Data controller
The companies listed above within the Holmström Group are responsible for the processing of your personal data and are responsible for ensuring that such processing takes place in accordance with applicable legislation.
When do we process your personal data?
In order to administer your property or for you to contact us for service or information, we must collect and process personal data about you. Holmströmgruppen collects and processes personal data about you when you apply for an apartment, when you live within our apartment portfolio, when you have moved, or when you are in contact with us regarding your accommodation.
What personal data do we process about you?
The personal data that the Holmström Group collects and processes about you as a tenant is different depending on where you are in the rental process:
When applying
• Name
• Personal identification number
• Address
• Telephone number
• Email address
• Financial circumstances
• Desired accommodation (apartment size, need for adapted accommodation)
• Accommodation conditions at the time of application/expression of interest in the form of
– rental right (with details of the landlord's name)
– tenant-owned apartment (with details of the contact person on the board of the tenant-owners' association)
– own home (with details of the property designation) other accommodation with details of references.
• Any information provided by the applicant in the free text field in connection with the application
- Contact details for any other persons specified in your application (e.g., guarantor)
The Holmström Group assumes that an application is valid until the applicant has been allocated an apartment or until the application is withdrawn.
When the rental relationship begins
• Name
• Social security number or coordination number (for non-registered persons)
• Address
• Phone number
• E-mail address
• Existence of security (e.g. guarantor)
• Presence of trustees/good man
• Financial information, account number, annual income, direct debit
• Accommodation form/category
While the lease is in progress, this is recorded
• Defaults
• Disturbances in the property
• Non-compliance with health, order and good condition
• Notice to the Social Welfare Board in connection with defaults or disturbances
- Home adaptations
- Rent negotiations and disputes
- Construction and maintenance work in your home/premises
- Inspection report
- Exchanges and transfers
- Rental lists for auditors, property valuers, estate agents, and transaction advisors prior to any property transaction
When the lease has ended
• Information in rental agreements and related documents may be saved for as long as it is necessary to monitor outstanding claims relating to the rental relationship.
• In the case of a tenant whose rental relationship has ceased due to his or her misconduct, the name, social security number, rental property, time of removal and brief indication of the reason for removal, except for criminal data, may be kept for a maximum of two years after the rental relationship has ended.
Why do we process data about you?
The Holmström Group processes your data for the purpose of:
- Fulfill our obligations to you as a tenant, such as managing your accommodation and notifying you of rent payments.
• Enable general customer care and customer service, such as answering questions and correcting incorrect information.
• Provide you with relevant information regarding your accommodation.
• Assess which payment methods we can offer you, e.g. through credit assessments.
• Comply with applicable legislation, e.g. accounting legislation.
The legal grounds for our processing of your personal data
The Holmström Group bases the processing of your personal data on the agreement that forms the basis of our relationship, your lease agreement.
In certain cases, the Holmström Group may have a legal obligation to process your personal data. This applies, for example, to the processing of personal data that we perform in order to comply with the requirements of the Accounting Act and in accordance with the legal basis for our obligations as a property owner and landlord.
We process your personal data, including for what purposes we process your personal data, what personal data we process, on what legal basis we process your personal data, and for how long.
How long do we keep data about you?
Your personal data is only stored for as long as there is a need to save it in order to fulfil the purposes for which the data was collected in accordance with this policy. The Holmström Group may save the data for longer than that if it is needed to comply with legal requirements or to protect the Legal Interests of the Holmström Group, e.g. if there is a legal process going on.
Who do we disclose personal data to?
The Holmström Group may disclose your personal data to third parties, such as partners and service providers, when this is deemed to be within the scope of the purpose for which the data was collected.
We may engage service providers to perform certain tasks on our behalf, such as maintenance contractors, construction contractors, and rental companies. In such cases, these providers act as our personal data processors and handle the data in accordance with our instructions. This applies, for example, to some of our IT providers. Furthermore, we may disclose personal data to authorities and other parties if we are required to do so by law or by a decision of the authorities. We may also share data with our advisors, such as law firms and accounting firms. Please note that this policy does not cover cases where we disclose personal data to parties who are themselves data controllers, such as law firms and accounting firms. These parties process personal data in accordance with their own terms and conditions and data protection policies.
The protection of your personal data
You should always be able to feel safe when you provide us with your personal data. The Holmström Group has therefore taken the necessary security measures to protect your personal data against improper access, alteration and deletion. For example, all information about our tenants in IT systems that is protected through permission control and firewall is administered.
Your rights
The Holmström Group is responsible for ensuring that your personal data is processed in accordance with applicable legislation. The Holmström Group will, at your request or on its own initiative, correct, delete or supplement data that is found to be inaccurate, incomplete or misleading.
You have the right to request:
- Access to your personal data.
This means that you have the right to request a register extract of the processing we carry out regarding your personal data. You also have the right to receive a copy of the personal data being processed. Once a year, you have the right to receive, free of charge, a register extract detailing the personal data registered about you, the purposes of the processing, and the recipients to whom the data has been or will be disclosed, by submitting a signed written request. You have the right to receive information in the register extract about where the data has been obtained if the personal data has not been collected from you, as well as the anticipated period during which the data will be stored or the criteria used to determine this period. You also have the right to receive information in the register extract about your other rights as specified in this section. The requested register extract will be sent by mail to your registered address.
- Correction of your personal data.
We will, at your request, correct as quickly as possible the incorrect or incomplete data we process about you.
- Deletion of your personal data.
This means that you have the right to request that your personal data be deleted if it is no longer necessary for the purposes for which it was collected. However, there may be legal requirements that we may not immediately delete your personal data in, for example, accounting and tax legislation. We will then end the processing for purposes other than complying with the legislation.
- Restriction of processing.
This means that your personal data is marked so that it can only be processed for certain defined purposes. Among other things, you can request restriction when you believe that your data is incorrect and you have requested correction under paragraph (b.). While the accuracy of the data is investigated, their processing will be restricted.
The Holmström Group will inform each recipient to whom the personal data has been disclosed as described above of any corrections or deletions of data and restriction of the processing of data.
You have the right to submit any complaints regarding the processing of your personal data to the Swedish Data Protection Authority. For more information, please visit the Swedish Data Protection Authority's website:https://www.imy.se/
Changes to the Policy
We may make changes to this Policy from time to time. The latest version of the Policy is always available on our website.
Contact
If you have any questions about our processing of personal data, please contact us atinfo@holmstromgruppen.se.
