Privacy & cookies

Privacy statement

Responsible organisation

Vesteda Investment Management B.V. (hereinafter ‘Vesteda’, 'we', 'our' or ‘us’ ) is a Dutch residential investor and landlord. Vesteda is responsible for processing the personal data of its website visitors, prospective tenants and tenants.

Our head office is located at De Boelelaan 759, 1082 RS in Amsterdam. We are registered with the Chamber of Commerce (Dutch: KvK) under number 14071789.

In this privacy statement, we answer the following questions:

1. 1. What is personal data?
   2. What does processing personal data entail? 
   3. When are we allowed to process personal data?
   4. What personal data do we process and why? 
   5. When do we share your personal data with third parties? 
   6. How does Vesteda protect your personal data? 
   7. How long does Vesteda retain your personal data? 
   8. What are your rights?
   9. How do you contact Vesteda?
   10. Changes

2. What does processing personal data entail?

Processing of personal data is any processing of personal data, such as collecting, recording, organising, structuring, storing, retrieving, consulting, viewing, amending, using, disseminating, blocking, linking, erasing or destroying personal data.

3. When are we allowed to process personal data?

Vesteda processes personal data carefully and transparently. We only process personal data on a lawful basis. We do this in the following cases:

If you would like to enter into an agreement with Vesteda
For the renting out of a property to you, we enter into an agreement. For example, we collect your personal data to prepare the rental agreement with you and to execute the rental agreement. The execution of the rental agreement includes the likes of providing you with a comfortable place to live and collecting the rent.

If you have given Vesteda (explicit) consent
We are allowed to process your personal data if you have given us (explicit) consent to do so.

If Vesteda has a legal obligation
Vesteda is allowed to process your personal data if we are legally obliged to do so. For example, if we are conducting customer due diligence in order to comply with the obligations pursuant to the Dutch Prevention of Money Laundering and Terrorist Financing Act (Wwft).

If Vesteda has a legitimate interest
Vesteda is allowed to process your personal data if we have a 'legitimate interest' in doing so. This means that Vesteda or a third party has a legitimate interest that outweighs your interests. For example, to achieve a safe and healthy life for our tenant(s), corporate security and information security, for effective business operations, or to prevent theft and fraud. Vesteda will always weigh up these interests to assess whether we have a legitimate interest in processing your personal data.

4. What personal data do we process and why?

We process personal data in various situations. This Privacy Statement applies to:

1. Interested parties and prospective tenants;
2. Tenants of a Vesteda home;
3. Other parties, such as visitors to our premises;
4. Website visitors.

i. Interested parties and prospective tenants
If you register as an interested party for a rental property at Vesteda, we will process the following personal data to keep you informed about relevant and similar rental properties at Vesteda:

• initials and title;
• full name;
• username and password;
• gender;
• email address;
• your housing preferences/criteria;
• the home(s) you save or apply for;
• details of your personal living situation;
• your language preference;
• other documents you upload in the portal.

We do this based on a legitimate interest, namely the interest that we can keep you informed about relevant rental properties and your interest in facilitating your search for a property, and, to the extent necessary, for the preparation of a rental agreement with you.

If you are no longer interested, you can unsubscribe in the privacy menu at hurenbij.vesteda.com. We will then delete your entire profile.

In the case of sought-after properties, we may request your personal data before the viewing to make the process more efficient and faster. This is because otherwise a lot of viewings turn out to be unnecessary, which is annoying for you, but also for the departing tenant. So we only want to have viewings with people who are actually able and want to rent. In that case, we process the following data from you:

• address
• phone number;
• date of birth;
• family composition and marital status
• financial data (e.g. income details);
• employment situation (employment and contract type/ entrepreneur/ retired);
• industry you work in;
• current living situation;
• identification type/identity document (incl. document number, no Citizen Service Number);
• nationality;
• the property you wish to view;
• the period for which you wish to rent the property.

The grounds for processing these personal data are based on the preparation of the agreement with you.

