This privacy statement for Hilvasco B.V. (and for all entities within this company that are associated with the Urban Interest group), hereafter referred to as ‘Urban Interest’, provides information about the use of your personal information (hereafter also referred to as ‘data’) by Urban Interest.
In summary, Urban Interest collects personal information about:
- tenants and prospective tenants, in order to check their identity and creditworthiness with credit reference agencies, to enter into and be able to implement rental agreements, to provide its services and to satisfy statutory obligations;
- buyers and prospective buyers of property that is subject to registration, in order to check their identity, to enter into and be able to implement purchase agreements and to secure the transfer of ownership of the property in question;
- visitors to and residents of the property subject to registration that is owned or managed by Urban Interest, in order to protect possessions and for the safety of the visitors and residents (in the case of CCTV monitoring).
Urban Interest will not sell your personal data to third parties. However, in some cases, for the purposes stated in this document, Urban Interest is obliged to share your personal data with other people and organisations, such as buyers, estate agents, valuers, external administrators of property subject to registration which is owned by Urban Interest, civil-law notaries, lawyers, bailiffs, banks, the Dutch Tax Authority, local authorities and Urban Interest’s external suppliers.
What personal data does Urban Interest collect?
Urban Interest primarily collects and processes the following kinds of personal data (not all the details mentioned will necessarily be collected about every person):
Intake and preliminary checks; keeping records
- Name (given names and surname)
- Address, postal code, town/city
- Telephone number(s)
- Date of birth
- Place of birth
- Marital status
- E-mail address
- Copy of a valid proof of identity
- Income details (gross monthly income/payslip from employer/employer’s declaration; if you own your own business: the last three years’ accounts, audit certificate; if you are retired: your state pension statement and private pension statement)
- Information available from external sources relating to your creditworthiness
- Social security number (BSN)
- Information about the composition of your household (number of adults, number of children, whether you have any pets, children’s ages)
- Information about your current living situation (whether you are living at home, the net rent for your current rented accommodation and/or the monthly mortgage payments on your owner-occupied home, whether your home has been sold)
- Information about the desired rented accommodation (address, rent, preferred start date, reason for relocation, any extra comments)
- Information about your financial situation (whether you are employed, self-employed, retired and/or in possession of equity capital, information about your current financial obligations, landlord’s reference, mortgage holder’s reference)
- Information contained in excerpts from the register of the Dutch Chamber of Commerce (this applies to sole traders and partnerships), such as your name, date of birth, place of birth, address, financial information on the business, history of registration with the Dutch Chamber of Commerce
- Information contained in the Land Registry, such as your name, date of birth, place of birth, address, information about your mortgage and any immovable property in your possession
Tenant records (where not listed above)
- Rental agreement
- Information about rent arrears
- Information relating to any judicial procedures
- Correspondence with you
Financial administration (where not listed above)
- Bank account number
- Bank statement
- Rent amounts collected
- Video recordings from cameras installed for the purpose of CCTV monitoring in buildings owned or managed by Urban Interest
For what purposes does Urban Interest process your data?
Urban Interest processes your information for the following purposes:
- To establish your identity
- To ascertain your creditworthiness
- To ascertain whether Urban Interest wishes or is able to enter into an agreement with you
- For the purposes of entering into and implementing the agreement, including checking your bank account number, collecting rent and processing reports about the rented accommodation in order to complete these procedures
- For administrative purposes
- In order to implement arrangements with banks regarding the pledging of rent
- In order to communicate with you, for instance in the event of queries or complaints
- To satisfy statutory obligations regarding the provision of information to the Dutch Tax Authority in relation to rent increases and/or housing subsidies (including your social security number)
- To establish the value of the homes and/or buildings in Urban Interest’s possession
- To establish the WOZ value of the homes and/or buildings in Urban Interest’s possession
- To protect Urban Interest’s property and that of others, and to ensure people’s personal safety (CCTV monitoring)
Does Urban Interest receive information from other parties?
Yes. For the purposes listed above, Urban Interest receives the following types of personal data from the following categories of external/other parties:
- Estate agents. The estate agent who mediated your rental or purchase agreement will provide Urban Interest with your name, your address and a copy of your identity document. Additionally, estate agents also provide Urban Interest with the following information to facilitate a credit check: your name, your address and any history of rent arrears
- Civl-law notaries. Civil-law notaries who arrange sales transactions provide Urban Interest with draft deeds of sale and transfer that contain information on the parties
- Dutch Chamber of Commerce. Urban Interest requests the details expressly identified above from the Dutch Chamber of Commerce’s Commercial Register
- Land Registry. Urban Interest requests the details expressly identified above from the publicly available Land Registry
- Credit reference agencies. For the purpose of credit control, Urban Interest receives credit reports containing information about your payment history from external credit reference agencies. For more information about this use of your data, see: “Is Urban Interest’s decision-making process fully automated?”
- Dutch Tax Authority. In cases relating to rent increases and/or housing subsidies, the Dutch Tax Authority will provide Urban Interest with your social security number, your date and place of birth and income statements
What are the principles (the “legal basis”) for processing your data?
Urban Interest processes your information according to the following principles (“legal basis”):
- The data is necessary in order to enter into and/or implement the rental, purchase or purchase-construction agreement which Urban Interest has with you, or to which you are a party
- To satisfy statutory obligations, including the obligation to keep financial records
- The data is necessary to the legitimate interest of Urban Interest or of another entity, as set out in this privacy statement
- Urban Interest may ask for your approval when carrying out specific processing activities
Do you have to provide the information?
Yes, some of the data Urban Interest requests is mandatory in order for Urban Interest to enter into rental, purchase or purchase-construction agreements and to satisfy statutory obligations. If you do not provide this information, Urban Interest cannot enter into the agreement with you.
