Processing of personal data - Notice of defect on the website
Castellum cares about your privacy and protecting the personal data we process about you. All processing of personal data takes place in accordance with the provisions of the General Data Protection Regulation and other applicable data protection legislation. We present below a description of how we compile, process and share your personal data in connection with your submission of notice of a defect on the website.
This is how we process your personal data
This description applies regardless of which company in the Castellum Group owns the property that the fault report regards. However, please note that the data controller is the company that belongs to the region where the property that the fault report regards is located. If a Kungsleden company owns the property, Kungsleden AB is the data controller. In this document, the term ‘Castellum’ also includes Kungsleden companies.
Which personal data will be processed?
Castellum compiles and processes the following data: names, telephone numbers, email addresses, your message, the company you work for and any additional information which may be disclosed by you in connection with communication with Castellum concerning a notice of defect (your “personal data”).
Why do we process your personal data?
Castellum processes your personal data in order to be able to contact you if necessary for rectifying the defect and to report when the defect is rectified.
From where do we obtain personal data?
The personal data is compiled directly from you via the online notice of defect form and in relation to any additional communication we may have with you.
Who has access to your personal data?
We have taken appropriate technical and organisational security measures to protect your personal data against, for example, loss and unauthorised access. Only persons at Castellum have access to your personal data and such will be processed only for the purposes stated above.
However, we may share your data with other companies in the Castellum Group for the purposes of sharing relevant contacts and transferring information on what has transpired in communication with you, following up strategic matters, statistics, etc. We may also share your data with our suppliers who perform services on our behalf. The personal data you provide to us may primarily be shared with parties who perform measures related to fault reports, where such measures cannot be performed by Castellum’s own property managers, and with IT providers for the purposes of supporting and maintaining our IT systems.
How long is your personal data stored?
Your personal data will be stored in relation to a notified defect until such time as it is no longer relevant to store information concerning a notified defect, i.e. until such time as the company you work for no longer leases the relevant commercial premises from Castellum.
What right does Castellum have to process your personal data?
The processing of your personal data is based on a balancing of interests. Castellum considers that it is entitled to process your personal data since the processing is necessary for purposes which involve Castellum’s legitimate interests.
This is our reasoning
Castellum’s legitimate interest in this case is to cause the property management part of the business to function and to provide premises in good condition to its customers. Castellum has weighed its legitimate interest against any encroachment on privacy that Castellum’s processing of your personal data might entail. Castellum makes the assessment that the risk of encroachment on privacy is restricted since the processing which is carried out relates to your professional capacity. In addition, the personal data which is processed cannot be deemed to be particularly privacy-sensitive personal data. The personal data which is processed is also restricted to what is needed to perform the purposes of the processing of the personal data. Accordingly, Castellum makes the assessment that, following a balancing of interests, Castellum is entitled to process the personal data.
What happens if you do not provide your personal data?
It is necessary that you provide the personal data stated above to enable Castellum to contact you if we need to do so in order to rectify the defect and report when the defect is rectified. If the data stated above which is obtained from you is not provided, the aforementioned measures cannot be taken by Castellum.
Will third country transfer take place?
Castellum endeavours not to transfer data to countries or companies located outside the EU/EEA. If such data transfer should nevertheless be necessary, Castellum will take suitable safeguarding measures to optimally protect your personal data.
When your personal data are processed, you have the below rights under the General Data Protection Regulation (GDPR). More information is available on the website of the Swedish Authority for Privacy Protection (IMY) www.imy.se/privatperson/dataskydd/dina-rattigheter/.
Right to be informed (register extracts)
You have a right to be informed by us of whether we are processing your personal data and, if so, to request access to this personal data in the form of a register extract. You also have the right to receive the following information:
- the purpose of the processing,
- the types of personal data processed,
- who the personal data has been shared with, including third country transfers, and the protective measures taken,
- data retention period,
- your rights,
- the source of the personal data, and
- whether automated decision-making occurs.
If you ask to access personal data that we process about you, you will receive a copy of these data. If you request extra copies, you may be charged a fee for administrative costs. If you request your personal data electronically, we will normally provide the copy of the personal data in electronic format, unless otherwise requested.
Right to rectification
If any of the personal data we process about you are incorrect, you have a right to request that we rectify them without undue delay. Depending on the purpose of the processing, you also have a right to amend any incomplete personal data.
Right to erasure
You have a right to request that we erase your personal data without undue delay if:
- the data are no longer necessary for the purposes for which they were collected,
- you have withdrawn your consent, and your consent was the lawful basis for processing the data,
- you object to the processing of data which relied on legitimate interests as the legal basis for processing, and there is no overriding legitimate interest to continue our processing,
- you have objected to direct marketing,
- the processing is unlawful, and
- erasure is necessary in order to comply with legal obligations.
We have a right to refuse your request for erasure if processing is necessary in order to comply with a legal obligation or for the establishment, exercise or defence of legal claims.
If the data are erased at your request, we have an obligation to inform any parties whom we have shared the data with that you have requested to have your personal data erased.
Right to restrict processing
You have a right to request to have your personal data processing restricted under certain circumstances.
The right to restrict processing applies if:
- you contest the accuracy of your personal data (during the time that we are verifying the accuracy of the data),
- the data have been unlawfully processed and you oppose erasure and request restriction instead,
- we no longer need the personal data but you need the data in order to establish, exercise or defend a legal claim, or
- you have objected to processing of data which relied on legitimate interests as the legal basis (during the time that we are investigating whether our legitimate grounds override your grounds for having the data erased).
If we have restricted processing of your data, we will notify you before restriction of the processing ceases.
Right to object
You have a right to object at any time to processing of your personal data on the basis of legitimate interests. If our grounds do not override your grounds, we are no longer allowed to process your data after you have objected.
If you object to direct marketing, we may no longer process your data for such purposes.
Right to data portability
If our processing of your data is automated and based on consent or on the performance of a contract, you have a right to receive the data in a structured, commonly used and machine readable format. You also have a right to transmit the data to another data controller.
If it is possible, you also have a right to request that we transmit your data directly to another data controller.
Data controller and contact details
You have a right to lodge a complaint to the Swedish Authority for Privacy Protection if you think that we are processing your personal data in violation of the GDPR. The contact details of the Swedish Authority for Privacy Protection are available at www.imy.se.
If you have any questions about how your personal data are processed, do not hesitate to contact Castellum’s data protection officer at email@example.com.
The data controller for processing of your personal data is the company listed below that belongs to the region where the property that the fault report regards is located. If a Kungsleden company owns the property, Kungsleden AB is the data controller.