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How we process your personal data


At Bostaden, we care about your privacy and strive for a high level of data protection. Here we describe how we collect and use your personal data and explain your rights. 

It's important that you read and understand how we process your personal data, and that you feel confident about this. If you have any questions, you're always welcome to contact us. 

Freedom of information principle

Bostaden is a municipally owned limited company that operates under the Freedom of information principal. This means that all documentation, including personal data, are public documents that may be disclosed to anyone who requests it. In some cases, however, the data is considered confidential and is therefore not disclosed. 

What is personal data and what is personal data processing?

Personal data is any information that can be linked to you personally, such as your name, address, and contact information like phone numbers and email addresses. 

Personal data processing is everything that takes place using personal data. Any action that uses personal data constitutes processing, whether the action is automated or not. Typical examples of processing are collection, recording, organizing, structuring, storing, processing, transfer and erasure. 

What personal data does Bostaden collect, and in what context is it collected?

Read more about when we collect personal data and what kind of personal data we collect below.

This information applies in general to all personal data processed by Bostaden. If other, more specific data is made public by one of our subsidiaries, it takes precedence.

  • When you're in the housing queue
    While you're in the queue, we collect and process your personal data to manage your housing application. We do this to be able to offer you a home. We save the data for as long as you're in the queue. If you don't want to remain in the queue, you can demand that we remove and erase your personal data.
  • When you sublet, exchange or transfer your apartment
    When you sublet one of our apartments, we process your personal data in order to be able to take a decision on the application to sublet. We do this because we have a legitimate interest in checking and approving sublets. If you are renting student accommodation, we will process your letter of admission or other certificates verifying that you will be studying during the time you sublet the apartment/room. We save your data in accordance with our document management plan. Rent statements and details of electricity and water usage are sent to the tenant who holds the contract with us.
     
    If you apply to exchange or transfer your apartment, we process your personal data in order to be able to take a decision on the application we have received. Your personal data is also processed on the grounds of weighing of interests. If we grant your application to exchange or transfer your apartment, we process your personal data as described above.
  • When we offer you a home
    When we offer you a home, we need to process more data about you, e.g. about your finances and how you have looked after previous accommodation and rent payments. This means that we perform a credit check, retrieve data from debt collection companies and the enforcement service and process employment contracts and other credentials or documentary evidence of your income. If necessary, we also take references from previous landlords. If you have a receiver or trustee, we need to process that data. If you're offered student accommodation, we will process your letter of admission or other certificate verifying that you will be studying during the time you rent from us.

    We will retain your data in our document management plan. We do not store credit data or data from collection agencies and government agencies that we collect in order to approve you as a tenant.
  • While you rent from us
    When you sign a rental agreement, we process your personal data in order to manage and perform our obligations as a landlord and contractual party. While you rent from us, we process your personal data when we e.g. send out rent notices and manage your payments; when we collect data on your consumption of electricity and water, when we negotiate rental terms and when we send you information that you need.

    We may also need to update your personal data from public records to make sure it’s correct. For example, if you live in student accommodation, we will check that you are studying. If you have protected personal data, we process it in accordance with our established procedures for such processing.

    We also process your personal data in order to provide various amenities or services to you, and to market Bostaden and our services. We do this in order to develop, improve and sell products and services and maintain good customer relations with you. Your personal information will also be shared with other companies that may promote their products. For example, this may mean insurance companies and utilities, i.e. offers that you may find useful when you rent from us. If you choose to pay your rent with direct debit or electronic invoice we will share your personal data with your bank. The bank is responsible for their processing of personal data.

    We also process your personal data when required to do so by law, such as under the Swedish Tenancy Act. This may concern disturbances in your home, late or missed rent payments and damage to the apartment. We may also need to disclose your personal data to the social welfare board or other relevant government agencies. 

    We may have to hire a contractor to assist with repairs in your apartment, or a company to provide broadband or electricity, a debt collection agency or a company to take care of our IT systems. The relevant contractor will then process your personal data. We also give out your personal data when required to do so by law or government agency decision. If the data is transferred to a country outside the EU, we make sure that the transfer is legal.
  • When you no longer rent from us
    When you move out of your apartment, we have to save certain data about you such as the lease in accordance with our document management plan. Personal data about you in our records, such as payments, will be saved in accordance with the Swedish Bookkeeping Act.

    When you cancel your rental agreement, we share your name and telephone number with prospective tenants seeking to view the apartment, all in accordance with the Tenancy Act. If you have protected personal data, we will process it in accordance with our established procedures for such processing.
  • When you rent storage and a parking space from us
    When you sign a rental agreement for storage or parking space, we process your personal data in order to perform and manage our obligations as a contractual party. We process your personal data during your tenancy, e.g. when we send out rental notices, manage your payments and when we send you information that you need.

    Under our document management plan, we have to save certain data about you, such as the agreement, when the contract ends. Personal data about you in our records, such as payments, will be saved for seven years including the current year.
  • When you rent commercial space from us
    When you rent commercial space from us, we process your personal data in order to perform and manage our obligations as a contractual party. Before contract signing, we carry out credit checks and process certificates; these are saved all the time we have an interest in signing an agreement with you.

    We process your personal data during your commercial tenancy, e.g. when we send out rental notices, manage your payments and when we send you information that you need.
  • When you use any of our keys
    When you collect keys from us you sign a receipt, we may also collect power of attorneys for keys. We need these to be able to secure a safe delivery of keys in accordande with the lease.

    When you use electronic key systems or access control systems (also called tags) to access homes, lobbies, common rooms and laundry rooms, we process them in order to fulfil our landlord/tenant agreement with you.

    Booking logs and entry logs are saved for one calendar month. We save some logs longer if there is reason to do so. This may concern logs e.g. where there is a limit for laundry room bookings.

    We will disclose personal data to the police in the event of a criminal investigation.

    We will process your personal data in these systems for as long as you are our tenant.
  • When contacting us
    When you contact us via email, our forum or through social media, we handle your contact information to be able to communicate with you and answer your questions. If you are using a social media (that is, a third-party platform such as Facebook or Instagram), it is important that you read their personal data management information.

How long we save personal data

We are a municipal, non-profit housing company that is subject to the Swedish Freedom of the Press Act concerning public documents. This means we keep public documents in our archives. Public documents are documents that are submitted to us or documents we create ourselves, e.g. rental agreement, letters and certificates. We purge public documents and data in documentation under our document management plan.

Your rights

Bostaden endeavours to ensure that all of the data it processes is accurate. This naturally applies to any personal data we collect. If any data proves to be incorrect, we will rectify it without delay. You naturally have the right to know what data we have stored about you. If you want to see this data or have other questions about how we process personal data, we kindly ask you to contact us using the information at the bottom of the page. We are obliged to verify your identity first in order to prevent disclosure of this data to someone other than yourself. 

Questions and thoughts?

If you have any questions about this data or feel that we have somehow failed in processing your personal data, you may get in touch with our contact via email or send the data in writing to our postal address, which can be found at the bottom of this page. If you have any complaints about how we process your personal data, you may send the data to the Data Inspection Board, which is the supervisory authority. Further information can be found on the board's website.

Amending data

Bostaden may modify this data. The latest version of the data will always be posted on our website. 

Contact information for the personal data controller

Personal data controller: AB Bostaden i Umeå
Postal address: Box 244, SE 901 06 Umeå
Telephone number: +46 90-17 75 00
E-mail: gdpr@bostaden.umea.se

Data protection officer: Jonas Edström
Telephone number: +46 70-536 58 05
E-mail: jonas.edstrom@senmon.se

Version: October 15 2018