When you rent a property from Vesteda, we first process personal data to execute the rental agreement with you. For example, this includes the collection of rental payments, delivering the rental property to you, but also the maintenance of the property and handling complaints about the property. In addition to the above-mentioned personal data, we may process the following personal data from you (and any partner or co-tenant):

• copy of your proof of identity (incl. document number), no Citizen Service Number;
• employer's statement and copy of employment contract (if you are an employee);
• data relating to your business, turnover and income security;
• data relating to benefits;
• data relating to payment;
• data relating to alimony or divorce;
• statement of truth;
• data relating to income and assets;
• iDIN check to verify your identity and address;
• other documents necessary to determine your suitability as a tenant;
• results of various legally required checks (e.g. a credit check or the know-your-customer check);
• if you have been a tenant before, we also process data from our previous experience with you (to the extent we still have it);
• signature and other signature data.
• additional information pursuant to the Dutch Prevention of Money Laundering and Terrorist Financing Act (Wwft) and the mandatory customer due diligence.

This processing of personal data is based on the preparation of an agreement with you, on a legal obligation (namely customer due diligence pursuant to the Wwft) and/or Vesteda's legitimate interest in being able to assess whether we can rent the property to you. It is necessary to provide the personal data we request from you, as otherwise it will not be possible to conclude a rental agreement with you.

ii. Tenants of a Vesteda home
When you rent a property from Vesteda, first of all we process personal data to execute the rental agreement with you. For example, this includes collecting rental payments, delivering the rental property to you, but also for maintenance of the property and handling complaints about the property. In addition to the above personal data, we may process the following personal data from you (and any partner or co-tenant):

• (details of) the property in question (including appraisals and photographs);
• tenant number;
• the rental agreement;
• payment details (e.g. details of rental charges and payments);
• copy of bank card;
• personal data you provide us with via, for example, our portals, e-mail or our contact form;
• housing experiences (e.g. complaints from and about you and/or your partner or co-tenant);
• personal data you have provided that is necessary to enter into the rental agreement;
• data for access passes for our tenants (e.g. for lettable units such as residential and commercial spaces, residential complexes, rooms and car parks);
• data on defects in the property/maintenance;
• results of checks (e.g. the know-your-customer check).

This is based on the execution of an agreement with you.

We may also process tenants' personal data for other purposes.

Tenant satisfaction surveys
Vesteda conducts regular tenant satisfaction surveys. For this purpose, Vesteda processes the following personal data from you:

• name;
• (postal) address;
• answers to questions;
• e-mail address;
• usernames;
• data related to the property to be rented or rented;
• gender;
• complaints.

This data is processed on the basis of Vesteda's legitimate interest in being able to measure tenant satisfaction and to use that knowledge to learn and develop. In addition, we request your consent when we want to share your personal data with a third party.

iii. Other
Visitors (including tenants) to Vesteda’s properties
Some of Vesteda's complexes have been fitted with security cameras or we use electronic access registration. We do this on the basis of the legitimate interest of Vesteda and any persons involved, which is to prevent and counter nuisance, crime and vandalism and to protect the residents and their property. Vesteda only uses the images and access registration in the following cases:

1. after incidents: to determine the nature of the offence and to identify perpetrators, those involved and/or witnesses;
2. if a person involved specifically requests access to the images on which they appear;
3. if warranted: to check that everyone complies with the regulations, rules of conduct or conditions applicable to tenants.

We have adopted a Camera Surveillance Policy. You can request these regulations and procedures. In the event that a complex has an Owners' Association (VVE), you can request the regulations related to camera surveillance from the relevant VVE.

Other purposes
In addition, Vesteda may process various personal data, including your name and contact details, on the basis of a legitimate interest, for the following purposes.

• Complaint handling, to ensure that complaints are dealt with appropriately, to the extent that this is not necessary for the execution of an agreement with you;
• Nuisance abatement, to ensure a safe and pleasant living environment and protect Vesteda's property;
• Vesteda also carries out statistical surveys with the personal data it processes. This is for the purpose of generating management steering information and only takes place to the extent that this is compatible additional processing or it is necessary to pursue a legitimate interest, such as being able to steer and improve our policies;
• Fulfilling other obligations pursuant to the law.

iv. Websitevisitors
Via onze website verzamelen wij verschillende persoonsgegevens voor verschillende doeleinden.

Cookies and similar technologies
On our website, we use cookies and similar technologies. We use these to collect information on, among other things, your click behaviour, data about your device, such as the IP address from which you visit our website (and the associated inaccurate location data), internet browser and device type, device IDs, log-in and log-out data, regional and language settings. We use this data to measure and improve the user experience on our website and to improve and optimise our products and services.

