Personal data

Data controller

Bostäder i Borås (Bostäder), company registration number 556024-8782, is responsible for the processing of your personal data (the data controller).

We care about your privacy and therefore always aim to protect your personal data in the best possible way and to follow the data protection laws and rules in force at any given time. Through this personal data policy we want to tell you how your personal data is processed when you are registered as a main applicant or co-applicant in our queue for homes and vehicle spaces, when you submit an application for one of our premises, when you enter into a lease agreement and when you are a tenant with us. The policy also applies to you if you are registered with us because of a lease agreement, for example because you are a guarantor, legal guardian, administrator, authorised representative, subtenant, estate beneficiary or contact person/invoice recipient for one of our tenants.

What is personal data?

Personal data is any kind of information that can be linked to you as a person, for example name, address, apartment number and contact details such as telephone numbers and e-mail addresses. IP addresses, cookies and electronic identities are also personal data if they can be linked to you.

Our processing of personal data

If you are a main applicant

When you register as a main applicant, you give us certain information about yourself. To complete a registration as an applicant, you must state your personal identity number or date of birth, first name, surname, address, postcode, town, e-mail address, mobile number, type of income and gross income per year, and whether you want to be active in the queue for apartments or vehicle spaces.

You also need to choose a password, say whether we should contact you by e-mail or letter, whether you have any co-applicants, how many people will live in the apartment and your current form of housing. If your current form of housing is a tenant-owned or rented apartment, you can choose to state your current landlord and the landlord's telephone number.

You can also choose to register details about your employer or place of study, and to give a c/o address and an extra telephone number. If you have given your current landlord and/or employer as a reference, we may process information about you that your referees give us. The information collected may, for example, concern how you have looked after your home, both in terms of rent payments and otherwise.

If you are a co-applicant

If a main applicant names you as a co-applicant when registering as an applicant, or if you register as a co-applicant yourself, we will process your personal identity number or date of birth, first name, surname, address, and whether Bostäder may contact you by e-mail or letter. This information is required for you to be named as a co-applicant at registration.

You must also state your type of income, gross income per year, how many people will live in the apartment and your current form of housing. If your current form of housing is a tenant-owned or rented apartment, stating your current landlord and the landlord's telephone number is optional. It is also optional to give details about your employer or place of study, your telephone and mobile number, e-mail address, c/o address, postcode and town. This information is registered either by you as a co-applicant or by the person who is the main applicant.

If your current landlord and/or employer is registered as a reference, we may process information about you that the referees give us. The information collected may, for example, concern how you have looked after your home, both in terms of rent payments and otherwise.

Before any lease agreement is entered into, we collect information about the main applicant's and the co-applicant's financial situation from credit reference agencies, as well as information from the Swedish Enforcement Authority, in order to assess the applicant's financial situation before a lease agreement is signed.

If you are looking for premises

When you submit an application to rent one of our premises, we collect your name, your personal identity number or company registration number, address, telephone number, e-mail and the type of business you run. You can also choose to write a message to us in the free text field of the registration form. If you enter any personal data in the free text field, we will process that too. Before any lease agreement is entered into, we also collect information about your financial situation from credit reference agencies, as well as information from the Swedish Enforcement Authority, in order to assess your financial situation.

If you are a tenant

When you enter into a lease agreement with us for a home or a vehicle space, we process your personal identity number or date of birth, first name, surname, address, postcode, town, e-mail address, mobile number, account number, income details and login details for Mina sidor. We also process the information you chose to give when you registered in our housing queue, unless you remove it yourself. That may be, for example, details of your employer or previous landlord. In some cases we may also process information about your health, read more below. If you want to appear in Bostäder's social media, on our website or in another channel, we may also publish pictures you appear in.

When you enter into a lease agreement with us, we process information about your financial situation from credit reference agencies, as well as information from the Swedish Enforcement Authority. During the tenancy we also collect readings from individual electricity and water metering, and information about how many times you have used facilities in your home, for example how many times your household has used the laundry room. We also collect information about you if you report a disturbance or become the subject of a disturbance case, read more below.

If you are a subtenant

We collect your personal identity number or date of birth, first name, surname, address, postcode, town, e-mail address and mobile number, the dates between which you will live in the apartment, and the agreement between you and the first-hand tenant.

If you are a guarantor, legal guardian, administrator, authorised representative, estate beneficiary or contact person/invoice recipient

We collect your name, your address, your contact details and your personal identity number. If you are a legal guardian or administrator, we also collect a copy of your certificate of appointment. If you are an estate beneficiary, we also collect a copy of your ID and your power of attorney.

