Privacy policy

The data controller is usually your landlord or your association. Based on our role as a data processor for the landlord/association, we ensure that the processing of your personal data carried out by us complies with the legislation. If you need to find information about data processing from the data controller, please contact your landlord/association. If you have any questions about DEAS’ processing of personal data, you are welcome to contact: DEAS A/S Bellidavej 20, 2500 Valby VAT number: 20283416 Phone: +45 70 30 20 20 Email: persondata@deas.dk

In DEAS, we process the following personal data: Information about tenants or subtenants:

• Ordinary personal data: – Registration and contact details such as name, address, phone number, email address, IP address, lease number – Anti-money laundering documentation, including identification photos – Title, profession, and educational background – Family relationships and information about the household, including details about separation, divorce, and the termination of cohabitation – Payment information, including bank account, any payment defaults, insolvency or bankruptcy declarations, and deposits in escrow – Information about and correspondence related to the rental or subletting, including lease contracts, property layout, utility bills, notifications, laundry cards, access keys and cards, complaints, housing subsidies – Vehicle registration numbers for parking space rentals – Reasons for moving out, including death or relocation to a nursing home

• Personal data subject to a higher degree of protection: – CPR number

Information about members or residents in a property-owning, housing cooperative, or homeowners’ association:

• Ordinary personal data: – Registration and contact details such as name, address, phone number, email address, IP address, customer number – Anti-money laundering documentation, including identification photos – Title, profession, and educational background – Family relationships and information about the household – Photos, images, or video recordings – Payment information, including bank account, any payment defaults, insolvency or bankruptcy declarations, and liens – Information about and correspondence related to membership in the association, including the value and layout of the share or apartment, utility bills, laundry cards, access keys and cards, complaints – Registered information, such as encumbrances, rights, and debts – Reasons for selling, including death, divorce, termination of cohabitation, or relocation to a nursing home – Vehicle registration numbers for parking space administration

• Personal data subject to a higher degree of protection: – CPR number

Information about applicants on findbolig.nu:

• Personal data subject to a higher degree of protection: – CPR number – Possible affiliation with a trade union – Possible alcohol or drug abuse

Information about employees:

• Ordinary personal data: – Registration and contact details such as name, address, phone number, email address, IP address – Title, profession, and educational background – Family relationships and contact details of the closest relatives – Photos, images, or video recordings – Information for employment and salary administration, including salary details, bank information, tax card, education, seniority, secondary employment, working hours and tasks, access keys and cards, vacation usage, sick leave, maternity leave, employee benefits, social security, pension, criminal records, warnings, reprimands, termination

• Personal data subject to a higher degree of protection: – CPR number – Possible affiliation with a trade union – Possible alcohol or drug abuse

Information about contacts at suppliers and business partners:

• Ordinary personal data: – Registration and contact details such as name, address, phone number, email address, IP address – Title, profession, position, including board and executive positions, educational background – Information about ownership of companies or properties included in the customer relationship, as well as associated details, such as insurance, bank information, accounting, and tax information, signing rights, and power of attorney – Anti-money laundering documentation, including identification photos of the customer’s beneficial owners and board members

• Personal data subject to a higher degree of protection: – CPR number

Information about so-called “Bipersoner,” such as relatives of tenants or employees:

• Ordinary personal data: – Registration and contact details such as name, address, phone number, email address, IP address – Title, profession, and educational background – Family relationships

DEAS generally does not process highly sensitive information or information about criminal offenses. However, in exceptional cases concerning rental legal matters, DEAS may process sensitive personal data to secure the customer’s rights under other legislation, for example, to register a criminal offense related to the customer’s properties, including to safeguard the customer’s legal position in case of a compensation claim or as a basis for termination. Finally, DEAS may, in exceptional cases, process sensitive personal data in connection with handling HR matters for employees associated with the customer’s properties, either to secure the customer’s claims for reimbursement or compensation for public or insurance coverage or to safeguard the customer’s legal position in case of a compensation claim or as an informant regarding a criminal offense.

Normally, we obtain the information from you. In some cases, it may come from other sources, typically:

• Public authorities, for example, necessary tax information for salary payments

• Real estate agents

• Landlord

• Previous property administrators of the landlord/association

• Other residents in the property

We use Google Analytics (GA) to track user behaviour. We use this data to determine the number of people who use our website and application, to better understand how they find and use our website and application, and to see their journey through the website and application.

Although GA records data such as your geographic location, device, internet browser and operating system, none of this information personally identifies you.

Disabling cookies prevents GA from tracking your visits to our website.

We process your personal data for specific purposes when we or our customers, for whom we act as data processors, have a lawful basis.

The usual lawful bases for processing are:

• It is necessary to fulfill a contract/agreement with you.

• Processing is required by law, including the Rent Act, Housing Regulation Act, Bookkeeping Act, and Anti-Money Laundering Act.

• Our or our customers’ legitimate interests in processing your information (balancing of interests).

