What is personal data?
Personal data refers to all types of information which can be related to a living physical person, either directly or indirectly. This includes a person’s name, personal identity number, address, e-mail address and telephone number. It may also include customer reference numbers, encrypted data and other types of electronic identities, such as IP numbers, if they can be linked to a physical person.
What do we do with your information?
All personal data processed by Stiftelsen Kalixbostäder is used to deliver, carry out or improve the services and solutions we provide. Stiftelsen Kalixbostäder processes personal data for the following purposes, based on the legal grounds specified below:
- Data collected when registering on the accommodation waiting list
When you register on the waiting list to apply for accommodation you provide personal data which is stored in Stiftelsen Kalixbostäder’s database. You are responsible for ensuring the personal data you provide to Stiftelsen Kalixbostäder is correct. In conjunction with registration, you are giving your consent for Stiftelsen Kalixbostäder to register, process and store your personal data for the purposes intended. Providing your name, personal identity number and other personal details is a pre-requisite in order to file an application for accommodation. Just as before, a credit reference will be obtained and references taken from previous landlords before a contract is signed. If you are not active on the waiting list, for example, by logging into My pages or contacting the customer service team at Stiftelsen Kalixbostäder in any other way during a 12-month period, your personal data will be purged and your place on the waiting list withdrawn.
The legal grounds are weighing of interests before an agreement.
- Data which is collected when you are a tenant
When you sign a contract, Stiftelsen Kalixbostäder will process additional personal data in order to ensure the contractual conditions may be satisfied. This could include data regarding your rental contract, key receipts, reports of faults, rent notifications and payments you have made. Stiftelsen Kalixbostäder will retain your data as long as you are a tenant. There are procedures for purging personal data which is obsolete. When you cancel your apartment, Stiftelsen Kalixbostäder will delete your personal data in accordance with applicable legislation. Naturally, this is contingent on there being no active, unresolved cases between you and Stiftelsen Kalixbostäder, such as unpaid rent or cases relating to disturbance. Stiftelsen Kalixbostäder will use the data you have provided in order to issue relevant information regarding your apartment, such as details of renovation, as well as customer publications or customer satisfaction surveys. If you do not wish to receive such information, you are welcome to notify Stiftelsen Kalixbostäder of this via email at firstname.lastname@example.org.
The legal grounds are agreement, legal obligation and legal claims.
Information and personal data to third parties
Stiftelsen Kalixbostäder may share your personal data with third parties as specified below.
- Suppliers and subcontractors
In cases where subcontractors may process your personal data on behalf of Stiftelsen Kalixbostäder, an agreement will be drawn up in order to ensure a high level of protection and that your personal data is processed correctly.
- Credit reference agencies
In order to assess your creditworthiness when you file an application to rent an apartment, as well as confirm your identify and your address. Stiftelsen Kalixbostäder enters into an agreement with the credit reference agency in order to ensure a high level of protection, and that your personal data is processed correctly.
In order to provide necessary information to authorities such as the Police, the Swedish Tax Agency or other authorities as we are obliged to do under applicable law, or if you have approved the disclosure of information.
For how long will we retain your personal data?
Stiftelsen Kalixbostäder will retain your data only as long as is necessary to deliver contractually binding services and solutions on your behalf, and as long as is required under statutory retention periods. When Stiftelsen Kalixbostäder retains data for purposes other than contractually binding obligations, it may be, for example, in order to satisfy statutory requirements. As a public housing enterprise, Stiftelsen Kalixbostäder complies with various laws, such as the Swedish Public Access to Information and Secrecy Act, the Swedish Archives Act and the Swedish Accounting Act.
Your rights regarding access, correction and deletion
You may at any time request details of the personal data which is processed by Stiftelsen Kalixbostäder. An extract from the register will be issued on request, and is free of charge once a year. Under certain circumstances, for example, if the personal data is incorrect, extraneous or irrelevant to us, you are further entitled to (i) ask for your data to be deleted, (ii) ask for processing of your data to be restricted, (iii) object to the processing of your personal data. If you have any questions relating to the processing of your personal data or wish to exercise any of your rights as specified above, please contact Stiftelsen Kalixbostäder. You may be asked to provide identification to ensure the data is issued to the right person.
How do I go about requesting an extract from the register?
File a written request to obtain an extract from the register from Stiftelsen Kalixbostäder. You must file the request in writing because it must contain your signature. E-mail will not be accepted. Mark the letter “Personal data request” and send it to Stiftelsen Kalixbostäder, Lejonsgatan 7, SE-952 34 Kalix.
How do we protect your personal data?
Stiftelsen Kalixbostäder has adopted technical and organisational measures in order to protect your data from loss, manipulation and unauthorised access. Essential security measures are continually modified in accordance with the advances and developments made in the field of technology.
If you wish to complain
If you have a complaint pertaining to the processing of your personal data and consider Stiftelsen Kalixbostäder to be in breach of the GDPR, you may refer to the Swedish Data Protection Authority. To find out more, visit the Swedish Data Protection Authority website at www.datainspektionen.se.
Contact details for Controller of Personal Data
Stiftelsen Kalixbostäder, corporate ID no. 898200-0682
Postal address: Lejonsgatan 7, SE-952 34 Kalix
Visitors: Lejonsgatan 7, SE-952 34 Kalix