If you rent premises

When you enter into a lease agreement with us for premises, we process your name, your personal identity number or company registration number, address, telephone number, e-mail, the type of business you run and other information you have given us during the application process. We also collect information about your financial situation from credit reference agencies, as well as information from the Swedish Enforcement Authority, in order to assess your financial situation.

For what purposes do we process your personal data?

Administering your registration and creating Mina sidor

When you look for a home or a vehicle space, and when you submit an application to rent one of our premises, we process the personal data you registered so that we can administer your search and your registration and match you against vacant objects. If you are looking for a home or a vehicle space, we also process the personal data you gave at registration so that we can create a login for you on Mina sidor and place you in the housing queue.

On Mina sidor you keep track of your subscription and search for vacant objects. There you can also see and respond to the offers we send you. The legal basis for our processing is that it is necessary in order to take steps at your request before any lease agreement is entered into. If you do not give us your personal data, you cannot submit an application to rent one of our premises, join the housing queue or create a login for Mina sidor.

If you did not register as a co-applicant yourself but were registered by the main applicant, we process your personal data for our legitimate interest in being able to administer you as a co-applicant for vacant objects. The legal basis for our processing of your personal data is a balancing of interests.

Offering you a lease agreement

Whether you are looking for a home, a vehicle space or premises, we process your personal data in order to be able to offer you a lease agreement. That processing includes, for example, collecting information from your referees and processing the information needed to assess your suitability and whether you meet the requirements set. The legal basis for our processing is that it is necessary in order to take steps at your request before any lease agreement is entered into. If we do not process your personal data, we cannot offer you a lease agreement with us.

Communicating with you as an applicant

We process your contact details in order to communicate with you about vacant objects, and if you are registered in our queue for homes or vehicle spaces we also send you information and surveys about our homes. If you have registered an interest in a home, we also process your address or e-mail address in order to send you an invitation to a viewing. If you have activated our subscription service, we process your e-mail address in order to send you an e-mail every time we publish a vacant home that matches your wishes. We also contact you if you have asked us to through the form on our website.

The legal basis for our processing is that it is necessary in order to take steps at your request before any lease agreement is entered into. If you do not give us your address and e-mail address, you cannot submit an application to rent one of our premises, join the housing queue or create a login for Mina sidor. Nor can we communicate with you about vacant objects.

Credit checks and assessment of your financial situation

Before any lease agreement is entered into, we process your personal identity number and the information about your financial situation that we have collected from credit reference agencies or the Swedish Enforcement Authority, so that we can carry out a credit check and assess your financial situation. Processing your personal identity number for a credit check is justified by the importance of identifying you securely as a future tenant. The legal basis for our processing is that it is necessary in order to take steps at your request before any lease agreement is entered into. If we do not process this information, we cannot assess your suitability and whether you meet the requirements set for the object in question.

Decisions to refuse an application

If your rental application is refused because of misconduct in a previous home or previous premises, we process information about the refusal decision. The legal basis for our processing of your refusal decision is our legitimate interest in keeping information about the grounds for the decision.

Administering the tenancy

We process your personal data in order to administer the tenancy and meet our obligations towards you as a tenant. That means, for example, sending you rent invoices and administering your payment, registering keys and door codes linked to your name and telephone number, and processing readings from individual electricity and water metering if you rent such an object. If you submit a fault report, we process your work order, consisting of your name, telephone number, apartment number where applicable, address, move-in date and what you want put right. All the processing we carry out to administer the tenancy is necessary for us to fulfil our lease agreement with you. If we do not process your personal data for these purposes, we cannot have a lease agreement with you.

Administering disturbance cases

If you become the subject of a report in a disturbance case, we process your name, personal identity number, apartment number where applicable, contact details and information about the event in order to administer and act in disturbance cases. Information about the event means a description of what happened and the observations made, for example pictures. If a disturbance case concerns information about criminal offences, we will process that information too. We process information from disturbance cases on the legal basis of establishing legal claims, for example when criminal activity is grounds for terminating your lease agreement. If you have reported a disturbance, we register your name only if you have given your consent to it.

Sending information and communicating with you as a tenant

We process your telephone number, your e-mail address and your address in order to send you newsletters, surveys, information about competitions and other information by e-mail, text message and to your home address. We may also process this information in order to send you information about booked inspections and work orders by e-mail or text message. Where needed, we also send you other messages about your home, for example formal requests, reminders about rent invoices, disturbance letters or other information connected to your home.

