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Annual Report 2023
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Privacy

Privacy policy for Vesteda’s tenants and other interested parties

Vesteda respects your privacy. We value the trust you place in us, and we will do our utmost to protect your privacy. ​In this privacy policy, we explain why we collect certain personal data and how we protect your privacy. 

This privacy policy consists of two parts:

1. Our Privacy policy in a nutshell

This summarised version informs you:

  • Which organisation is responsible for the processing of your personal data;

  • The most important personal data that we processhow to contact us if you have any questions about privacy.

2. Detailed Privacy policy

If you would like more information, please read the full version of our privacy policy. In this version, we will answer the following questions:

  • What is personal data?

  • What does the processing of personal data entail?

  • When is it legally permissible for us to process personal data?

  • What personal data do we process and why?

  • When do we share your personal data with others?

  • How does Vesteda deal with camera surveillance and access registration?

  • How does Vesteda protect your personal data?

  • For how long does Vesteda keep your personal data?

  • What are your rights?

  • How can you contact Vesteda?

1. Our Privacy policy in a nutshell

Organisation responsible for your personal data
Vesteda Investment Management B.V. is responsible for the processing of personal data. Our offices are at De Boelelaan 759, 1082 RS in Amsterdam, filed at the Chamber of Commerce under number 14071789.

The most important personal data that we process
We process personal data in various situations. We start out from the principle that we do not process more information than is necessary. The following is the most important personal data that we process:

If you register as an interested party for a rental property at Vesteda or subscribe to our newsletter, we will process the following information:

  • First name and surname;

  • Address;

  • E-mail address.

If you are or will be renting a property from Vesteda, we will process your (and, if applicable, your partner's) details:

  • first name and surname

  • sex

  • address

  • telephone numbers

  • e-mail address

  • date of birth

  • financial information, including income details and your bank account number

  • family composition

  • a copy of your passport or identity card. including its number (not your citizen service number [BSN])

  • your employment status (employee, entrepreneur, pensioner)

Do you have any questions about privacy?

In the full version of the privacy policy, we explain how we process your personal data. If you have any questions about this privacy policy, we'd be pleased to help you. You can send us an e-mail at privacy@vesteda.com. You can also contact us at this postal address:

Vesteda, Postbus 75675, 1070 AR AMSTERDAM

2. Comprehensive Privacy olicy

In this full version of our privacy policy, we will answer the following questions:

  • What is personal data?

  • What does the processing of personal data entail?

  • When is it legally permissible for us to process personal data?

  • What personal data do we process and why?

  • When do we share your personal data with others?

  • How does Vesteda deal with camera surveillance and access registration?

  • How does Vesteda protect your personal data?

  • For how long does Vesteda keep your personal data?

  • What are your rights?

  • How can you contact Vesteda?

What is personal data?
Personal data contains information that is directly about a person, or that can be traced back to that person. This is stated in the General Data Protection Regulation (GDPR).

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 have clearly given your consent to Vesteda

We are permitted to process your personal data if you have given us your clear consent to do so. This could be, for example, because you want to receive a newsletter or a general mailing from us. If you give us your consent to do so, we are permitted to use your personal data for promotional or marketing purposes, such as to inform you about a new product that may be of interest to you or to better cater to your wishes. This also applies if you are not planning to rent a property from Vesteda. We register your response to the e-mail sent to you, e.g. whether you have opened it.

If you are planning to rent a property from Vesteda
Are you entering into a tenancy agreement with Vesteda? Or are you registering as an interested party for a property at Vesteda? In that case, we are permitted to process your personal data.

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. This could be to guarantee corporate safety and information security, to ensure efficient business operations, or to prevent theft and fraud.

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

If you register as an interested party for a rental property with Vesteda
Do you only want to view our range of properties on the Vesteda website? Or would you like to register for a Vesteda residential, commercial, or amenity complex? If so, you can create an account on our website with the following information: first name and surname, address, e-mail address, and a password. You can also indicate whether you want to receive our newsletter. Vesteda registers the following personal data:

  • first name and surname

  • address

  • e-mail address

This personal details enables us to keep you informed of our range of housing.

If you rent a property from Vesteda, or you are planning to do so
If you rent a house from Vesteda or are planning to do so, we will need your personal data for the tenancy agreement. We process the following data about you (and, if applicable, your partner):

  • first name and surname

  • sex

  • address

  • telephone numbers

  • e-mail address

  • date of birth:

  • financial information, including income details and your bank account number

  • family composition

  • a copy of your passport or identity card. including its number (not your citizen service number [BSN]);

  • your employment status (employee, entrepreneur, pensioner).

We need this personal data to properly provide our services.

  • We perform an income check to establish whether you have sufficient income to rent a property. For this purpose, we use your financial details and the information about your work situation. If you have a partner, we will also contact your partner.

  • We verify your identity. For this purpose, we use various types of personal data, including a copy of your passport or identity card. This enables us to check from the onset whether the tenant is really the person shown in the photo in the passport or on the identity card.

