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Processing of personal data

​WHY ARE WE GIVING INFORMATION ABOUT HOW WE PROCESS PERSONAL DATA?
This Information on processing of personal data is common to AB Stångåstaden, 556041-6850 (Stångåstaden), Studentbostäder i Linköping AB, 556596-6792 (Studentbostäder) and Kulturfastigheter i Linköping AB, 556336-6086 (Kulturfastigheter), all of which form part of the same group of companies. 

This information text explains how your personal data is processed when you apply to any of us for housing, premises, a storage unit or a parking space or if you are or have been a tenant of ours. We care about personal privacy and endeavour always to protect your personal data in the best way possible, and are anxious to comply with all laws and regulations applicable at any given time to data protection. We would therefore like you to continue reading in order to find out more.

When we write “we” or “us” in this information, we mean the company or companies in the group (that is to say, Stångåstaden, Studentbostäder or Kulturfastigheter) responsible for the processing of your personal data. For further information about who is or are responsible for what processing of your personal data, read more in section 2. To make it easier for you, Stångåstaden, Studentbostäder and Kulturfastigheter have appointed a joint data protection coordinator whom you can contact with any questions. Read more about this in section 3.

If you have any questions about processing of your personal data, you are welcome to contact us. You also have the right to have this information printed by us and sent to you. 

1. WHAT DOES PROCESSING PERSONAL DATA MEAN?

1.1 What is personal data?
Data is personal data if, itself or together with other data, it can be associated with a living person. Personal data about you is therefore all information that directly or indirectly identifies you, for example your name, your e-mail address, a photograph of you or the apartment number of the apartment you rent from us. IP addresses, cookies and other encrypted data and electronic identifies are also personal data, if they can be associated with you or another natural person. 

1.2 What is processing of personal data?
All types of actions we take with your personal data are processing of personal data. These may, for example, be actions such as data being collected, registered in computer systems, organised in filing systems, structured or collated, stored on our data servers, used or disclosed to another person. They may also be actions such as combining the data, restricting the extent of the data, or erasing or destroying the data.

2. WHO IS RESPONSIBLE FOR YOUR PERSONAL DATA?
As Stångåstaden, Studentbostäder and Kulturfastigheter cooperate closely, we wish to explain how we view responsibility for personal data among us. When you apply for housing, premises, a storage unit or a parking space, or are or have been a tenant of ours, the controller is the company you wish to rent from, you rent from, or you have rented from. 

2.1 Stångåstaden's responsibility for personal data
If you apply for housing, premises, a storage unit or a parking space to, have a rental agreement with, or have had a rental agreement with Stångåstaden, Stångåstaden is always the controller for the processing of your personal data.  

2.2 Studentbostäder’s responsibility for personal data
If you apply for housing, premises, a storage unit or a parking space to, have a rental agreement with, or have had a rental agreement with Studentbostäder, Studentbostäder is always the controller. For some processing, for example handling of your reporting of faults, Stångåstaden is the joint controller together with Studentbostäder for the processing of your personal data. 

2.3 Kulturfastigheter's responsibility for personal data
If you apply for housing, premises, a storage unit or a parking space to, have a rental agreement with, or have had a rental agreement with Kulturfastigheter, Kulturfastigheter is always the controller for the processing of your personal data. For some processing, for example handling of your reporting of faults, Stångåstaden is the joint controller together with Kulturfastigheter for the processing of your personal data.  

2.4 What does being a joint controller mean?
If Stångåstaden and Studentbostäder, or Stångåstaden and Kulturfastigheter, are joint controllers, both companies together are responsible for your personal data being processed in a correct manner and for you receiving relevant information about the processing of your personal data. As a data subject you have the right to exercise your rights towards whichever of these companies you wish, but your principal contact is the company to which you apply for housing, premises, a storage unit or a parking space, have a rental agreement with, or have had a rental agreement with.

3. CONTACT DETAILS OF CONTROLLERS
To make it easier for you, Stångåstaden, Studentbostäder and Kulturfastigheter have appointed a joint data protection coordinator whom you can contact if you have any questions about our processing of personal data. You can reach our data protection coordinator at dataskydd@stangastaden.se.  

If you wish to contact Stångåstaden, Studentbostäder or Kulturfastigheter, you can find their contact details here.