We also contact you if you have asked us to through the form on our website. If you have a login for Mina sidor, we also communicate with you there. The legal basis for communicating with you as a tenant is that it is necessary for us to fulfil our agreement with you as a tenant. If we cannot communicate with you, in some cases we cannot meet our obligations, for example telling you about inspections or giving you other information about your home.

Administering applications to swap home or to sublet

If you rent a home and want to swap with another tenant, we process all your personal data, as well as your type of income and gross income per year, whether you have any co-applicants, how many people will live in the home and your current form of housing. We also process information about the inspection in order to administer your application to swap home. If you want to swap home for health reasons and send us a medical certificate, we process it in order to administer the swap. If you want to sublet a home, we process, in addition to the personal data stated above, information about why you want to sublet your home.

The legal basis for processing this personal data is that it is necessary for us to take steps at your request before a swap can take place and a new lease agreement can be entered into. If this information is not given, you cannot swap home with another tenant. If you send us a medical certificate, we process it on the basis of your explicit consent.

If you are a subtenant, we process your personal identity number or date of birth, first name, surname, address, postcode, town, e-mail address and mobile number, the dates between which you will live in the apartment and the agreement between you and the first-hand tenant, so that we can administer your sublet contract.

We process information about you as a subtenant on the basis of a balancing of interests. We consider that our legitimate interest in processing information about you as a subtenant with us outweighs your interest in not being registered. Our legitimate interest is being able to administer your home with us, for example to contact you about fault reports or disturbance cases, and to prevent unauthorised subletting. It is very important for us to know who lives in the apartment so that we can meet our obligations towards our tenants.

Home adaptation

We process your personal data and information about your health if an application is made to adapt your home. The legal basis for our processing of your data for home adaptation is our legal obligation to adapt your home to your needs.

Social media and marketing

The legal basis for our processing is your consent, which you are asked to give when the picture is taken. See more information under "model agreement".

Administering guarantors, legal guardians, administrators, authorised representatives, estate beneficiaries or contact persons/invoice recipients

If you are registered as a guarantor, legal guardian, administrator, authorised representative or contact person/invoice recipient, we process your personal data in order to administer the tenancy and to be able to contact you about our lease agreement with the tenant. If you are an estate beneficiary, we process your personal data in order to administer the estate. We process your personal data on the basis of a balancing of interests. We consider that our legitimate interest in processing your personal data outweighs your interest in not being registered. You have taken on the role yourself and therefore need to be registered with us. We process your personal identity number because it is important for us to make sure that you are the right person.

Following applicable law, regulations and official decisions

In addition to the processing of personal data described above, we also carry out the processing necessary to follow applicable law, regulations or official decisions. That means we process your personal data in order to follow the Swedish Accounting Act, the principle of public access to official documents and other laws we are obliged to follow.

How have we balanced interests where the legal basis is our legitimate interest?

For some purposes we process your personal data on the basis of a balancing of interests as the legal basis for the processing. In that balancing we have judged that our legitimate interest in carrying out the processing outweighs your interest and your fundamental rights in not having your personal data processed. What our legitimate interest is appears above. If you want to know more about how we made this assessment, you are welcome to contact us. You will find our contact details at the start of this policy.

Who can get access to your personal data?

As a rule, your data is processed only by us. However, we will share your information as follows:

• We share your personal data with IT suppliers and any other suppliers we use, but only to the extent necessary for those suppliers to meet their obligations towards us.
• If a contractor is to put right a fault report or carry out a renovation in your home or your premises, the contractor is given access to your work order, consisting of your name, e-mail address, telephone number, apartment number where applicable, address, move-in date, whether notice has been given on the object and what you want put right
• If you report a disturbance or become the subject of a disturbance case yourself, your name, address, apartment number where applicable, contact details and information about the disturbance itself are passed to and collected by Avarn.
• If you do not pay your rent on time, we may pass your personal data to the debt collection company Ropo Capital and to the Swedish Enforcement Authority.
• If you have given us as a reference to other landlords, we will, on request and if you consent to it, give the other landlord information about how you have looked after your home and your rent payments. These reference details are primarily given to you as a tenant, and you then choose yourself whether to pass them on to the other landlord.
• Where we are obliged to do so, we will give your personal data to a public authority on request, for example information about what is included in the rent to the Swedish Social Insurance Agency, or information to the police following a decision in a criminal investigation.
• If eviction prevention measures are needed because of missed payments or disturbances, we will share your personal data with the social services.
• To send the rent survey, we pass your e-mail address to Origio Group.
• To connect your TV box to the right home, we pass your apartment number to the TV box supplier Kalejdo Bredband AB.