• Processing with consent.

Purposes: Purposes of processing information about tenants and subtenants:

• Managing lease or sublease agreements, including rent collection and deposit payments, and similar matters.

• Compliance with legal requirements.

• Administration of your relationship with us or our customers.

Purposes of processing information about members or residents of an owner, cooperative, or property owners’ association:

• Managing the association’s operations and membership, including collection of owner and housing fees, planning, implementation, and follow-up of projects.

• Compliance with legal requirements.

• Administration of your relationship with us or our customers.

Purposes of processing information about applicants on findbolig.nu:

• Managing the waiting list, including membership fee collection.

• Administration of your relationship with us or our customers.

Purposes of processing information about employees:

• Managing employment relationships.

• Compliance with legal requirements.

• Salary, benefits, reimbursements, and similar payments.

Purposes of processing information about contacts at suppliers and business partners:

• Managing supplier or partnership agreements.

• Compliance with legal requirements.

• Administration of your relationship with us or our customers.

Purposes of processing information about customers, the customer’s beneficial owners, and board members:

• Managing administration agreements.

• Compliance with legal requirements (Anti-Money Laundering Act).

• Administration of your relationship with us or our customers.

Purposes of processing information about so-called “Bipersoner,” such as relatives of tenants or employees:

• Managing agreements with the “main person.”

• Processing based on requests from the affected individuals.

• Compliance with legal requirements.

• Administration of your relationship with us or our customers.

To the extent that we process your personal data based on the balancing of interests, this processing will be exclusively motivated by legitimate interests. The following processing may typically occur:

• We will retain your regular personal data for a period after the termination of your lease agreement, withdrawal from the association, or termination of your supplier agreement, customer relationship, etc. This is done in accordance with applicable laws (such as the Anti-Money Laundering Act or the Bookkeeping Act), which obliges us to retain information for a specified period. Additionally, information is kept for practical and administrative purposes and in consideration of the statute of limitations.

• We may disclose your regular personal data to the customer, auditor, craftsmen, rent tribunal, lawyer, real estate agents, potential buyers of the property, to the extent relevant and necessary for the operation and administration of the property.

• Your lease agreement may be disclosed for use as a comparative lease to the landlord’s lawyer, rent tribunal, or other landlords and their representatives who have an interest in documenting the rental value.

• Both storage and disclosure are carried out with regard to the landlord’s interest in being able to document the basis for rental determination in the property or in a specific lease and the landlord’s obligation to and interest in maintaining good conduct and order in the property.

Most often, our processing of your personal data will be based on another legal basis than consent. Therefore, we only obtain your consent when it is necessary in rare cases to process your personal data for the purposes described above. If we obtain your consent, it is voluntary, and you can withdraw it at any time by informing us.

In connection with the operation and administration of our clients’ properties, information is disclosed to business partners and suppliers, including auditors, lawyers, and real estate agents, to dispute resolution bodies such as rent tribunals and courts, and to Danmarks Statistik (Statistics Denmark). Processing by third parties is carried out solely for specific purposes. If information is disclosed to subprocessors, a data processing agreement will be in place, obligating them to treat your personal data confidentially and implement the necessary technical and organizational security measures to prevent accidental or unlawful destruction, loss, alteration, unauthorized disclosure or access to personal data. If properties are sold, relevant information about the property, including tenancy and lease conditions, may be disclosed to potential buyers. If the property is subject to rules on offer obligations, the information will also be disclosed to other residents of the property. Lease contracts may be disclosed for use as comparable leases to the landlord’s lawyer, rent tribunals, or other landlords and their representatives, who have an interest in documenting the value of the lease. Information about rent levels, rent development, rent payments, etc., may be disclosed to Danmarks Statistik for processing in statistical history or scientific purposes. In connection with your termination of tenancy, your contact information may be disclosed to potential tenants for viewing the property. If a tenant representation has been established in a property, relevant tenant information will be disclosed to the tenant representation in accordance with tenancy legislation. Your personal data will not be transferred to countries outside the EU/EEA and countries that do not have laws providing special protection for personal data ensuring the processing. We do not disclose personal information to companies for marketing purposes without your consent.

There may be different processing purposes and retention periods depending on whether we process your personal data as a tenant or subtenant, a member of the association, a resident in a property owners’ association, an applicant on Findbolig.nu, an employee at the property, a contact person for a supplier or business partner, a customer, a customer’s actual owner, a board member, or as a related person. In general, we retain your personal data for as long as necessary for the purposes for which your personal data was collected. This means the following: Tenant or subtenant:

We will retain your personal data for a period after the termination of your lease or sublease, and in accordance with the following criteria:

• For practical and administrative purposes and in accordance with the Accounting Act, Anti-Money Laundering Act, and statute of limitations rules, we will retain your information for up to 10 years after the expiration of the accounting year in which the lease relationship was terminated.

