Single, no balcony

1/ 137

  • 20.35 qm
  • 475.5€
  • Heilbronn

Privacy Policy for (Potential) Tenants of Student Residences in W27 Heilbronn

 

Last updated 04/2021

 

We take the protection of your personal data very seriously and strive to provide you with comprehensive information about the processing of your personal data. The following privacy policy explains how and for what purposes we process your personal data if you are a (potential) tenant of student residences in W27 Heilbronn.

 

As a rule, the personal data of yours that we collect is obtained directly from you. The statutory basis is, in particular, the EU General Data Protection Regulation (GDPR).

 

 

"Controller" within the meaning of Article 4(7) GDPR

 

The controller within the meaning of Article 4(7) GDPR responsible for the processing of data described below is:

 

Schwarz Campus Service GmbH & Co. KG

Stiftsbergstraße 1

74172 Neckarsulm, Germany

 

e-mail: w27@mail.schwarz

 

Application for an apartment

 

Purposes and legal basis of processing

 

1.1.1.  Mandatory information that you have to provide during the application process:

 

If you apply for one of our apartments, we will process information including your basic information, such as your last name, first name and date of birth, your address and contact details, and your CampusCard ID, if you have one (Article 6(1)(b) GDPR). We process this information so that we can process your application and potentially prepare a lease on that basis.

 

The data that we process also includes your identification document, e.g., your personal ID card or your passport, information on your matriculation status, including your matriculation number (for students) or your employer (for employees of the Heilbronn campus), information on your occupation, your nationality and, if you are not an EU national, your visa (Article 6(1)(f) GDPR). We have a legitimate interest in clearly verifying your identity and checking that you are eligible for an apartment.

 

We process the user name and password you have selected, also on the basis of Article 6(1)(b) GDPR, in order to provide you with access to our online portal to manage your (tenant) data.

 

On the basis of Article 6(1)(b) GDPR, we also process information on relationships with relatives and legal guardians if an application is being made in the name of one or several legal guardians for a student who is a minor, or if the consent of the legal guardian(s) is stored. This information is only mandatory if you are a minor.

 

1.1.2.  Voluntary information that you can opt to provide during the application process:

 

If you are applying for accessible housing, we will process information on your disability/your disability ID card (health data) with your consent in order to check that you are eligible for accessible housing. The data is processed pursuant to Article 9(2)(a) GDPR.

 

If you opt to provide us with proof of your salary and/or a certificate confirming that you do not have any rent arrears as part of the application process, we will process this data on the basis of Article 6(1)(f) GDPR. We have a legitimate interest in confirming your payment reliability and ability to pay within this context.

 

You can provide us with your payment details when you apply for an apartment. In such cases, we will process the data on the basis of Article 6(1)(b) GDPR so that we can return your security deposit after the end of a potential lease.

 

1.1.3.  Processing of data for technical reasons:

 

On the basis of Article 6(1)(f) GDPR, we also record when you log in and out of our online tenant management portal. In the event of a system failure or malfunction, we have a legitimate interest in finding out who used the system and whether this use potentially resulted in the malfunction.

 

Recipients/categories of recipient

 

The data you provide and the documents you upload as part of the application process may be made accessible to REOS GmbH, Brandshofer Deich 68, 20539 Hamburg, in exceptional cases, e.g., for the purposes of technical support services, as this company is the technical provider of the online portal that you use to apply and in which your data is stored.

 

Your personal data may be made available to Schwarz IT KG, Stiftsbergstraße 1, 74172 Neckarsulm, as this company also provides support services for the online portal on our behalf.

 

Your data may be transmitted to other recipients to the extent required on an ad hoc basis if these recipients provide services on our behalf and have to process your data for this purpose.

 

Obligation to provide your data

 

You are under no statutory or contractual obligation to provide personal data to us for the purposes of your application. If, however, you do not provide us with the corresponding information, we will not be able to process and will reject your application.

 

Duration of storage

 

In the event that we reject your application, we will erase the personal data you provide/transmit as part of the application process, at the latest after we inform you that your application has been rejected. We will erase the identification document and any visa you have uploaded as part of the application process without undue delay after verifying your identity/residence rights.

 

If your application is successful and we enter into a lease agreement with you, we will save the corresponding data for a period of up to 12 years after the lease has ended.

