Everything You Need to Know
Residents' representation
A residents' representation enhances the collaboration between resident and landlord, providing both parties with insight into and influence over how the property is managed. If you reside in a property with at least six rental units, you as resident have the right to elect a residents' representation.
Members of the residents' representation:
Advocate for the residents interests in dealings with the landlord
Serve as a valuable sounding board for the landlord
Are aware of circumstances that neither the landlord nor the caretaker may be privy to—hence, the representatives' thoughts on, for example, maintenance and improvement work are crucial information for the landlord
Are often invaluable assistance when conflicts arise among residents
Are familiar with individual residents and can also help identify if there are residents who require assistance
Resident representatives can discuss matters concerning the property's management with the landlord and are provided with the property's maintenance plan. The representatives are also given more detailed materials and information about the notification of rent increases. They can also object to rent increases and utility bills on behalf of all the property's residents.
Resident representation is established and dissolved at resident meetings. Resident representatives must convene an annual resident meeting where representatives are elected, and individual residents can ask questions and make suggestions. At the meeting, a new or amended house rule can also be adopted.
To establish or dissolve a resident representation or adopt a new house rule, more than 50% of all residents in the property must vote in favour of the individual proposal. Other decisions can be made by a majority of those present.
The landlord must be informed whether there is a resident representation in the property and who among the resident representatives is the contact person.
Meetings are held between the representatives and the landlord when the annual maintenance plan needs to be reviewed, and before initiating significant improvement works that will result in a rent increase.
Representatives can suggest changes in the prioritisation of the maintenance plan and in the improvement works. For example, it could be a different distribution of expenses among the residents.
Meetings can also be held with the landlord about cost-determined rent increases. Some of the operating expenses that are included in the rent calculation are partially variable. If the residents, for example, wish for an annual thorough cleaning, the landlord can accept it, provided that the cost affects the rent.
You can read more about resident representations via the button below
The EU's General Data Protection Regulation (also known as GDPR), which came into effect on 25 May 2018, has implications for how resident representation should store personal data and for communication with DEAS.
The regulation applies to resident representations that process personal data (known as the 'data controller'). Therefore, you must ensure that you handle residents' information responsibly and in accordance with the rules. There are different categories of personal data that you should be aware of.
Learn more below.
General personal data includes, for example: Name, address, age, gender, eye colour, marital status, rent expense, debt, etc.
You may continue to process and store personal data, but it must be necessary for the purpose.
Guidelines for how this type of information should be handled:
Personal data may be stored, but limit the scope to what is necessary and store physical material in locked cabinets/rooms
Computers containing personal data should be shut down and locked
Implement access restrictions on shared files
Avoid unnecessary personal data in the minutes of your meetings and resident meetings, invitations to resident meetings, and other documents for residents
Personal data must be deleted when you no longer need them. This means, for example, that you should delete or shred old resident lists, and information about rent increases that contain resident names should be deleted/shredded or anonymised once you have finished processing the increase
Use your common sense and consider the purpose to protect personal data from misuse.
Special protection requirements apply to the processing and storage of sensitive personal data, such as information on criminal records, National Insurance numbers, health information, sexual relationships or sexual orientation, ethnic origin, and political, religious or philosophical beliefs. You rarely need information of this nature, and you should delete such data immediately upon receipt.
As a general rule, the resident representation must not forward personal data without the individual's explicit consent. This also applies to personal data that the resident representation has received from DEAS.
The only exception is when the law requires it and only for information that is necessary for the purpose.
DEAS is obligated to comply with the Data Protection Regulation and cannot disclose personal data about a resident without their consent. Only where DEAS is obligated by law, and when it is necessary for the purpose, can we disclose information such as the rental address. This occurs, for example, when notifying rent changes based on cost-determined rent, where the resident representation receives a list with addresses and rental unit numbers. You will continue to receive relevant information about the property's conditions, maintenance plans, etc., from DEAS. If you have any doubts or questions, please consult the property's administration team or read more via the button below.
We handle personal data of members of the resident representation in accordance with the Data Protection Regulation. Learn more about how we do this in our privacy policy.
