Privacy & cookies

What does the processing of personal data entail?
Vesteda processes personal data. According to the GDPR, processing is everything that can be done with personal data, such as collecting, accessing, rectifying, retrieving, using, distributing, protecting, linking, erasing, or destroying data. This can be done partly or fully automatically. It can also be done manually.
 
When are we legally permitted to process personal data?
Vesteda processes personal data carefully and transparently. We only process personal data if it is legally permissible to do so. 'Legally permissible' means:
 
If you would like to enter into an agreement with Vesteda
Have you seen an interesting home at Vesteda or would you like to be kept informed? Then register as an interested party. You hereby enter into an agreement with us and we may process your personal data. We will then inform you about the homes you are interested in, we will communicate about viewings and use the data to assess who is invited to view, we determine who will ultimately be awarded a house and we will use the data to enter into the rental agreement.

If you have clearly given your consent to Vesteda
We may process your personal data if you have given us clear permission to do so. In your profile, fields are marked as not mandatory, if you fill them in, you give us permission to use that data. This data is kept as long as your profile is active or you delete the data yourself.

If you are not assigned a home, you can keep your data and documents for another 3 months. This means that you do not have to submit all the documents again for a new viewing.

If you are no longer interested, you can unsubscribe at huurbij.vesteda.com in the privacy menu. Your entire profile will then be deleted.

Even if you upload documents or data that you think may be relevant to the award of a home, you also give us permission to use these documents or data. However, we first deal with the required documents that are requested.

If Vesteda has a legal duty
Vesteda may process your personal data if we are obliged to do so by law.

If Vesteda has a legitimate interest
Vesteda may process your personal data if we have a legitimate interest in doing so. This means that it is very important for Vesteda to process your personal data. For example for business safety and information security, for good business operations, or to prevent theft and fraud.

In the case of wanted homes, we also request some information from you before viewing in order to organize the process more efficiently. It turns out that there are otherwise many viewings unnecessarily taking place, which is annoying for you, but also for the departing tenant. So we only want to do viewings with people who actually can and want to rent.

What personal data do we process and why?
We process personal data in various situations. Our basic principle is that we do not process more data than necessary. We process personal data in the following cases.

If you register as interested in a rental property with Vesteda

Would you like to stay informed about soon available rental properties? Or save your search profile? Then we will process these personal data:

• username and password;
• first and last name;
• gender;
• e-mail address;
• rental property requirements;
• desired rental period;
• information about your personal living situation;
• the rental properties you favourite or for which you register;
• the content of messages you have sent to us, such as feedback and product reviews you have written, or questions and information you have provided to customer support. When you contact us, telephone calls or chat sessions with our employees may be recorded and monitored;
• information about your device, such as IP address (and associated inaccurate location information), internet browser and device type, device IDs, login and logout information, regional and language settings;
• website usage data;
• whether you would like to receive updates by email.

If you request a viewing for a property

Would you like to view a rental property? Then, in addition to the above data, we process (depending on the specific rental property) the following personal data of you (and possibly your partner or co-tenant):

• initials and title;
• full first names;
• address;
• telephone number;
• date of birth;
• family composition and marital status;
• financial data;
• details of who your possible co-tenant is (e.g. name, contact details and gender);
• work situation (employment and type of contract / entrepreneur / retired);
• your current living situation (tenant, house sold, homeowner, resident);
• identification type and document number;
• the period for which you want to rent the property;
• country of origin;
• nationality;
• the dwelling you wish to visit;
• images from door or security cameras.

In the case of properties for which there is a great deal of interest or where there is a short follow-up time, we can request any further information or documents necessary for the selection of a property prior to the viewing.

Would you like to rent a property and /or take an option on a property at Vesteda?

Vesteda rents and sells properties. As a tenant you have the possibility of taking an option on the property. In both cases we will process your (and possibly your partner or co-tenant's) personal data as stated below, in addition to the aforementioned data, when creating a rental contract or when applying for an option on a property:

• a copy of your proof of identity including the document number (not a Burgerservicenummer);
• the residence in question, with all the associated data;
• financial data (such as income, surety, assets and debts / financial obligations);
• information about your employer (if applicable);
• employer's statement or copy of the employment contract if you are employed;
• payment details (method of payment, IBAN and verification thereof (e.g. copy of bank statement));
• information relating to alimony or divorce;
• data relating to your company, turnover and income security;
• information relating to a benefit;
• a statement of truth;
• sector in which you are active;
• a photograph of you (to check your identity in person);
• a statement about a care indication;
• results of a customer and credit investigation;
• other statements from you or a third party;
• if you have previously been a tenant, we will also process data from our previous experiences with you (if we still have them);
• signature and other signature data;
• other data and documents that you provide to us.