AB Stångåstaden, Box 3300, 580 03 Linköping. Telephone number +46 (0)13-20 85 00 

Studentbostäder i Linköping AB, Box 10052, 580 10 Linköping. Telephone number +46 (0)13-20 86 60

Kulturfastigheter i Linköping AB, Box 1733, 581 11 Linköping. Telephone number +46 (0)13-20 86 70

4. WHAT PERSONAL DATA DO WE PROCESS AND WHY?
In this section we explain more about when and how your personal data is processed by us. 

4.1 Where do we get the personal data from?
In most cases it is you who submit your personal data to us, for example when you register on our housing waiting list, make a notification of interest for a housing unit, a parking space or premises, when you report a fault or when you communicate with us in some way. 

To assess whether you comply with our rental policy, information is also obtained on how you have looked after previous housing and/or how you in general fulfil your commitments from references you have supplied to us and data on your financial situation is obtained from credit reference agencies, debt collection companies and the Swedish Enforcement Authority. To assess whether your comply with the rental policy of Studentbostäder, information on your admission or number of study credits gained can, if you give your consent for this, be obtained through LADOK. We may also in other respects update your personal data against public filing systems to ensure that it is correct.

We can also obtain information about you in other cases from others, for example if you are tenant of ours and we receive information from our suppliers of services and utilities, from the disturbance duty unit or neighbours, or if you sublet or wish to swap apartment and we receive information about you from the primary tenant of the apartment you wish to rent. 

4.2 When housing, a parking space or premises are applied for
Administration of your registration. When you register on our housing waiting list, we process the personal data you have submitted at the time of registration to create My Pages and to place you on the housing waiting list. The registration form shows what personal data it is necessary for you to submit. We also process your personal data to administer your My Pages, including your settings regarding your wishes for subscriptions, to update your place on the waiting list and to send you a message when we publish a vacancy for a housing unit, premises, storage unit or parking space that matches your wishes (if you have activated our subscription service ). The legal basis for the processing is that it is necessary for our and your legitimate interest to be able to register on the waiting list. If you do not submit your personal data to us, we cannot register you on the housing waiting list or create My Pages. 

Management of customer service cases. In order to identify you, communicate with you and answer your questions and to investigate any complaint and support cases, we process your personal data linked to your My Pages and the correspondence and other data that you provide to us when you visit us, or contact us by telephone, e-mail or through other digital channels. The legal basis is our and your legitimate interest in being able to manage customer service cases. The processing is not necessary to be registered on our housing waiting list, but if you do not submit your personal data to us we cannot assist you with customer service. 

Studentbostäder: Administration of notifications of interest. When you apply to Studentbostäder for housing, we process further personal data to administer your application and establish whether you fulfil the criteria to be a tenant of Studentbostäder. The legal basis for the processing is that it is necessary for our and your legitimate interest to be able to register on the waiting list. If you do not submit your data to us you cannot sign rental agreements with Studentbostäder.
Kulturfastigheter: Administration of annual charges. When you apply for housing with Kulturfastigheter, we process information about your payment of the annual charge which is payable in order to be registered on the Kulturfastigheter housing waiting list. The legal basis for the processing is that it is necessary for our and your legitimate interest in being able to continue to be registered on the Kulturfastigheter housing waiting list on an annual basis. If we cannot process the data, you cannot be registered on the Kulturfastigheter housing waiting list.

4.3 When rental agreements are offered
Administration of your notification of interest and offers. When you notify your interest in renting a housing unit, parking space, storage unit or premises, we process the personal data you have registered for the purpose of being able to offer you a rental agreement. To assess whether you fulfil our rental policy, the processing in applicable cases also includes obtaining data on how you have looked after previous housing and/or how you in general fulfil your commitments from references you have supplied to us and data on your financial situation (for example information on your income, any records of payment default, or debts) from credit reference agencies, debt collection companies and the Swedish Enforcement Authority. If you are offered special housing or group housing, we will obtain a decision from a social services committee. To assess whether you comply with the rental policy of Studentbostäder, information on your admission or number of study credits obtained can be obtained through LADOK. If you are offered the accommodation you have applied for, we will process your contact details in order to send you an offer to attend for a viewing. The legal basis for our processing is that it is necessary to enable us to offer you a rental agreement with us. If we do not process your personal data, we cannot offer you a rental agreement.

If your notification of interest is rejected. If your notification of interest is rejected because of misconduct in connection with a previous rental agreement, we process data on the decision to reject for a limited time. The legal basis for our processing is that it is necessary in order to meet our legitimate interest in retaining information about the reason for the decision to reject. 

