Aliis non sibi (in the sequel to be abbreviated to “ANS”) is a rental agent and home manager. As such, we aim to bring owners of accommodations and their tenants together and provide services for a pleasant and satisfactory rental period.
To be able to deliver our services, and to comply with national and local legal (statutory) obligations,we must obtain and process your personal data. This privacy statement explains what personal data ANS collects about you and how we treat that data. We therefore recommend that you read this statement carefully. Under the current General Data Protection Regulation (GDPR), ANS acts as a so-called ”controller”.
Handling of your personal data
ANS considers privacy to be important, treats your personal data with care and abides by the GDPR. In doing so, it complies with the Dutch privacy legislation. ANS collects and keeps records of personal data for the sole purpose of enabling it to provide its services to you and the accommodation owners and to comply with all the applicable legal (statutory) obligations.
Examples of such services and obligations are: setting up a rental agreement, collecting the deposit and the monthly rent, reimbursing the deposit, regular communication with you concerning anything related to your stay, the handling of complaints, servicing and maintaining the accommodation, the payment of taxes and levies and compliance with the rules and legal obligations imposed by the local or national authorities e.g. concerning immigration / visa status and income.
In this privacy statement we explain what personal data of yours we may process. In case certain data is not required to fulfil our service and legal obligations, ANS will not ask for such information.
What personal data does ANS gather?
For all tenants:
– First & family name
– Address
– Passport/ID number & expiration date
– Nationality
– Date of birth and place of birth
– Telephone numbers
– E-mail addresses
– Bank account number (IBAN number) for our financial transactions
For some tenants – under specific circumstances:
If you’re not a EU citizen:
➢ Validity period and identification number of (student) visa or residence permit
➢ Validity period and identification number of working permit if applicable to you
Name and address of employer – if you’re employed
If required for obtaining a housing permit for certain parts of Rotterdam city:
➢ Income / employer’s statement(s) – working professionals only
➢ Name of university and education program – students only
➢ Student number – students only
Registration into the BRP1:
➢ If you (intend to) stay at our accommodation longer than four out of six
consecutive months
Deregistration from the BRP:
➢ Upon leaving our accommodation
➢ In case you had registered into the BRP
Housing permit issued by the city hall:
➢ Applicable to certain parts of Rotterdam city only
In case your situation or the applicable legislation changes, we may request you to provide additional (personal) information if that’s necessary to maintain our compliance. ANS gathers (personal) data directly from you, and where applicable or necessary, ANS also receives or solicits personal data from third parties like online booking platforms, employers, parents and universities.
Basis for processing your personal data
The main purposes for which ANS processes personal data are:
1. Administration and support: recruitment & selection of new tenants, tenant administration, internal and external information provisioning, the contracting and execution of the rental agreement with tenants, customer engagement, relationship management.
2. Business operations and finance: processing payments, financial administration and planning, maintenance and inspection of the accommodation, maintaining health, safety and security at the accommodation and the handling of disputes.
ANS uses the personal data mentioned above to implement and process the agreement with you, for example the rental agreement with you as a tenant. ANS may also have a statutory obligation to process your personal data, for example to fulfil our obligations under tax law.
ANS can also use your personal data because it has legitimate interests in doing so. Among these interests are providing you with a good service (when you rent an accommodation), ensuring your security and that of the accommodation, protecting financial interests of the owners of our accommodations and keeping you informed about relevant developments for you as a tenant.
If ANS desires to process other than the aforementioned personal data, it will ask you for consent.
You may always subsequently withdraw that consent, but in such a case the data provided and processed prior to the moment of withdrawal will remain lawful. Your personal data will not be leased or sold to any third parties. It will not be shared with third parties unless this is necessary for the execution of the rental agreement e.g. obtaining a housing permit and BRP (de)registration or obligatory in order to comply with legal (statutory) obligations e.g. for taxation purposes or law enforcement purposes.
Retention periods
ANS will keep your personal data for no longer than necessary for the processing purposes mentioned above. This means that your personal data are kept for as long as necessary to fulfil the specified purposes.
Almost all of your personal data will therefore be discarded within one month upon:
- termination of your rental period and you leaving the accommodation
- the return of your deposit (if applicable) or
- you providing proof of your deregistration with the BRP to ANS,
whichever happens last.
We are however bound to retain specific personal data – primarily data concerning our financial transactions with you (e.g. your rental and deposit payments) – for as long as 8 years – as ANS must comply with its statutory retention obligations for e.g. tax purposes.
Security
ANS has taken security precautions to physically and digitally protect your personal data from loss or unauthorised access.
Your rights
Under the privacy legislation you have various rights as described below:
Access: you have the right to access your personal data. You will receive an overview of the personal data ANS keeps of you within a month of the date on which we receive your written request for access.
Correction: if your data are incorrect, we will correct them for you.
Erasure: you can submit a request to have your personal data erased. The data can be removed only if they are incorrect or no longer relevant.
Restriction: if you believe that ANS is processing your personal data unlawfully or incorrectly, you may restrict this processing.
Objection: you may object to the processing of your personal data on the grounds of special personal circumstances.
Portability: You may request transmission of your personal data where the processing is based on consent or a contract with ANS.
Questions about this privacy statement or a request concerning the processing of your personal data may be addressed to:
Aliis non sibi | verhuurmakelaar & woningbeheerder
Korteweegje 19, 3244 AK Nieuwe-Tonge, +31 (0)6 25 172 41 info@residencerotterdam.com
To ensure that we do not disclose the data to the wrong person, we would kindly ask you to identify yourself (for example, by sending a copy of a valid proof of identity) when submitting a request. Please do not forget to render your citizen service number (BSN) illegible and your passport photograph unrecognisable on the copy. One way of doing this is by using the ‘KopieID’ app (Dutch only).
Complaint about the processing of your personal data
If you have a complaint about the processing of your personal data by ANS, we will try to resolve the matter with you. If this does not produce the desired result, you have the right to lodge a complaint with the privacy regulator – the Dutch Data Protection Authority (Autoriteit Persoonsgegevens). For this purpose you should contact the Autoriteit Persoonsgegevens (Dutch only).
Changes to privacy statement
ANS is entitled to amend its privacy statement. In case there are substantial changes to this Privacy Statement, ANS will inform you about this.
This privacy statement was last amended in January 2020.
