Everybody has the right to protection of their personal data, and Newsec Property Asset Management proactively seeks to fulfil that responsibility. We have therefore drawn up this policy to tell you how we process personal data on tenants.

You can also contact Newsec Property Asset Management concerning our gathering and processing of personal data on tenants by writing to persondata@newsec.dk.

Applications and waiting lists

When applying for a given vacant tenancy or for enrolment on Newsec Property Asset Management's waiting lists for vacant tenancies, we can gather the following personal data on you:

• name
• address
• telephone number
• e-mail address
• tenancy preferences

Such personal data are necessary for us to register your interest in our vacant tenancies, and to be able to communicate with you. Because our service is thus dependent on your personal data being correct and up to date, please inform of us of any changes.

We will be the Data Controller for the processing of your personal data.

If any tenancies are or will be vacant that meet your preferences, we can share your personal data with the landlord of the tenancy as part of our reporting on candidates for the tenancy.

If you have applied for a certain vacant tenancy, and you do not get it, we will delete your personal data as soon as possible after we have informed you of your unsuccessful application. But please note, that in such instances, you can enrol on our waiting list yourself.

We will delete your enrolment on our waiting list and your personal data one year after enrolment, unless you renew it yourself. You can ask for your enrolment and personal data to be deleted at any time. However, we can include personal data in our standard backup-procedure.

If we and the landlord assess you as a candidate for a vacant tenancy, we will save your personal data for possible later administration of the tenancy.

Assessment of tenants

If you are a candidate for a vacant tenancy, Newsec Property Asset Management may need to gather supplementary personal data on you, such as:

• CPR no.
• income
• registration in Ribers Kredit information
• purpose for which the tenancy will be used

If you are a commercial tenant or represent the same, we can also gather the following personal data on you:

• business
• job title
• industry knowledge
• financial details
• public accounts

The supplementary personal data are necessary for us to be able to unambiguously identify you and perform a detailed assessment of your suitability for the vacant tenancy. Because our assessment is thus dependent on your personal data being correct and up to date, please inform of us of any changes.

We will be the Data Controller for the processing of your personal data.

We usually obtain supplementary personal data directly from you. We can also obtain supplementary personal data from others, although in such instances you will be informed at the time we gather the data.

The supplementary personal data can be shared with the landlord of the tenancy with regard to its own suitability assessment.

We will delete the supplementary personal data if you do not get the tenancy, or if you get the tenancy and some or all of the supplementary data are not necessary for administration of the tenancy. Deletion will be performed as soon as possible after we have informed you whether you have the tenancy or not. However, we can include personal data in our standard backup-procedure.

Administration of tenancies

In connection with administration of your tenancy, Newsec Property Asset Management gathers the following personal data on you on behalf of the landlord:

Residential tenant

• name
• CPR no.
• address
• telephone number
• e-mail address
• photo ID
• authorities held
• power to bind a company by signature
• use of tenancy
• rent level
• surety provided
• heating and water consumption and other consumption data
• bank account number
• household
• spouse
• livestock kept
• separation, divorce and dissolution of partnerships
• housing benefit
• access keys and cards
• fitting out the tenancy
• subletting
• payment default
• breach of house rules
• payment default and other breaches of the lease contract
• warnings, reminders and notice or termination related to the lease contract
• bankruptcy
• relocation to nursing home
• death
• registered easements and rights concerning the lease contract

Dansk

Commercial tenant

• name
• CPR no.
• address
• telephone number
• e-mail address
• photo ID
• business
• job title
• industry knowledge
• authorities held
• power to bind a company by signature
• use of tenancy
• rent level
• surety provided
• turnover figures and turnover-related rent
• heating and water consumption and other consumption data
• bank account number
• access keys and cards
• fitting out the tenancy
• subletting
• relinquishment and reoccupation
• payment default and other breaches of the lease contract
• warnings, reminders and notice or termination related to the lease contract
• reconstruction and bankruptcy
• death
• registered easements and rights concerning the tenancy

Such data are necessary for us to unambiguously identify you on behalf of the landlord, can communicate with you and administer your tenancy, ensuring all related rights and undertakings for you and the landlord. Because administration of your tenancy is thus dependent on your personal data being correct and up to date, please inform of us of any changes.

In connection with administration of your tenancy membership, we may also need to gather and process supplementary personal data on you on behalf of the landlord related to e.g. the authorities or breaches of the terms of the tenancy. In such instances, you will be informed, unless you are already aware of such gathering and processing, or your interests in being informed are subjugated by overwhelming public or private interests, or the enforcement of civil rights etc.

The landlord will be the Data Controller for the processing of your personal data, and we will be the Data Processor on the landlord's behalf.

Your personal data will be disclosed to the landlord of the tenancy and can be disclosed to the public authorities to the extent we are obliged to do so in accordance with Danish law.

Your personal data will be stored until such time as any requirement related to the tenancy is obsolete, whereupon they will be deleted. However, some personal data can be stored for varying periods of time if not relevant to any subsequent requirement, if necessary to fulfil legal obligations arising from Danish law, or if a legal requirement comes into effect, is applied or defended. Personal data in notifications, agreements or other documents concerning the tenancy and relevant to a subsequent determination of rental etc. in the tenancy or the relevant property will not be deleted. We can also include personal data in our standard backup-procedure.

General

In connection with the processing of your personal data, Newsec Property Asset Management will always comply with Danish data protection law.
Our processing and sharing of your personal data will be limited to the purpose referred to, or to fulfil any legal obligations in accordance with Danish law. If we want to use your personal data for any other purpose than that they were originally gathered for, we will inform you and obtain your consent in advance. However, by 'anonymising' your personal data, so that you are no longer identified or identifiable, we can use the data for other purposes without informing you.

We have implemented technical and organisational measures concerning confidentiality and data security that protect your personal data against destruction, loss, modification, unauthorised publication and unauthorised access or disclosure. In the event of a breach of security concerning your personal data that can result in a high risk to you of discrimination, identity theft, financial loss, loss of reputation or other significant inconvenience, we will inform you of the breach as quickly as possible.

We can share your personal data with our associates working on our behalf for the purposes described, and member companies of the Newsec group, which Newsec Property Asset Management is a part of. In such instances, those companies shall observe our privacy policies and security requirements, and cannot use the personal data they receive from us for any other purpose. We can also share your personal data as part of a mutual transaction, such as a merger or sale of assets.

We do not transfer personal data for processing outside the EU and EEA or to an international organisation, unless there are legal grounds for doing so, and in such instances you will be informed in advance.

Our products and services are only intended for persons over the age of 18, and if we become aware that personal data concerns an identified or identifiable person under 18, the data in question will be deleted.

The rapid development of the use of personal data means that changes in our processing of personal data can become necessary. We therefore reserve the right to revise this policy.

Rights

As part of our gathering and processing of your personal data, you have a number of rights, such as the right to information on the processing of your personal data and the right to have your personal data deleted. However, such rights can be limited in certain situations or subject to certain conditions.

For more details on your rights, including requesting them to be exercised, please refer to:

Newsec Property Asset Management’s policy concerning the rights of registered data subjects