Privacy Policy

 

 

 

Purpose

Our Privacy Policy will help you understand what personal data we collect, why we collect it, and what we as a data management organisation use it for.

When processing personal data, we comply with the EU General Data Protection Regulation (GDPR) and the Danish personal data protection regulations in force at any time.

If you have questions about our privacy policy, the way we process your personal data or if you wish to exercise your rights in accordance with the EU General Data Protection Regulation, you can email persondata@fokusasset.dk.

Collection and Processing of Personal Data

We only collect and process the following personal data to the extent necessary for handling your interest and suitability as a potential new customer or tenant in our vacant premises, and to fulfil our obligations vis-à-vis existing customer relations or lease agreements and related services, and to meet any obligations we have under Danish law.

If you are one of our residential tenants, we collect general personal data about you, including: name, title, address, telephone number and email address, use of premises, rent level, guarantee, heat and water consumption and any other consumption information. In certain cases we also col-lect such personal data about you as: terms and conditions of power of attorney; authority to sign documents; bank account number; household; spouse; pets; separation; divorce and cessation of cohabitation; housing support; access keys and card/s; decoration of premises; subletting condi-tions; non-payment; violation of house rules and any other violations of the tenancy; warnings; reprimands or termination related to the tenancy; bankruptcy; relation to nursing home; death; registered easements; and tenancy-related rights. In special cases, we also obtain your Danish civil registration (CPR) number. We obtain and process the above data only if it is necessary, and solely for the purpose of complying with the provisions of the lease and the conditions of housing legisla-tion.

We do not collect any special categories of personal information (sensitive information) about you, unless you provide this information on your own initiative and it may be relevant to us pursuant to compliance with the lease, rental legislation or government requirements.

However, in the context of administering your rental agreement, we may need to collect additional personal data about you: for example, in connection with processing by authorities or violations of the terms of the rental agreement. In such a case, you will be informed, unless you are already aware of the collection and processing, or your interest in being informed must cede to crucial pub-lic or private interests, or the enforcement of civil legal requirements etc.

If you are one of our commercial tenants, we collect general personal data about you, including: name, title, address, telephone number and email address, commercial use of the premises, rent level, guarantee, turnover figures for the turnover-determined rent, heat and water consumption and any other consumption information. In certain cases we also collect such personal data about you as: photo ID; position; industry knowledge; power of attorney; authority to sign documents; bank account number; access keys and card/s; decoration of premises; subletting conditions; relin-quishment and re-entry conditions; non-payment and violations of the tenancy; reconstruction and bankruptcy; death; registered easements; and tenancy-related rights. In special cases, we also ob-tain your Danish civil registration (CPR) number. We obtain and process the above data only if it is necessary, and solely for the purpose of complying with the provisions of the rental contract, the Contracts Act and the Danish Business Lease Act. We do not collect any special categories of per-sonal information (sensitive information) about you, unless you provide this information on your own initiative and it may be relevant to us pursuant to compliance with the lease, rental legislation or government requirements.

However, in the context of administering your rental agreement, we may need to collect additional personal data about you: for example, in connection with processing by authorities or violations of the terms of the rental agreement. In such a case, you will be informed, unless you are already aware of the collection and processing, or your interest in being informed must cede to crucial pub-lic or private interests, or the enforcement of civil legal requirements etc.

If you are housing applicant for an available apartment, we collect the following personal data about you: name, address, telephone number and email address, types of leases. We obtain and process this data only for the purpose of accommodating your request for the right premises and for use when signing any rental contract.

However, in some cases we collect additional personal data – in the first instance, directly from you. If we collect additional personal data from others, you will be informed of this at the time of collec-tion.

We do not collect any special categories of personal data (sensitive information) about you.

If you are a commercial applicant for an available premises, we collect the following personal data about you: name, address, telephone number, email address, types of premises, business, position, industry knowledge, financial information, public accounting information. We obtain and process this data only for the purpose of accommodating your request for the right premises and for use when signing any rental contract.

However, in some cases we collect additional personal data – in the first instance, directly from you. If we collect additional personal data from others, you will be informed of this at the time of collec-tion.

We do not collect any special categories of personal data (sensitive information) about you.

If you are a job applicant, we collect the following personal data about you: name, address, tele-phone number, email address, marital status, job history and job requests in the form of a CV. We obtain and process this data only for the purpose of accommodating your request for employment and for use when signing any contract of employment.