Members of a property owners’ association:

We will retain your personal data for a period after the termination of your membership and in accordance with the following criteria:

• For practical and administrative purposes and in accordance with the Accounting Act, Anti-Money Laundering Act, and statute of limitations rules, we will retain your information for up to 10 years after the expiration of the accounting year in which you left the association.

Applicants on Findbolig.nu:

We will retain your personal data for a period after the termination of your membership on the waiting list and in accordance with the following criteria:

• For practical and administrative purposes and in compliance with the statute of limitations rules, we will retain your information for up to 12 months after the expiration of the accounting year in which your membership was terminated.

Employees at the properties:

We will retain your personal data for a period after the termination of your employment relationship and in accordance with the following criteria:

• For practical and administrative purposes and in accordance with the Accounting Act and statute of limitations rules, we will retain your information for up to 10 years after the expiration of the accounting year in which your employment relationship was terminated.

Contact persons for suppliers and business partners:

We will retain your personal data for a period after the termination of the supplier or business partnership agreement and in accordance with the following criteria:

• For practical and administrative purposes and in compliance with the Accounting Act and statute of limitations rules, we will retain your information for up to 10 years after the expiration of the accounting year with the last delivery or the termination of the cooperation.

Customers and the customer’s actual owners and board members: We will retain your personal data for a period after the termination of the customer relationship and in accordance with the following criteria:

• For practical and administrative purposes and in compliance with the Accounting Act and statute of limitations rules, we will retain your information for 10 years after the expiration of the accounting year of the termination of the customer relationship.

• Information collected solely for complying with anti-money laundering legislation will be stored for 5 years from the termination of the business relationship or the completion of the individual transaction, unless otherwise stipulated in other legislation for such information.

Related persons, such as relatives of tenants or employees; actual owners and board members of customers:

• For practical and administrative purposes, we will retain your information for up to 10 years after the expiration of the accounting year of the termination of the main relationship.

We retain information relevant as documentation for rent setting or other significant matters related to the property, such as lease agreements, rent notifications, rulings from rent tribunals, and judgments, for as long as they may be necessary.

Vi har implementeret såvel tekniske som organisatoriske sikkerhedsforanstaltninger, der har til formål at beskytte dine oplysninger mod hændelig eller ulovlig tilintetgørelse, mod at de fortabes eller forringes, samt mod at de kommer til uvedkommendes kendskab, misbruges eller i øvrigt behandles i strid med lovgivningen om behandling af personoplysninger. Der er for at sikre dette bl.a. etableret IT-sikkerhedsregler og Behandlingsregler, der følger af vores ISO-certificerede kvalitetsledelsessystem.

You have a number of special rights under the General Data Protection Regulation when we process personal data about you:

• The right to be informed about the processing of data
• The right of access to your own personal data
• The right to rectification
• The right to erasure
• The right to restriction of processing
• The right to data portability (provision of data in a commonly used format)
• The right to object

You can exercise your rights, including objecting to our processing, by contacting us. You can find our contact details above. For example, if you contact us with a request to have your personal data corrected or deleted, we will examine whether the conditions are met and, if so, carry out the changes or deletion as quickly as possible. You also have the right to file a complaint regarding the processing of information and data concerning you. Complaints should be submitted to the Danish Data Protection Agency, Borgergade 28, 1300 Copenhagen K.

When you sign up for one of our newsletters, we register your name and your email address. The information is used to send newsletters and invitations to events. In connection with your registration, you may in some cases have the option to provide additional information about yourself, such as your address or type of residence. This information is used to provide you with better service and content. You can always unsubscribe from our newsletters via the unsubscribe link at the bottom of each email and thereby withdraw your consent.

DEAS processes your information based on your consent when signing up for newsletters, pursuant to Article 6(1)(a) of the General Data Protection Regulation.

We use Peytz Mail to send our newsletters.

DEAS may conduct CCTV surveillance in selected parts of the common areas of the properties DEAS administer, including but not limited to entrances, parking areas, as well as basement and technical facilities. The purpose of the CCTV surveillance is crime prevention, maintaining security, and subsequent incident clarification, pursuant to Article 6(1)(f) of the General Data Protection Regulation. The interests of residents and others present in the common areas are not deemed to outweigh the interests pursued through the surveillance.

Where CCTV surveillance is in place, clear signage will be provided in accordance with applicable legislation, including the Danish CCTV Act.

Recordings are generally stored for a maximum of 30 days, after which they are automatically deleted unless they are required in relation to a specific case, investigation, or for the establishment, exercise, or defence of a legal claim. In such cases, recordings are kept only for as long as necessary and proportionate to the purpose.

In special circumstances, the retention period may be shorter or longer if required by law or due to the specific conditions of the property. Access to the recordings is strictly limited to authorised employees and any data processors acting on our instructions, and access is granted only when there is a specific need.

Disclosure of personal data may take place to the owner of the property where the CCTV surveillance is conducted, as well as to the police, if we are legally obliged to do so.