Information on the processing of personal data

The privacy of our customers is important to us in all processing of personal data. With this in mind, we have invested time and care in securing our systems and procedures. We continuously train our staff and inform our suppliers about the importance of respectful and secure processing. This information describes how we handle your personal data and how we comply with applicable legal requirements regarding personal data, including the requirements of the General Data Protection Regulation (EU) 2016/679 (GDPR).

The Gothenburg Student Housing Foundation (SGS) is the data controller for the processing of personal data that takes place within or on behalf of the organization.

We collect information about you when you register your interest in renting a home, parking space or premises, and when you sign a rental contract and broadband subscription.

In your application, you register address and contact details as well as your social security number (or equivalent for applicants with a foreign identity), which we need in various contexts to verify your identity. In addition to the information provided by the applicant, we collect information from credit reference agencies, universities/student unions and previous landlords. Personal data also includes the traces you leave in our system logs when you visit one of our websites. We use data such as cookies and IP addresses to analyze how our visitors use the services and websites we provide.

Contacts with our customers are mainly done via “My Pages” or email so please make sure you always have the correct email address registered on My Pages. We also use social media in our customer communication, media that we regularly monitor and where posts with inappropriate content are removed. Here, we would also like to encourage the data subject to take care not to register any personal data that could be misused by others.

During the tenancy, we record and process data in connection with various matters relating to the tenancy. Data is further processed in connection with the use of services provided by SGS and in connection with study checks. We may also record and process data in connection with marketing, customer surveys and other types of events offered by SGS and our partners.

We disclose personal data to the extent necessary to: public authorities, property management providers, insurance companies offering you home insurance, applicants for apartment viewings and to other landlords for reference purposes. It is our policy never to disclose information about our tenants in response to enquiries.

To the extent that processing of your personal data is carried out on behalf of SGS by a supplier to SGS, a written contract is concluded which regulates that the personal data is processed in a lawful and secure manner.

Under normal circumstances, we do not carry out any processing that involves the transfer of personal data to third countries (i.e. countries outside the EU/EEA). Exceptions to this are in cases where we store data in some form of cloud-based service that means that the data may be processed in a third country or, for example, in dialogue with an applicant who is outside the EU/EEA. In these cases, we are particularly careful to minimize the data processed as well as the storage time, also to comply with the GDPR in general, for example with obtaining consent.

Your personal data will be kept as long as you have an active application with us, meaning that you must renew your application once a year to keep it active. During the contract period, the data is stored for as long as we need it or as required by applicable law. After the contract period, we save personal data for a maximum of two years unless longer retention periods follow from specific legislation such as the Accounting Act.

The majority of the data we register about you is required to fulfill the lease agreement or to fulfill statutory obligations to authorities. In a few cases, we make a so-called balance of interests, i.e. we make an assessment of whether the data is not of a privacy-invasive nature for the individual in relation to the benefit of our business. For example, we use e-mail addresses to facilitate communication or data collected in customer surveys, etc. If consent is required under the Data Protection Regulation, we will request it from you before we register the data. For example, data relating to health when requesting a priority or exemption application.

You have the right to receive an extract from the register containing the information we hold about you. If you want to correct any of the data we have registered about you, you can do so most easily under “My pages”. You can also request: rectification, deletion, object to processing, have the processing of your personal data restricted, withdraw consent and transfer personal data to another landlord if technically possible. You can do this by contacting us by sending a letter to:

Postal address: SGS Studentbostäder, Attn: Dataskydd, Kaserntorget 11, 411 18 Göteborg

If you are not satisfied with SGS Studentbostäder’s processing of your personal data, you can contact the Swedish Data Protection Authority (IMY), which is the supervisory authority.