 

We will save log data regarding the use of the online tenant management portal for a period of 60 days from the time of use in each case.

 

Renting an apartment

 

Purposes and legal basis of processing

 

If you rent one of our apartments, we will process your information including your basic information, such as your name and date of birth, your address and contact details, your payment details, your signature, information on the lease start and end date, as well as information on the electricity, water and heating you have consumed, information on your matriculation status and your matriculation number (for students) or your employment status with your employer (for employees of the Heilbronn campus), as well as your CampusCard ID (Article 6(1)(b) GDPR). We process this data so that we can perform/settle the lease agreement we have entered into with you.

 

We also process information, on the same basis, on the hardware you use to access the Internet (MAC address), your IP address and the user name and password you have selected to access the Internet so that we can provide you with a corresponding WLAN/LAN Internet connection.

 

On the basis of Article 6(1)(f) GDPR, information on when you used the Internet connection and how much data was transmitted is also recorded. This data concerning users is aggregated (consolidated) so that it can no longer be allocated to a single user and is used by us for statistical purposes (e.g., number of users per day and total upload and download figures for all users over the past month) so that we can maintain the functionality of the network and make sufficient bandwidth available.

 

We process the user name you have selected and the password you have chosen, on the basis of Article 6(1)(b) GDPR, in order to provide you with access to our online portal to manage your (tenant) data.

 

On the basis of Article 6(1)(f) GDPR, we also record when you log in and out of the online tenant management portal. In the event of a system failure or malfunction, we have a legitimate interest in finding out who used the system and whether this use potentially resulted in the malfunction.

 

Recipients/categories of recipient

 

Your personal data may be made accessible to REOS GmbH, Brandshofer Deich 68, 20539 Hamburg, in exceptional cases, e.g., for the purposes of technical support services, as this company is the technical provider of the online portal used to manage your lease.

 

Your basic information (last name, first name), address details for your apartment and contact details (telephone number and e-mail), as well as damage reports, are transmitted to service companies we have commissioned to the extent required on an ad hoc basis so that these companies can rectify any damage that we or you identify in your apartment and perform repair work.

 

In order to provide you with a WLAN and LAN Internet connection, we transmit your basic information (last name, first name), information on the hardware you use (MAC address), when you logged in and out of the network, the data volume transmitted, your IP address and your user name and password for the network to FREDERIX Hotspot GmbH, Oskar-Winter-Straße 9, 30161 Hanover, which makes part of the infrastructure available on our behalf and provides the Internet connection and corresponding support. This data may also be made available to Schwarz IT KG, Stiftsbergstraße 1, 74172 Neckarsulm, which also makes part of the infrastructure available on our behalf and provides the corresponding support services.

 

In order to add your data to the digital door bell system for the hall of residence and give you access to the mailbox system, we transmit your basic information (last name, first name) and your apartment address to Erwin Renz Metallwarenfabrik GmbH & Co KG, Boschstraße 3, 71737 Kirchberg/Murr, which operates these systems on our behalf.

 

We also transmit your basic information (last name, first name), your apartment address and your CampusCard ID to IntraKey technologies GmbH, Wiener Straße 114-116, 01219 Dresden, as this company manages and configures corresponding access rights for CampusCard users on our behalf.

 

In order to settle your lease, the security deposit and any repair costs that you owe, we transmit your master data (last name, first name), address details and payment details to the extent required to Schwarz KG, Rötelstraße 35, 74172 Neckarsulm, which assumes responsibility for billing on our behalf.

 

Your data may be transmitted to other recipients to the extent required on an ad hoc basis if these recipients provide services on our behalf and have to process your data for this purpose.

 

Obligation to provide your data

 

By entering into the lease agreement, you agree to provide us with the personal data concerning you that we require to ensure the due and proper performance and settlement of the lease agreement. This includes, in particular, your basic information, address details, contact details and payment details. If you do not provide us with the required data, we cannot enter into a lease agreement with you or perform the lease agreement.

 

Duration of storage

 

We will store your personal data for a period of up to 12 years after the lease has ended.

 

We will save log data regarding the use of the online tenant management portal for a period of 60 days from the time of use in each case. Your access data for the online portal (user name and password) will be erased nine months after the lease has ended.