4.4 When you have a rental agreement 
Administration of the tenancy. We process your personal data in order to administer the tenancy and fulfil our commitments towards you, which means, for example, that we send rental notices to you, administer your payment, register keys and door code linked to your name and telephone number and register tags to electronic key systems for your apartment number. Depending on what type of housing, premises or storage unit you rent from us, we may process information from individual electricity, heating and water metering. If you report a fault or request to have work carried out, we process your contact details, apartment number and information about what you wish have dealt with. We also process your contact details to communicate with you in different contexts, for example to reply to your communication or questions about our customer service ,or  send information to you about booked inspections or works. The legal basis for our processing is that it is necessary in order to fulfil our obligations under the rental agreement with you. If we do not process your personal data, it is not possible for us to fulfil our commitments towards you. If you have protected personal data, we will manage your data in accordance with our procedures for such data.

Services and servicing. We process your personal data to offer you services and servicing beyond what has been regulated in the tenancy. The statutory basis for the processing is a balancing of interests. The processing is necessary for our legitimate interest in developing, improving and selling products and services and maintaining good customer contact with you. If we do not process your personal data we cannot offer you services or servicing beyond our explicit obligations under the rental agreement. 

Administration of applications to swap housing or for sub-letting. We process data both about you as our tenant and about you as someone who is interested in becoming a tenant in order to process and respond to the application. In both cases we receive this data from you. The legal basis for our processing is a balancing of interests. The processing is necessary for our and your legitimate interest in processing and responding to the application. If we do not process your data we cannot approve your application to swap housing or for sub-letting.

Administration of guarantors, trustees, administrators, recipients of power of attorney, beneficiaries of an estate, contact persons/notice recipients. We process contact details for you as a guarantor, trustee, administrator, recipient of power of attorney, beneficiary of an estate, contact person or notice recipient for any of our tenants in order to administer the tenancy with our tenant. The legal basis for our processing is that it is necessary in order to satisfy our and your legitimate interest in administration of and communication concerning our tenancy relationship with the tenant for whom you have an engagement. If we do not process your personal data we cannot communicate with you. 

Housing adaptation. If your housing is the object of adaptation, we process data about the housing adaptation including certain data on your health. The legal basis for our processing is to be able to carry out the actions applied for under the rental agreement. If we do not process your personal data we cannot carry out housing adaptation.  

Information concerning disturbances or other impacts. In the context of disturbance cases, the presence of vermin or other impacts, we process your name, information concerning housing and data on any disturbances, misconduct or other impact in your or another person's apartment or adjacent spaces. If you make a notification we process your name and your address and other personal data you choose to submit to us.  If you yourself become the object of the case, we process data on your identity and address and the data we receive from the person who made the notification. The legal basis for our processing is that it is necessary to fulfil our obligations and address legal claims under the rental agreement. If we are unable to process the data, it is not possible for us to fulfil our commitments towards our tenants.

Video surveillance/monitoring. We monitor certain areas with general video surveillance/monitoring in accordance with applicable legislation for our legitimate interests in improving security in our housing estates, reducing vandalism, preventing crime and providing good support in crime investigations. Which these areas are is indicated by signs set up in the area. If you spend time in an area covered by video surveillance, we may process images showing you. The legal basis for our processing is our legitimate interest in general video surveillance/monitoring in accordance with applicable legislation. 

Access logs in electronic key systems. If you rent an apartment, storage unit or parking space in a property that has an electronic key system, we process access logs from the electronic key system attributable to common spaces in the property for technical maintenance and customer service. The legal basis for our processing is our and your legitimate interest in being able to prevent and deal with technical outages and being able to give you good customer service.

Studentbostäder: Housing checks. If you are a tenant of Studentbostäder, we carry out housing checks to check that you fulfil the requirements to be actively studying at Linköping University. We then process data on your pace of study. The legal basis for our processing is that it is necessary in order to fulfil the rental agreement with you. If we are unable to carry out housing checks, it is not possible for us to have a rental agreement with you. 

4.5 When we process personal data for statistics and follow-up
Internal statistics and follow-up. We process data about your use of My Pages, frequency and type of notifications of interest, information you provide in taking part in housing surveys, satisfaction surveys, follow-up of the work of contractors and suppliers and similar for our internal statistics and follow-up. The legal basis for our processing is that it is necessary for our legitimate interest in follow-up, statistics and work on improvement and change. 

4.6 When processing takes place for marketing and similar purposes  
Sending information to you. If you are a tenant of ours we process your contact details to send questionnaires, information about competitions, events and similar to you and to send you our customer magazine Välkommen Hem. The legal basis for our processing is that it is necessary to satisfy our and your legitimate interest in sending information to you that concerns you as a tenant. 

Competitions and similar events. If you choose to take part in or register for competitions and similar events that we arrange from time to time, we process your contact details and the personal data you provide us with for the purpose of being able to hold the competition or event for which you have registered. The legal basis for our processing is your consent, which you give when you register for the competition or event. Registration or participation is voluntary, and you can withdraw your consent at any time. 

Newsletters. If you have registered for our newsletters, we process data on your name and your e-mail address. The legal basis for our processing is your consent, which you give when you register for our newsletter. Registering for our newsletter is voluntary, and you can withdraw your consent at any time.
 
Social media. When you communicate with us via our social media, we process your contact details in the social media concerned and other data you submit in order to administer and respond to your message. Your message is answered openly on our social media, which means that the data you give us through social media is public. You have the option to erase your message yourself. The legal basis for our processing is that the processing is necessary to satisfy our and your legitimate interest in simple and open communication on social media. If we do not process your personal data we cannot communicate with you on social media. 

For marketing purposes. If you are registered on our housing waiting list or are a tenant of ours, we process your contact details in order to send marketing material and other information about our services and offerings to you. The legal basis for the processing is that it is necessary in order to satisfy our legitimate interest in marketing and informing about our services and offerings. You have the right to notify us at any time if you no longer wish to receive marketing from us. We will then stop sending marketing material and general information about our services and offerings to you.
4.7 When we have a statutory obligation

To comply with applicable law, ordinance or administrative decision. In addition to the processing of personal data indicated above, we also process data insofar as necessary in order to be able to fulfil our obligations by law, ordinance or administrative decision. This means that we process your personal data in order to comply with our statutory obligations as landlord, the Book-keeping Act, the provisions of the Freedom of the Press Act on public documents, the Archives Act and other mandatory legislation. 

5. HOW HAVE WE DONE OUR BALANCING OF INTERESTS WHEN THE LEGAL BASIS IS OUR LEGITIMATE INTEREST?
For certain purposes, we process your personal data based on a balancing of interests as a legal basis for the processing. In the balancing of interests we have made the assessment that our legitimate interest in carrying out the processing overrides your interest in not having your personal data processed. If you wish to know more about how we have made this assessment, you are welcome to contact us. You will find our contact details at the start of this information.

6. WHO CAN OBTAIN ACCESS TO YOUR PERSONAL DATA?
We never sell personal data to third parties. In certain cases, however, we transmit your personal data to third parties. If you wish to receive more detailed information about who receives your data, you are welcome to contact us. 

Suppliers who provide various types of IT systems and services necessary to enable us to carry on our activity and fulfil our commitments to you. 

Contractors and similar who carry out repair works, renovations or other types of action in your housing or premises. 

Suppliers of disturbance duty services or security companies that deal with disturbance notifications.

Other service suppliers and similar that we use to send our customer magazine Välkommen Hem, questionnaires and information to you. 

Suppliers of utilities to our property stock and tenants, for example insurance companies, power companies and broadband companies for the purpose of enabling these to provide you with beneficial offerings in your capacity as a tenant of ours.  

Debt collection companies, other legal assistants, the Swedish Enforcement Authority, rent tribunal, ordinary court of law or social services committee in the event of delay in rent, disturbances, misconduct or other legal claims against you attributable to the tenancy or otherwise. 

Public authorities. If we have a legal obligation to do so, we submit your personal data to public authorities at their or your request, or on our own initiative. 

Transfer of property. In the event of sale of parts of our property stock, your personal data may be transferred to a potential acquirer.

7. WHERE IS YOUR PERSONAL DATA PROCESSED?
Your personal data is processed within the EU/EEA.

8. HOW LONG DO WE RETAIN YOUR PERSONAL DATA?
We process your personal data to administer your registration and My Pages for as long as you are applying to us for housing, premises or a parking space and for as long as the data is relevant and up-to-date. If you not a tenant of ours, you can notify us at any time that you do not wish to remain on our accommodation waiting list and that you wish your My Pages to be deleted.

