.
When the rental relationship is over
Most of the personal data about you will be thinned and removed within two years of you moving out of your housing. Certain data about you will however need to be saved longer due to requirements in other legislation. The Accounting Act requires, for example, that your payments are saved for seven years, including the current year.
If you do not want other companies to provide home-based services to you, you can inform us about it at any time.
If you would like information on what personal data we process about you, you can request an extract from the register. You also have the right to have incorrect data corrected. Another of your rights is that you can demand that we limit our processing of your personal data if, for example, you consider that it is incorrect. You also 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 supervisory authority, the Swedish Data Protection Authority. You can do this if you think that we do not process your personal data in accordance with the General Data Protection Regulation.