We do this on the basis of legitimate interest, namely to improve the quality and functionality of our website. In addition, we request your consent when we want to place cookies for marketing purposes. For more information on the use of cookies, the granting or withdrawal of consent and purposes, please see our cookie policy.

Web forms and contacting us
Via our website, you can leave personal data and make contact with us. The content of messages you send to us, such as feedback and product reviews you have written, or questions you have asked and information you have given to customer support are used to handle your question, complaint or comment in an adequate manner. In addition, we use your personal data to learn and to improve our services and processes. When you contact us, telephone calls or chat sessions with our staff may be recorded and monitored for training purposes.

These purposes are based on legitimate interest, with the specific interest in responding to and adequately handling your requests, complaints and comments. In addition, Vesteda has a legitimate interest in being able to learn from contact with you so we can continue to improve our website and services.

Newsletter and updates
Via our website, you can subscribe to our newsletter or updates, for example about residential property. You give us consent for this. This consent can be revoked at any time (see also 'rights of data subjects').

5. When do we share your personal data with third parties?

We treat your personal data confidentially. This means that we will only share personal data if strictly necessary and in line with applicable legal and regulatory requirements. In all cases, we will provide as little personal data as possible.

If you have given your consent
If you have consented to the placement of cookies when visiting our website, we will provide parties listed in the cookie policy with the personal data you consent to.

If necessary to conclude the rental agreement with you
For example, we share your personal data with other parties to check whether you have sufficient 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, if our systems are misused for the filing of statements, reporting crimes or suspicions thereof. We may also engage independent experts, for example, lawyers, accountants or auditors.

If required by law
In some cases, we are required by law to share personal data with other parties. For example, we must share personal data with the Dutch Financial Markets Authority (AFM), tax authorities or police if they request it.

If another party acts on your behalf
If you ask another party to communicate with Vesteda on your behalf, for example a lawyer, we may share your personal data with that party.

If it is necessary to execute the rental agreement with you
In this case, it may be necessary to share your personal data with third parties, such as a contractor, to maintain or renovate your rental property, to make it more sustainable, or to debit rent from your account. This is only done to the extent necessary to execute the agreement with you.

With our processors
Vesteda uses processors to provide you with its services. We engage a Cloud provider for the storage of personal data and an SaaS provider for the system in which your account is provided. In addition, Vesteda uses a financial services provider to handle the processing of your payments.

6. How does Vesteda protect your personal data? 

We do our utmost to process your personal data securely, with the aim of preventing unauthorised access to personal data or the disclosure of personal data, maintaining the accuracy of personal data, and ensuring the proper use of personal data. To this end, we have implemented physical, electronic and organisational control measures to protect and secure the personal data we process. Unfortunately, we cannot guarantee the effectiveness of these security measures and nothing in this notice should be construed as an express or implied guarantee against loss, misuse or unauthorised access, disclosure, alteration or destruction.

How do we protect your personal data that we share with third parties?
We enter into a processor agreement with organisations that process your personal data on our behalf. This states that they should handle your personal data as securely and confidentially as Vesteda does.

How do we protect your personal data that we share outside the EU?
In principle, Vesteda does not share personal data with organisations based outside the EU or EEA, but this may still happen. We only share your personal data if that personal data is properly protected and secured. We use international guidelines to determine whether this is the case.

7. How long does Vesteda retain your personal data? 

Personal data is sometimes subject to statutory retention periods and if this is not the case Vesteda has set its own retention periods. We do not retain your personal data for longer than these periods. Nor do we retain your personal data longer than necessary for the purpose for which we have processed it.

The following are our main retention periods:

• Websitevisitors
  Personal data of visitors to our websites are stored for three months and then retained in an anonymised and aggregated form.
  
  
• Interested parties
  If you are not allocated a property, you can use your personal data and documents for another property for another three months. This means that you do not have to submit all the documents again for a new viewing. This personal data is automatically deleted after three months. You will receive an email within three months asking if you want the documents to be retained for longer. If you choose this option, the documents will be kept for one year.

  In short, if you apply to rent from us, but there is no rental agreement, we will delete all your personal data (and your account) after one year of inactivity.

• Prospective
  If we reject your rental application, we will then keep your name, e-mail address and reason for rejection for a maximum of five years after rejecting your application.

  If you provide us with documents to qualify for rental accommodation, we remove them within three months after the rejection, unless you indicate that we may retain your personal data for a year longer.

