Legal wording for sharing data

In this article you can find a legal wording for sharing data with Hococo, this can be used in case your residents have questions about you sharing their data with us.

Part 1 

We process personal information about you as part of our role as your landlord. In this contractual relationship, we have the legal authority to process the personal data of our tenants, cf. Article 6 of the GDPR. We process all of our tenants' personal data in accordance with the applicable personal data legislation at all times and are in this respect the data controller.

WHICH PERSONAL INFORMATION ARE WE TALKING ABOUT?

"Personal information" includes any type of information about an identifiable natural person, e.g. the person's name, email address, and address.

You can voluntarily download the resident app. By using our resident app, you have the opportunity to make use of a number of voluntary services, to which you must give consent.

HOW DO WE PROCESS THE INFORMATION?

"Processing" of personal data covers any activity to which personal data is subject, e.g. collection, registration, systematization, organization, storage, adaptation, modification, search, use or disclosure.

We only process personal data to the extent that it is necessary for the specific purposes as a landlord, and where there is a legal basis for this or where our tenant has given concrete consent, e.g. by voluntarily downloading the resident app and using, for example, the function "Channels ".

TO WHOM DO WE PROVIDE YOUR PERSONAL INFORMATION?

We only pass on your personal data to external parties if it is necessary and there is a legal basis for this. For example, we use some IT services where personal data is stored and processed. These IT suppliers are data processors and a Data Processing Agreement has been drawn up with each one of them.

 

Part 2

Already because we have a contractual relationship with your lease agreement, we are entitled to store personal data about you. This is data such as name, address, telephone number etc. It is thus a legal relationship between tenant and landlord which is, among other things, regulated by the Tenancy law. It does not have to be stated in the rental contract that we store data about you. If we do not receive this data, we will not be able to enter into a lease agreement with you. A similar contractual relationship is seen in employment relationships, where an employment contract has been agreed between the parties. In that case, the employment contract would give the company the right to store personal data.

As a rental company, there are many reasons why we store data, including the possibility to register, process, store and update information about the rental relationship. We do all this to be able to run our rental business. In addition, we have a documentation requirement should there be disagreements in the lease agreement.

As a real estate rental company, we must be able to communicate with our tenants, process cases, send rent collections, regulate/notify rent increases, be able to handle general communication, provide access to shared facilities and much, much more. To be able to do all this, we are forced to use digital tools. In Denmark there came on 1 January 2019, new rules in the Tenancy Law came into force. 

This means that the tenant and landlord should as a starting point communicate using digital communication. This is in place of letters which used to be the primary method of communication. However, there are still a few cases where the rules still require that communication takes place by post, e.g. upon termination of the lease, which is only true according to Danish law.

When we use digital tools, the solutions we use will store personal data. In this context, we will be data controllers and our IT suppliers (those who deliver the solutions to us) are considered to be our data processors.

There will always be a data processing agreement between us and our suppliers, which ensures that our data processors (i.e. the IT suppliers) may only process data based on our instructions and in accordance with applicable legislation. You can read much more about the relationship between the data controller and data processors on the GDPR  website, where you can read more about the rules for this.