This is how we process your personal data

This description applies irrespective of whichever company within the Castellum group owns the property to which the notice of defect relates. Note, however, that it is the company which belongs to the region in which the property to which the notice of defect relates that is the controller for the processing of your personal data. In this document “we” as well as “Castellum” shall mean the relevant regional company. Consult the end of this document to see which companies may be controllers.

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.

We may, however, share your personal data with other companies within the Castellum group with the aim of sharing relevant contacts and transferring knowledge of what has arisen in communication with you, to monitor strategic issues, statistics, etc. We may also share your personal data with our providers and other cooperation partners who perform services on our behalf. The personal data you provide to us may primarily be shared with the party that takes measures as a result of the notice of defect, insofar as the measures cannot be performed by Castellum’s own property manager, as well as with IT providers for the supporting and the maintenance of 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.

Your rights

You are entitled to request access to the personal data that Castellum processes about you. You are entitled to have incorrect personal data about you rectified and may request that personal data be erased. You are also entitled to object to certain processing of your personal data and to request that the processing of personal data be restricted.

If you request that Castellum restricts or erases your personal data, this may have the consequence that Castellum is unable to perform its duties. You are also entitled to request to receive your personal data in a machine-readable format with the aim of transmitting the data to another controller (referred to as data portability).

If you are dissatisfied with the way in which Castellum processes your personal data you may complain to the supervisory authority regarding Castellum’s processing of personal data.

If you have any questions concerning the way in which your personal data is processed, you are welcome to contact Castellum’s data protection team on

Controller and contact details to Castellum

The controller in respect of the processing of your personal data is the company stated in the list below which belongs to the region in which the property to which the notice of defect is located.

  • Castellum Mitt AB; reg. no. 556121-9089, Box 1824, 701 18 Örebro
  • Castellum Stockholm AB; reg. no. 556002-8952, Box 1084, 101 39 Stockholm
  • Castellum Väst AB; reg. no. 556122-3768, Box 8725, 402 75 Gothenburg
  • Castellum Öresund AB; reg. no. 556476-7688, Box 3158, 200 22 Malmö
  • Castellum Mälardalen AB, 559292-6678, med adress Box 1187, 721 29 Västerås