Is Urban Interest’s decision-making process fully automated?
No. Urban Interest does not exclusively use an automated decision-making process. However, for the purpose of checking your creditworthiness, Urban Interest will provide credit reference agencies with your name, date of birth and address and ask them to share information about your creditworthiness. Using the information provided, an Urban Interest employee will then assess whether the information could serve as grounds for Urban Interest not to enter into the agreement with you.
To whom does Urban Interest pass on your details?
In principle, Urban Interest processes your information solely for its own purposes. However, in the following cases it may be necessary to pass on your details to third parties.
Urban Interest shares the information with the following categories of people and organisations:
- IT companies. Urban Interest works with IT companies, such as hosting companies, which store and manage the data on Urban Interest’s behalf. These IT companies are registered in the Netherlands and in certain other countries in the European Union
- Estate agents. As part of a sales transaction, Urban Interest provides the estate agent(s) concerned with certain basic details. If you wish to register for new-build projects, Urban Interest will also pass on certain basic details to the estate agent(s) concerned. In general, the estate agents are registered in the Netherlands, but if the matter involves a cross-border transaction they may also be registered overseas
- Managers. Managers may receive personal data for the purpose of the technical and administrative management of Urban Interest’s property that is subject to registration. If a problem is reported with one of Urban Interest’s properties that are subject to registration, and that problem needs to be resolved, Urban Interest will provide the manager with a limited amount of information (name, address, contact details). The managers will only use the information to carry out the relevant instructions. The managers are registered in the Netherlands
- Service engineers and/or contractors: If a problem is reported with one of the properties subject to registration that Urban Interest manages, and that problem needs to be resolved, Urban Interest will provide service engineers and/or contractors with a limited amount of information (name, address, contact details). The engineers and/or contractors will only use the information to carry out the relevant instructions. The engineers and/or contractors are registered in the Netherlands
- Credit reference agencies. Urban Interest provides credit reference agencies with your name, date of birth and address to enable them to draft credit reports. For more information about this use of your data, see: “Is Urban Interest’s decision-making process fully automated?”
- Civil-law notaries. For the purposes of the purchase and sale of immovable property, certain details will be shared with civil-law notaries
- Bailiffs and lawyers. In order to conduct legal procedures or collect rent or other payments, Urban Interest may need to share certain details with its lawyers and/or bailiffs. The lawyers and bailiffs are registered in the Netherlands
- Dutch Tax Authority. Urban Interest is obliged by law to share certain details with the Dutch Tax Authority in connection with housing subsidies
- Police and judicial authorities. In the event of an incident, criminal offence or violation, Urban Interest may be required to share certain information, such as camera footage, with the police and/or the Public Prosecution Service
- Local authority. Urban Interest is obliged by law to share certain information (your name and the start date of the rental agreement) with the municipality where you live, in order to help establish the WOZ value of Urban Interest’s property that is subject to registration
Will your information be shared outside the European Economic Area (EEA)?
No. Urban Interest will not share your details with parties outside the European Economic Area. The data is only stored on servers located within the European Economic Area.
How long will Urban Interest store your information?
Urban Interest will only store your information for as long as is necessary to achieve the objective for which Urban Interest collected, received and/or used the information.
The following criteria apply to data storage:
- Intake and preliminary checks; keeping records. Tenants’ data is stored for the duration of the rental agreement and for up to nine financial years after the agreement ends. Buyers’ data is stored for a period of nine years after the transaction is completed
- Tenant records. Urban Interest stores the tenants’ rental agreement for the duration of the agreement plus nine years. Urban Interest stores information on any rent arrears and judicial procedures for as long as is necessary for the money to be recovered. In principle, Urban Interest stores correspondence for nine financial years, unless there is a need to store specific correspondence for a longer period, for example in the context of a legal dispute
- Financial administration. Urban Interest stores the data in its accounting records for the statutory storage period
- CCTV monitoring. In principle, camera footage is stored for up to 4 weeks. In the event of an incident, the footage may be stored for a longer period, provided that the longer storage period is necessary in the context of the incident
What are your rights?
You retain the following statutory rights in relation to your personal information:
- to request a copy of the data stored on you and to view your data
- to receive information about how your data is processed
- to have any inaccurate data amended
- to complete any data where information is lacking, bearing in mind the purposes for which the data is collected and/or used
- in certain cases, to have your data destroyed
- in certain cases, to have your data “restricted”
- in certain cases, to object to how your data is used (processed)
- to retract permission you previously granted for the use of your data. The retraction will apply to any future uses of your data
- if you provided the data yourself or if you created it, and either you granted permission or the data is necessary for the implementation of the agreement, and if the data was processed electronically: to receive your data in a structured and commonly accessible format and, if it is technically possible, to have that data transferred to another party in the same format
- to submit a complaint to the authorised privacy watchdog (in the country where you are ordinarily resident, the country where you work or the country where the alleged breach of privacy legislation occurred); in the Netherlands, that body is the Dutch Data Protection Authority
If you would like to exercise your rights, please contact Urban Interest using the contact details provided under: “What to do if you have a question or complaint”.
In certain cases, Urban Interest may have the right to refuse your request. If that is the case, Urban Interest will explain why it is refusing the request. If Urban Interest can no longer implement the agreement with you without having access to certain details about you, Urban Interest will explain that that is the case.
What to do if you have a question or complaint?
If you have any questions or complaints about how your data is used or about this privacy statement, please contact:
Hilvasco B.V. (Urban Interest)
Tobias Asserlaan 2
2517 KC THE HAGUE
Can Urban Interest amend this privacy statement?
Yes. This privacy statement is dated 22 May 2018. Urban Interest reserves the right to amend this privacy statement. In the case of a major amendment, Urban Interest will inform you of the change by e-mail or using another form of communication.