  As a prospective tenant, you will receive an inactivity notification after 110 days if you do not use your profile. If you take no action after this notification, your profile will be automatically removed within 10 days. On the 7th day after the notification, you will receive a final reminder for the final removal after 10 days.

• Tenants
  We retain personal data processed for this purpose for up to five years after the end of the rental agreement.

We retain personal data relating to complaints and requests received for 2.5 years.

8. What are your rights? 

The General Data Protection Regulation (GDPR) gives you the option to invoke the following rights:

• Right of access;
• Right of rectification;
• Right to be forgotten;
• Right to object;
• Right to restriction;
• Right to data portability

You therefore have the right to access, correct, delete, object to, restrict, and transfer the personal data we hold about you. If you have given us consent to process your personal data, you can withdraw this consent at any time. The acceptance of this request may be subject to certain conditions, for example that you are no longer an active tenant. If we act upon this request it means that we had the right to process your personal data before, but no longer had this right afterwards.

In principle, we will respond to your request in substance within one month of receipt. Circumstances may arise that prevent us from complying with your request or not fully complying with it. For example, the above-mentioned are not (fully) applicable in every situation and legal exceptions and limitations apply. We will notify you if such a circumstance, exception or limitation arises.

To exercise your rights, please send a written request using the contact details below.

9. How do you contact Vesteda? 

If you have any questions about this privacy statement, please e-mail us at the e-mail address privacy@vesteda.com. You can also reach us at the following postal address:

Vesteda Investment Management B.V.
Postbus 75675
1070 AR AMSTERDAM

If you feel that your request has not been handled properly or if you have a complaint, please let us know immediately and we will try to resolve it with you as soon as possible. In addition, you always have the option of submitting a complaint to the Dutch Data Protection Authority -  Autoriteit Persoonsgegevens (AP).

10. Changes

We may revise and possibly amend this privacy statement. If we do so, we will inform you on our website. We advise you to check this privacy statement on a regular basis.

Our cookie policy

Cookies on vesteda.com
By accepting cookies or by closing the cookie banner, you can continue to use our website(s). By doing this, you give us permission to set, read and analyse the cookies we mention in this cookie policy.

What are cookies?
Cookies are small text files containing relevant information that our webpage server can extract from the browser. These can be used by websites to make user experiences more efficient. They enable us to collect and analyse information associated with the use of this website. Our webpage server may only retrieve cookies related to the information exchanged between you and Vesteda over the internet.

Which cookies do we use?
We place the following cookies on our website(s): functional (necessary) cookies, preference cookies, statistical cookies and marketing cookies.

We use functional cookies to store preferences such as language settings and favourites, for example. Functional cookies are strictly necessary for the basic functions of the website(s) and cannot be refused.

We use preference cookies to store data associated with changes to the operation and appearance of our website(s).

We also use statistical cookies to gain more insight into the functioning of the website and its general use.

Marketing cookies are used by third parties and the purpose of these is to tailor advertisements to your browsing behaviour.

Some cookies are set by third-party services displayed on our pages (e.g. for video playback through third parties). By law, we may only store cookies on your device if they are strictly necessary for the use of the site. We need your consent for all other types of cookies.

By clicking on ‘Set yourself’, you can read more about our cookies and adjust your preferences. By clicking ‘Accept all and continue’, you agree to the use of all cookies as described in our Privacy and Cookie statement.

This cookie statement allows you to change or withdraw your consent at any time. You can find more information about who we are, how to contact us and how we process your personal data in our Privacy and Cookie statement.

Your consent applies to the following domains: my.vesteda.com, hurenbij.vesteda.com, vesteda.com, werkenbijvesteda.nl

Necessary
Necessary cookies help make a website more usable, by enabling basic functions such as page navigation and access to secure areas of the website. Without these cookies, the website cannot work properly.

How can I adjust or delete cookies?
(a) You can adjust your browser settings so that you: receive a warning before cookies are set, or

(b) refuse all cookies or refuse only third-party cookies.

Enabling or disabling cookies
Take the following steps:
1. In your browser, for example Internet Explorer, Google Chrome or Safari, click Settings and choose Clear or delete browser data. This will delete your stored cookies.

2. If you visit the Vesteda website again, you will once again be asked whether you want to accept or reject cookies. Click Refuse.

Questions
Please contact us if you have any questions or comments.