 

Use of the online tenant management portal

 

Log files

 

1.1.4.  Purposes and legal basis of processing

 

When you use the online portal, log files are created with the following content:

 

·      the website from which you visit our site;

·      the IP address;

·      the date and time of access;

·      the client request;

·      the http response code;

·      the data volume transmitted;

·      information about the type of browser and operating system you are using.

 

The legal basis for the processing is Article 6(1)(f) GDPR. Our legitimate interest arises from our interest in protecting the online portal and preventing improper and/or fraudulent activity each time that a user accesses this website.

 

1.1.5.  Recipients/categories of recipient

 

Your personal data may be made accessible to REOS GmbH, Brandshofer Deich 68, 20539 Hamburg, in exceptional cases, e.g., for the purposes of technical support services, as this company is the technical provider of the online portal used to manage your lease.

 

1.1.6.  Obligation to provide your data

 

You are under no statutory or contractual obligation to provide personal data to us. However, such data will be processed for technical reasons as soon as you access our site. If you do not wish to provide us with the data, then unfortunately you cannot use our website.

 

1.1.7.  Duration of storage

 

The data will be stored for a period of 60 days.

 

Cookies

 

Cookies are used in the online portal. Cookies are small text files that are sent from the web server to your terminal device (PC, notebook, smartphone or tablet) when you visit this website and are stored there in the Internet browser you are using. Cookies may serve a variety of functions.

 

You may also configure your browser to ensure that a warning appears every time a new cookie is placed. This makes the use of cookies more transparent for you. You may also configure your browser to refuse acceptance of all or some cookies from certain sources. Please be advised, however, that disabling cookies may limit the functionality of this website.

 

1.1.8.  Purposes and legal basis of processing

 

We use the following cookies on the basis of Article 6(1)(f) GDPR to ensure the technical availability and functionality of our website. Our legitimate interest follows from the aforementioned purposes. The cookies generate a session ID that allocates the session to your user data record.

 

·        "XSRF-TOKEN" to verify form submissions

·        "reos_onboarding_session" to attribute the browser to the user data record

·        "reos_tss_session" to attribute the browser to the user data record for users of the TSS app/TSS web

 

1.1.9.  Recipients/categories of recipient

 

The data generated by the cookies may be made accessible to REOS GmbH, Brandshofer Deich 68, 20539 Hamburg, in exceptional cases, e.g., for the purposes of technical support services, as this company is the technical provider of the online portal used to manage your lease.

 

1.1.10.   Obligation to provide your data

 

You are under no statutory or contractual obligation to provide personal data to us. If you do not want to provide us with this data, you can prevent this by configuring the settings referred to above accordingly.

 

1.1.11.   Duration of storage

 

The abovementioned cookies will be stored for a period of two hours.

 

Your rights as a data subject

 

Pursuant to Article 15(1) GDPR, you have the right to request information, free of charge, on the personal data stored about you.

 

If the statutory requirements are met, you also have a right to rectification (Article 16 GDPR), erasure (Article 17 GDPR) and restriction of processing (Article 18 GDPR) of your personal data.

 

If the basis of processing is Article 6(1)(e) or (f) GDPR, you have a right to object under Article 21 GDPR. If you object to processing, your data will no longer be processed thereafter, unless the controller demonstrates compelling legitimate grounds for the processing which override the interests of the data subject in the objection.

 

If you have provided the processed data yourself, you have a right to data portability under Article 20 GDPR.

 

If the data processing is carried out on the basis of consent granted under Article 6(1)(a) or Article 9(2)(a) GDPR, you may revoke that consent at any time with effect for the future without this affecting the lawfulness of the previous processing.

 

In the above-mentioned cases, or if you have questions or complaints, please write to or e-mail the data protection officer. You also have a right to lodge a complaint with a data protection supervisory authority. The data protection supervisory authority located in the state in which you live or where the controller is domiciled has jurisdiction.

 

Data protection officer contact information

 

For further questions concerning the processing of your data or the exercise of your rights, please contact the controller's competent data protection officer.

 

Schwarz Campus Service GmbH & Co. KG

Data protection officer

Stiftsbergstraße 1

74172 Neckarsulm, Germany

 

e-mail: datenschutz@mail.schwarz