Personal data policy

This personal data policy contains a description of how Colive AB ("COLIVE", "we" or "us") processes your personal data and the rights you have under the GDPR.

Your privacy is important to us, and we therefore want you to read this document to find out more about how we process personal data. If you have any questions about our personal data processing, you can contact us. You will find our contact information further down in this document.

A personal data is all kinds of information that can be linked to you as a person, e.g. name, address, telephone number and e-mail addresses.

 Processing of personal data

Our personal data processing can be described based on the following type of situations:

• Website visits
• COLIVE Community
• Roomie matching
• Administration of your rental application
• Administration of your tenancy
• Marketing

You can read more about the different type of situations a little further down in the personal data policy. In some cases, we may also provide you with additional information about certain personal data processing. Such information then applies in addition to this personal data policy.

Personal data manager

In accordance with the EU Data Protection Regulation, GDPR, COLIVE is responsible for the personal data we process in accordance with this personal data policy.

Our processing of your personal data

A. Website Visits

We process personal data about you when you visit our website. If you have approved it, the personal data is collected through so-called cookies. Cookies are used to facilitate the use of our website and to improve our website. You can find more information about how and why we use cookies in our cookie policy.

B. COLIVE Community

We process personal data about you when you create a profile in COLIVE Community. We process personal data to, for example, be able to administer your profile and your applications.

Below are the categories of personal data that we process when you create a profile, for what purposes we process the personal data and on what legal basis.

How we receive the personal data

We receive the personal data from you during the registration of your profile.

Recipient of the personal data

Personal data is shared with COLIVE's IT providers. Your personal data is also shared with authorities if required by law.

Storage period

The personal data is stored as long as you are registered in COLIVE COMMUNITY and in back-ups for a subsequent period of no more than 30 days after deregistration.

Treatment outside the EU/EEA

Personal data is processed within the EU and the EEA.

C. Roomie Matching

If you have approved it, we process personal data about you in connection with a ROOMIE MATCHING. We process personal data, e.g. to be able to match you with people you are suitable to live with. More information about our Roomie matching can be found here.

D. Administration of the rental application

We process personal data about you in connection with the application for a shared apartment. We may also process information about your guarantor, person of reference and similar and, if you have one, trustee or similar. We process personal data, e.g. to be able to take a stand on your application to become a tenant with us.

We will supplement the application with information from other sources, e.g. credit information institute, if it is necessary to decide whether we can offer a shared apartment or not. Furthermore, we may contact you, your person of reference and, if you have one, a trustee or similar if we need to complete the application or have questions.

If you provide information about a person of reference, a trustee or similar, we want you to inform him or her about the processing of his or her personal data in accordance with this personal data policy.

Below are the categories of personal data that we process in connection with an application for a shared apartment, for what purposes we process the personal data and for what legal reason.

How we receive the personal data

In addition to the personal data that we have received from you as an applicant or guarantor, we also collect personal information from credit information institutions, debt collection companies, the Swedish Enforcement Agency and persons of reference. If you are a trustee or similar, we also collect the personal data from Överförmyndare, Överförmyndarnämnden and Post- och Inrikes tidningar.

Recipient of the personal data

The personal information is shared with COLIVE's IT suppliers, credit information institutes, debt collection companies and the Swedish Enforcement Agency. If you are a trustee or similar, we also share your personal information with the Överförmyndare, Överförmyndarnämnden and Post- och Inrikes tidningar. Personal data is also shared with authorities other than those mentioned here if required by law.

Storage period

If the application for a shared apartment is rejected, we will save the personal data for three months from the decision. However, information regarding guarantee commitments is stored for two years after the commitment has expired. Personal data that is processed to protect us against or make claims is saved up to and including until prescription occurs, ie. typically ten years from the time the claim arose. How long we save your personal data if your application is granted is stated in section E below.

Treatment outside the EU/EEA

Personal data is processed within the EU and the EEA.

E. Administration of the tenancy

In the event that you enter into a rental agreement and become a tenant with us, we will process the personal data we already have about you, e.g. data that were collected when you applied, as well as personal data that we receive during the time you are a tenant with us. We process this personal data in order to e.g. administrate payments, to be able to contact you and also in other respects to administrate the shared apartment.

Below is the personal data that we will process when we administrate the tenancy, for what purposes we process the personal data and for what legal reason.

Sources of personal data

In addition to the sources listed in sections B-D above, we also perform reconciliations against public registers to ensure that your personal information is correct.

Recipient of the personal data

The personal data is shared with companies that own, manage and maintain the shared apartment, internet provider, electricity provider, insurance provider, debt collection company for collection of unpaid rents and providers of public registers to check your personal information and any other providers that have a direct connection to your rental contract with COLIVE. Your personal information is also shared with authorities if required by law.