If you would like more detailed information about who receives your personal data, you are welcome to contact us. Your personal data is processed only within the EU/EEA.

How long do we keep your personal data?

The personal data we process in order to administer the lease agreement is anonymised two years after the tenancy has ended.

However, information in lease agreements and related documents is kept for as long as it is needed to pursue outstanding claims relating to the tenancy. Information about disturbance cases is deleted two years after the case is closed, or as soon as it can no longer be pursued legally. If your lease agreement has ended because of misconduct, we keep your name, personal identity number, rental object, date of moving out and a brief note on the reason for moving out for no more than two years.

Information about applications to swap home or to sublet is deleted when the swap has taken place and when the sublet agreement has ended.

Pictures you have given your consent to will remain published on social media and used for marketing purposes until you ask to be removed or until we decide to take the picture down.

Information about guarantors, legal guardians, administrators, authorised representatives or contact persons/invoice recipients is deleted two years after the tenancy has ended.

We keep your personal data for longer than stated above where we are obliged to do so by law, regulation or official decision. That means we keep the information required to follow the Swedish Accounting Act for 7 years, and the information required to follow the principle of public access to official documents in line with the law and our records disposal policy. If you want to know more about how we dispose of your personal data, you are always welcome to get in touch.

Your rights

You have certain rights regarding the processing of your personal data, see the description of your rights below. To exercise your rights, you are welcome to contact us.

• Withdrawing your consent: If any processing is based on your consent, for example if you have consented to us publishing a picture of you, you have the right to withdraw all or part of a consent to the processing of personal data at any time. However, withdrawing your consent has no effect on our processing of your personal data for the period before the withdrawal took place.
• Right of access: You have the right to be told whether personal data concerning you is being processed, and to get information about how the personal data is processed, for example the purposes of the processing and which categories of personal data the processing concerns. You also have the right to a copy of the personal data being processed.
• Right to rectification: You can change your personal data yourself by logging in to Mina sidor. You also have the right to have incorrect personal data corrected without undue delay, and to complete incomplete personal data by providing the missing information.
• Right to erasure (the right to be forgotten): In certain circumstances you have the right to ask for your personal data to be erased. Such circumstances apply if the personal data is no longer needed for the purposes it was collected or processed for, if you withdraw the consent the processing is based on and there is no other legal basis for the processing, if you object to the processing and there are no legitimate grounds for continuing it that outweigh your objection, where the personal data has been processed unlawfully, or where the personal data has to be erased to meet a legal obligation that applies to us.
• Right to restriction of processing: In certain circumstances you have the right to ask for the processing of your personal data to be restricted. Such circumstances apply if you contest the accuracy of the data (though only for a period that allows us to check it), if the processing is unlawful and you oppose erasure of the personal data and ask instead for its use to be restricted, if you need the personal data to establish or defend legal claims even though we no longer need it for the purpose of the processing, or if you have objected to the processing and we have not checked whether our legitimate interest in processing your personal data outweighs your interest in not having it processed.
• Right to object to processing: You have the right to object at any time to the processing of your personal data that is based on a balancing of interests, for example if you as a co-applicant did not register your personal data yourself. If we cannot show legitimate grounds for the processing that outweigh your objection, your personal data will no longer be processed for that purpose.
• Right to lodge a complaint: You have the right to lodge a complaint with a competent supervisory authority (without prejudice to any other administrative review or legal remedy). Such a complaint is best made to the authority in the EU/EEA member state where you normally live, where you work, or where an alleged breach of the data protection laws and rules took place. The competent supervisory authority in Sweden is Datainspektionen. If you think we are processing your personal data incorrectly, you have the right to lodge a complaint with the Swedish Authority for Privacy Protection (IMY). You can read more about your rights and how to go about it at www.imy.se, or contact them by e-mail at imy@imy.se. If you have further questions about how we handle personal data, you can also contact the data protection officer for the Borås region:
  Data protection officer, Boråsregionen. E-mail: dso@borasregionen.se.
• Right to data portability: In certain circumstances you also have the right to receive the personal data concerning you that you have given us, in a structured, commonly used and machine-readable format, and the right to transfer it to another data controller (data portability). The right to data portability applies where the processing is based on your consent or on a contract and the processing is automated. You have the right to have the personal data transferred directly from us to another data controller where this is technically possible.

Contact details for the data controller

You are welcome to contact us at info@bostaderiboras.se.