  • We also use your identity information to comply with legal obligations and agreements with other parties, such as the police and municipal authorities;

  • If we enter into a tenancy agreement with you, we will use your personal data in this agreement;

  • We use your personal data to rent out, manage, and maintain rental units. These include residential and industrial premises, residential complexes, rented rooms, and multi-storey car parks. We use the data to create access passes for our tenants and provide other services.

If you are renting from us, we will also use your personal data in the following cases:

  • if we carry out maintenance and repairs (or have them carried out) and if we need to discuss this with you;

  • If you have a complaint or if we have a dispute and we want to discuss this with you;

  • If we are planning to sell a house, commercial property, or parking space and we want to discuss this with you;

  • for the internal management of our organisation;

  • to make payments, for example to parties we contract to calculate our income and expenditure and to have audits carried out;

  • to protect ourselves against (possible) claims from third parties that are related to (possible) damage caused by you;

  • to send you a newsletter or general mail-out.

If you are on our blacklist
Vesteda keeps a blacklist for its own use. This list includes people who we are no longer willing to rent accommodation to, because we feel that they provided false information when registering for a rental property, because they disregarded the rules of the tenancy agreement, or because they behaved undesirably as tenants, to name a few examples.

We think very carefully before we place someone on our blacklist and consider aspects such as how serious the misconduct was. We also consider the chance of the tenant causing the same problems to another rental company.

When do we share your personal data with others?
We treat your personal data confidentially. This means that we only share it with others in the following cases.

If necessary to conclude the tenancy 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 necessary to perform the tenancy agreement with you
Sometimes, we need to engage other parties to perform our tenancy agreement with you, including for the maintenance of your rented home. In that case, we will only share the data with those who actually need it.

If there is a legitimate interest or public 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.

Vesteda may also share your personal data if this is in the public interest. For example, we have agreed with municipalities that we will share personal data with each other in order to combat domestic nuisance together.

If required by law
In some cases, the law requires us to share personal data with other parties. For example, we are obliged to share personal data with the police if they ask us to do so.

If another party acts on your behalf
If you ask another party to communicate with Vesteda on your behalf, such as a lawyer, we may share your personal data with this party.

How does Vesteda deal with camera surveillance and access registration?
Some of Vesteda's complexes have installed security cameras or keep electronic access records (the latter being mainly for multi-story car parks). We do this to combat nuisance, crime, and vandalism and to protect the residents and their property. Vesteda or an Owners' Association uses the images and access records only in the following cases:

  • after incidents: to determine the nature of the violation and to be able to identify the perpetrators, parties involved or witnesses;

  • if there is reason to do so, to check that everyone keeps to the regulations, rules of conduct, or conditions applicable to tenants.

We have adopted a Camera Surveillance Policy that clearly lays down who has access to the images, as well as the retention period for these images. These rules and procedures can be obtained from the Owners' Association or from Vesteda.

How does Vesteda protect your personal data?
Vesteda processes your personal data in a proper and careful manner. We do of course comply with the legal requirements in this regard. We have taken technical and organisational measures to protect your personal data against loss. These measures also ensure that nobody can process your personal data unlawfully.

How do we protect the personal data we share with third parties?
We conclude a processor agreement with organisations 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.

How do we protect the personal data that we share outside the EU?
Vesteda also shares personal data with countries outside the EU. We only share your personal data with countries that protect and secure your personal data properly. We use international guidelines to determine whether this is the case. You can request these guidelines from us. 

For how long does Vesteda keep your personal data?
Personal data is subject to statutory retention periods. We do not store your personal data for longer than these periods. Nor do we store your personal data for any longer than is necessary for the purpose for which we have processed it. 
Our retention periods are as follows:

  • If you register to rent from us, but no tenancy agreement is entered into, we will delete all your personal data after one year.

  • If we turn down your rental application because you provided false information in your first application, we will retain the personal data we have processed for this purpose for a maximum of two 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 one year after we receive it in case no tenancy agreement is concluded.

  • Have we dissolved 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 tenancy agreement.

  • In case you are no longer renting from Vesteda we will erase your personal data and the documents you have provided to us five years of the end of the tenancy agreement.

What are your rights?
You have the right to access, rectify, erase, object to, limit, and transmit thepersonal data we hold about you. You may at any time withdraw your consent to our processing your personal data. This means that we had the right to process your personal data before this, but not afterwards.

Do you want to exercise your rights?
If you want to exercise the rights set out above, please send an e-mail to privacy@vesteda.com or a letter to: Vesteda, Postbus 75675, 1070 AR AMSTERDAM

Do you have a complaint?
If you have a complaint about the processing of your personal data, please contact us at the address given above. We will do everything we can to resolve the situation. If that does not prove possible, you can lodge a complaint with the privacy regulator, the Data Protection Authority.

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:

Vesteda
Postbus 75675
1070 AR AMSTERDAM

We reserve the right to amend this privacy policy. If we do, we will inform you of this on our website. We advise you to read this privacy policy regularly.