However, in some cases we collect additional personal data – in the first instance, directly from you. If we collect additional personal data from others, you will be informed of this at the time of collec-tion.

We do not collect any special categories of personal data (sensitive information) about you.

If you are a customer/investor (hereinafter ‘customer’), we may collect the following personal data about you as a customer or about you as the customer’s physical representative: name; address; telephone number; email address; CPR no.; photo ID (for the customer’s real owners and for the company’s executives and board members in accordance with the Act on Measures to Prevent Money Laundering and Financing of Terrorism); business; position; terms and conditions of power of attorney; authority to sign documents; board and executive positions; ownership of properties covered by the customer relationship; ownership of companies covered by the customer relation-ship; insurance policies covered by the customer relationship; banking information covered by the customer relationship; and owner association contributions and heat and water consumption etc., if the owner has to become part of an owner association.

However, in the context of administering customer relations, we may need to collect additional personal data: for example, in connection with processing by authorities. In such a case, you will be informed, unless you are already aware of the collection and processing, or your interest in being informed must cede to crucial public or private interests, or the enforcement of civil legal require-ments etc.

We obtain and process the above data solely for the purpose of complying with the Act on Measures to Prevent Money Laundering and Financing of Terrorism in relation to banks and public institutions.

Sharing Personal Data

If you are one of our residential or commercial tenants, we may share your personal data with the owner of the property and the suppliers and partners who assist us in meeting our obligations un-der new and already concluded lease agreements and the related services. These suppliers and partners will be: IT/telephony, hosting, caretaker companies, heating companies, lawyers, brokers etc. In some instances, we will share your personal data as part of a transaction such as a merger or sale of assets. We will also share your data to the extent we are obliged to: for example, as a result of reporting requirements to public authorities such as the Danish Tax Agency.

If you are one of our customers, we may share your personal data with IT and banks and public authorities to the extent that we are obliged to do so in accordance with Danish law.

Suppliers and partners must comply with our Privacy Policy and security requirements at all times, and they must not use the personal data they receive from us for any other purpose.

In the event that we wish to use your personal data for any purpose other than that for which it was originally collected, we will inform you of this and obtain your consent in advance. However, by anonymising your personal data so that you are no longer identified or identifiable, we may use the information data for other purposes without informing you.

Sharing Data with Recipients Outside the EU/EEA

We do not share personal data with recipients outside the EU/EEA.

Protection of Personal Data

According to the EU General Data Protection Regulation, your personal data must be kept secure and confidential. We store your personal data on restricted-access servers, located in controlled facilities, and our security measures are regularly monitored to determine whether our user data is being processed responsibly and constantly taking your right to privacy into account.

We have implemented technical and organisational measures vis-à-vis confidentiality and data se-curity, which protect your personal data from being destroyed, lost, altered, being publicised with-out authority, and against unauthorised access or knowledge. If a security breach relating to your personal data will result in a probable high risk for you of discrimination, identity theft, financial loss, loss of reputation or other significant disadvantage, we will notify you of the security breach as soon as possible.

Deleting Personal Data

Personal data is deleted or anonymised on an ongoing basis as the purpose for which it was collect-ed expires.

Personal data collected in connection with an application for premises, is kept for a maximum of 12 months after receipt, unless you actively ask us to keep your application for an additional 12 months or if a rental agreement has been concluded.

Personal data collected in connection with customer relationships and signed rental agreements is kept up to five years after the agreement expires. However, we may include personal data in our usual backup procedure. We do not delete personal data in notifications, agreements or other doc-uments relating to the lease, which are relevant for determining a subsequent tenancy etc. in the premises or property in question.

Right of Access, Correction and Deletion

To the extent that personal data is processed about you, in accordance with the EU General Data Protection Regulation, you have the right to be informed of what personal data can be attributed to you. Should the information or data processed about you prove to be inaccurate or misleading, you have the right to demand its correction, deletion or blocking. You are entitled to object at any time to the processing of data relating to you. You may also revoke your consent at any time*. You also have the option of complaining the processing of data about you. Complaints should be filed with the Danish Data Protection Agency.

* However, you do not have the right to request that we delete your personal data, if the processing of personal data is necessary: to fulfil a contract to which you are a party; to exercise the right to freedom of expression and information; to comply with a legal obligation which we are subject to under Danish law; or for the determination, enforcement or defence of legal claims.

Last updated

We reserve the right to update and amend these Privacy Policy guidelines.

This Privacy Policy was last updated on 4 March 2020.