Processing of your personal data for marketing purposes based on our legitimate interest takes place for as long as you have a user account with us/are registered on our housing waiting list or are a tenant of ours, or until you notify us that you no longer wish to receive marketing from us. If we send newsletters about our new construction projects, etc. based on your consent, the newsletters will be sent to you until you notify us that you no longer wish to receive newsletters from us. If we process your personal data for competitions or events, your personal data is processed until the competition or event has ended, or until you withdraw your consent. 

Processing of personal data in the context of administration of your tenancy is retained for as long as the tenancy continues. Our data is retained for a period of time thereafter. Data that is required to monitor legal claims concerning the rental agreement is retained for two years after the rental agreement has come to an end.  If your rental agreement has ended due to misconduct, we retain information about your identity and information about why your rental agreement ended for three years. If we have any claim against you we will retain information about your identity and the reason for the claim until we have received full payment for our claim, or for as long as the claim can be legally exercised. 

Images from general video surveillance/monitoring are erased automatically after fourteen days. Access logs in electronic key systems are retained for fourteen days. Data on disturbance cases is erased after the case has concluded or as soon as they can no longer be legally pursued.

Data in order to process and respond to applications for swapping of accommodation, transfer or sub-letting is erased when the apartment swap, transfer or sub-letting has been completed. 

If your application for housing, premises or a parking space, or application for a housing swap, transfer or sub-let is turned down, the data is erased after the rejection unless you have registered on our website and remain as an applicant. If the decision to reject is due to you not complying with our rental policy, the data on the reason for the decision to reject is erased after two years. 

Your personal data is retained longer than has been stated above insofar as we are obliged to retain it by law, ordinance or administrative decision. This means that we retain data that is required to comply with applicable legislation. We wish point out in particular that we are municipal social housing companies and are covered by the provisions of the Freedom of the Press Act on public documents. This means that we keep public documents in our archives. General documents are documents sent in to us or documents we ourselves create, for example rental agreements, letters and certificates. We dispose of public documents and data in accordance with our document management plan. 

9. HOW CAN YOU INFLUENCE OUR PROCESSING OF YOUR PERSONAL DATA?
Under current data protection legislation you have certain rights regarding the processing of your personal data. You are welcome to contact us to obtain further information about your rights or to exercise your rights. If you do not wish your personal data to be processed for marketing purposes, you can notify us accordingly at any time. 

Right of access. You have the right to receive confirmation of whether personal data concerning you is processed by us, and you also have the right to receive a copy of the personal data being processed.

Right of rectification. You can amend personal data yourself by logging into My Pages. You also have the right to have incorrect data rectified and to supplement incomplete personal data.

Right of erasure (right to be forgotten). Under certain circumstances you have the right to request that your personal data be erased.

Right to withdraw your consent. If any processing is based on your consent, you have the right to withdraw your consent at any time. Withdrawal does not, however, have any effect on processing that has taken place before the withdrawal took place. 
Right to restriction of processing. Under certain circumstances you have the right to require that processing of your personal data be restricted. This right also exists if you have objected to the processing and we have not carried out a check of whether our legitimate interest overrides your interest in not having the personal data processed. 

Right to object to processing. You have the right at any time to object to the processing of your personal data based on a balancing of interests. If we cannot show that we have legitimate reasons for the processing that override your interest in not having the personal data processed, your personal data will no longer be processed for this purpose. 

Right to data portability. Under certain circumstances, you have the right to require that your personal data be transmitted in a structured, generally used and machine-readable format to another controller. This right is limited to data you have supplied to us yourself.

Right to submit complaints. You have the right to submit complaints to a supervisory authority. It is advantageous to submit such a complaint to the authority in the country within the EU/EEA in which you live or work. The supervisory authority in Sweden is the Swedish Data Protection Authority.

10. DO WE USE COOKIES?
Yes, we use cookies. To read more about how we use cookies and how you can influence the use of cookies, we recommend that you read: https://www.stangastaden.se/cookies. 

11. WILL THIS INFORMATION BE UPDATED?
This information on our processing of personal data was last updated on 17.05.2018 and may be amended. 

If we make material changes to the text, for example regarding the purposes of processing your personal data, we will inform you before the change comes into effect by publishing a new version on our website. In applicable cases, the change will also be found on My Pages, be sent by e-mail and be available in our Bobutik (‘housing shop’).