Storage period

The personal data used to administer the tenancy is processed during the time you are a tenant with us and is subsequently stored as long as you continue to be a member of the COLIVE community. Accounting information is stored for seven years from the calendar year in which the financial year ended. Personal data that is processed to protect us against or make claims is saved up to and including until prescription occurs, ie. typically ten years from the time the claim arose.

Treatment outside the EU / EEA

Personal data is processed within the EU and the EEA.

F. Marketing

We will process personal data about you in order to inform about services that we provide and also for other companies to be able to inform about products that you can benefit from during the tenancy. Your personal data is processed i.a. for you to get relevant and customized information.

Below is the personal data that we will process in marketing activities, for what purposes we process the personal data and with what legal reason.

How we receive the personal data

See sections B-E above.

Recipient of the personal data

The personal data is shared with COLIVE's IT suppliers to be able to provide the services, companies that handle marketing mailings and companies that market products/services that the tenant can benefit from in connection with the tenancy. For example, broadband companies, insurance companies and electricity companies.

Storage period

If you are registered in COLIVE COMMUNITY but are not a tenant with us, the personal information is saved as long as you are registered and in back-ups for a subsequent period of no more than 30 days after deregistration. If you are a tenant with us, the personal data is processed during the time you are a tenant and a subsequent period of at most, as long as you continue to be a member of the COLIVE community. If the processing is based on your consent or if you oppose the processing for marketing purposes, your personal data will no longer be used for such purposes.

Treatment outside the EU/EEA

Personal data is processed within the EU/EEA.

Security

We take appropriate security measures to protect your personal information from unauthorized access, use, modification and dissemination. For example, the treatment takes place in premises with good physical security and in IT systems that have good IT security.

When corporations other than us process personal data on behalf of us, we ensure that these are bound by personal data assistant agreements and we set requirements for security and confidentiality in accordance with applicable law.

Personal data assistant / Technical responsible

This website is operated and maintained by The Generation Webbyrå in Stockholm. In the presence of personal data, these are technically handled in the company's server halls with physical location in Stockholm. The website is patched and maintained daily in accordance with current web standards in order to continuously maintain the highest possible level of security.

Your rights

As a registered user, you have rights regarding how the processing of your personal data may be performed. Your rights include the following.

• The right to be informed. You can request to receive information at any time about the personal data that we, as the responsible party for personal data, process about you.
• Right to request access. You can request a copy of your personal data that we process.
• Right to request correction. You can request that we correct incorrect or incomplete information about you.
• Right to request deletion. You can request deletion of your personal data. The right applies in the following situations:
• The personal data are no longer necessary for the purposes for which they were collected or otherwise processed.
• You revoke your consent on which the processing is based and we have no other legal reason for processing of the data.
• You object to the treatment and there are no justifiable reasons for the treatment that weigh more heavily.
• Personal data is processed illegally.
• Personal data must be deleted in order to fulfil a legal obligation.

In some cases, we may be prevented from immediately deleting some of your personal data due to legal requirements or to establish, assert or defend legal claims.

• The right to request limitation of processing of the data. You can request that the processing of certain personal data may only be processed for certain specific purposes. The right applies in the following situations:
• You dispute the accuracy of the personal data and for a period of time that gives us the opportunity to check whether the personal data is correct.
• The processing is illegal and you object to the personal data being deleted.
• We no longer need the personal data for the purposes of processing, but you need them to be able to establish, assert or defend legal claims.
• While waiting on verification on whether our justified reasons for processing the personal data outweigh your justified reasons in connection with you objecting to the processing.
• The right to object to the processing of the data. You can object to us processing any of your personal data. If you object to processing of data, we may no longer process the personal data that is the subject of the objection, unless we can demonstrate compelling legitimate reasons for the processing that outweigh the data subject's interests, rights and freedoms or if it takes place for the determination, exercise or defence of legal claims.
• The right to object to direct marketing. You can object to direct marketing.
• Right to data portability. In some cases, you may request access to and use of your personal information elsewhere. The right applies if we process the personal data that you have provided yourself and with the support of your consent or to fulfil an agreement with you and the processing takes place automatically.
• The right to withdraw your consent. See below.
• The right to lodge complaints with supervisory authorities. See below.

You can request to exercise any of your rights at any time by contacting us at hej@colive.se

 

Withdrawal of consent

If you have given your consent to certain treatment, you have the right to revoke the consent at any time. A revocation does not affect the legality of the processing carried out before the consent was revoked. In the event of a revocation, we no longer have the right to continue the processing in question, if there is no other legal basis for the processing.

You revoke your consent by contacting us at hej@colive.se

 

The right to express a complaint

If you believe that we process your personal data in a way that is contrary to the GDPR or current data protection legislation, you can submit a complaint to the Swedish Data Inspection.

 

Contact information

Email: hej@colive.se

Colive AB

Org.nr 559145-6008

Fleminggatan18

112 26 Stockholm

 

This Personal Data Policy is updated from time to time.

The personal data policy was updated 2022-05-16.