The origin of the personal data
The data about you that we will process is the data provided by you in your housing application form and if applicable other communications with us. By providing us with data about contact persons, you give us your consent to gather necessary data about you from them. We may also gather data from agencies and other bodies, for example, information about your conduct regarding previous flats and rent payments, as well as certificates from the university. If electronic key systems are used, personal data may also be gathered from booking and access logs.
Who can access your personal data?
We may give necessary personal data to Uppsala University if needed for administrating your accommodation. We may also use the services of personal data processors for the processing of your personal data when necessary in order to be able to fulfil our commitments to you. Some examples are a contractor who is going to repair something in your flat/room, a company that will provide broadband or manage our IT systems. More examples are given under the heading “During the tenancy” below. We will also disclose your personal data when required by law or a decision made by the authorities. If the data are transferred to a country outside the EU, we will ensure that such a transfer is legal.
When you join our housing queue
During the waiting time, we will gather and process your personal data in our customer database. This is necessary in order to administer your request to enter a rental agreement. Some examples of such data are your name, personal identity number if applicable, date of birth, address, mobile phone number, email address and certificates from the university. The data will be retained for as long as you are in our queue. If you no longer wish to be in the queue, you can request that we remove and delete your personal data.
When you are offered accommodation
Before you are offered accommodation through us, we may need to process more data about you, for example, a credit report. However, after you have been offered accommodation, we will remove any data about you that are no longer relevant. If you are denied accommodation because we are unable to accept you as a tenant, we will save your personal data for three months after the decision dismissing your application.
During the tenancy
If you have an ongoing tenancy agreement with us, we will process your personal data in order to carry out and administer our obligations as a landlord under the agreement. For example, we will process your personal data when we send out rent invoices, handle your payments and send you important information.
We will also process your personal data when it is necessary for compliance with a legal obligation. That may be necessary, for example, in the event of disturbances in the flat, delayed or unpaid rent, or damage to the flat. We may then need to disclose your personal data to the Social Welfare Board or other relevant authorities. Another example of a legal obligation is compliance with the Accounting Act regulations on archiving.
We will only save your personal data for as long as they are relevant. If a note concerning a disturbance has not caused us to take any action to terminate the tenancy prematurely, the note will be saved for maximum two years.
Special information regarding electronic keys when applicable
Data from electronic key systems are used to open doors, book laundry times and similar purposes and they may be processed after different interests are considered. When electronic keys are used, we follow the industry’s practices which means, for instance, that we do not register access logs to the entrance door of a flat. Access logs for common entrances are saved for maximum two weeks and booking logs, for example for booking a laundry, may be saved for 31 days. In the case of events that give rise to costs, we may save the data until we have received payment.
When the tenancy has ended
After you have moved out of your flat and we no longer have any remaining claim against you, we will sort out and remove your personal data. We will save certain data, such as your contact information or any decision from the Social Welfare Board, for two years after the end of the tenancy. We will save data about you that are in our accounting records, such as rent payments and rental agreements, for seven years after the end of the current year in accordance with the Accounting Act.
Special data storage times for guest researchers
Because Uppsala University allows guest researchers a total accommodation time of two years and because that time does not need to be uninterrupted, we may need to save your personal data for more than two years after your last tenancy period ended, however, for maximum three years.
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