We need this personal information to do our job properly:

• To speak to you in the appropriate manner.
• To keep you informed about suitable homes.
• To better understand the needs of our online visitors and online users and to tailor our services accordingly.
• To allow our websites to function and to give users access to their own data.
• To maintain contact with online users in various ways and to make appointments.
• We carry out a financial and creditworthiness test to check whether online users are able to rent a property.
• To enable online users and interested parties to view a property.
• We do a tenant survey to assess whether you comply with our rental policy and to determine who is appointed a property. For more information we refer to our rental conditions.
• We verify the identity of online users. We use various personal data for this purpose, including a copy of their passport or identity card. Upon delivery of a property we check whether the tenant is really the person on the passport photo or on the identity card.
• Do we conclude a rental agreement with an online user or interested party? Then we will use their personal data to enter into and execute this agreement. For more information about this we would like to refer to our privacy statement for tenants.
• To make access passes for our tenants.
• In order to comply with legal obligations and agreements with other parties. For example with the AFM, FIU, tax authorities, police and municipalities.
• We also extract statistics from the data and those of all other (potential) tenants, which we use as management control information.
• To safeguard and protect our business operations and to identify and help minimise or prevent fraud, unauthorised activities, claims and other liabilities.
• To report changes in policies, documents and our services.
• To record and handle questions, complaints and requests.
• To prevent or deal with security and usage incidents.

If necessary to conclude the rental agreement with you
For example, we share your personal data with other parties to check whether your ID is valid, whether you are on a sanction list and whether you have enough income to rent a property.

If there is a legitimate interest
Vesteda may share your personal data if we have a legitimate interest in doing so. This means that it is very important for Vesteda to share your personal data. For example, in case our systems are misused, for reporting a crime or suspicion therof.

If required by law
According to the law, in some cases we are obliged to share personal data with other parties. For example, we must share personal data with the AFM, the tax authorities or the police if they request so.

1. After incidents: to determine the nature of the violation and to be able to identify the perpetrators, parties involved or witnesses.
2. If a data subject specifically requests access to the images on which they appaer.
3. If there is reason to do so, to check that everyone keeps to the regulations, rules of conduct, or conditions applicable to tenants.

How do we protect your personal data?  
We do our utmost to process your personal data in a safe manner, aimed at preventing unauthorised access to personal data or dissemination thereof, ensuring the accuracy of personal data and ensuring proper usage thereof. We have taken physical, electronic and organisational control measures to protect and secure the personal data that we process; we invest in our systems and inform our employees on how to safely process your personal data.

Despite the high duty of care that we exercise, we unfortunately cannot guarantee the effectiveness of these safety measures and nothing in this privacy statement can be assumed to be an explicit or implicit guarantee against the loss, abuse, unauthorized access, disclosure, alteration or destruction of personal data.

How do we protect the personal data we share with third parties?
We conclude a processor agreement with organizations that process your personal data on our behalf. This agreement stipulates that they will treat your personal data as securely and confidentially as Vesteda does.

In case we share your personal data with an organization that processes your personal data not on our behalf, then that organization is responsible for adequately processing the personal data it received. In such cases, either agreements have been made or we are legally obliged to do so. The latter can be the case when we provide personal data to the Dutch Authority for the Financial Markets (AFM), Tax authorities, the Financial Intelligence Unit, the Fiscal Information and Investigation Service (FIOD), the General Intelligence and Security Service (AIVD) or the police. These organizations have their own responsibility to comply with privacy legislation.

• If you register to rent from us, but no rental agreement is entered into, we will delete all your personal data (and your account) after 1 year of inactivity.
• If we turn down your rental application because you provided false information in your first application, we will retain your name, emailadress and the reason for turning down the apllication for a maximum of 5 years after your application was turned down.
• If you provide us with documents proving eligibility for a rental property, we will remove it no later than three monthsafter rejection, unless you indicate that we can save it for one more year.
• If we terminate your rental agreement because you disregarded the rules, we will retain the personal data we have processed for that purpose for a maximum of five years after the end of the rental agreement.
• Data from visitors to our websites is stored for 3 months and then stored anonymously and aggregated.
• Data that you have emailed or filled in via the contact form will be kept for 2 years

You can always ask us to erase your personal data. However, we cannot always do so and we are not obliged to allow this. This can be the case, for example, if we are legally obliged to save your personal data for a longer time.

You can ask us to temporarily limit the use of your personal data. You can do so in case:

• You believe that your personal data are incorrect
• We process your personal data incorrectly
• We no longer require the processing of your personal data, but you do need them (e.g. after the retention period), for taking legal action
• You object to the use of your personal data

You have the right to receive your personal data in our possession. This is called data portability, the “right to transfer personal data”. This will enable you to transfer your personal data to a new rental company. You can also request us to transfer your personal data directly to a third party. You cannot have all types of data transferred however. Firstly, only digital data can be transferred. Paper files are therefore excluded.  Secondly, you can only make this request in relation to personal data that we either process with your consent or process to execute an agreement we have with you.

In case we process your personal data based on a “justified interest”, you have the right to object to that. You also have the possibility to unsubscribe from offers for products or services that we may send you.

How can you contact Vesteda?
If you have any questions about this privacy policy, we'd be pleased to help you. You can send an e-mail to privacy@vesteda.com. You can also contact us at this postal address: