Processing of your personal data - Private individual

Which personal data will be processed?

Castellum compiles and processes the following data: names, addresses telephone numbers, bank account numbers, email addresses, personal ID numbers, vehicle registration numbers, income data, salary, apartment number, any entry log, entry card/tag, credit information, any CCTV material, lease term, repair and maintenance, subletting, notice of defects, payment record as well as additional information which may be disclosed by you when communicating with us (your “personal data”).

Why do we process your personal data?

Castellum processes your personal data in order to administer the tenancy/right of use relationship (e.g. to send rent invoices and receive payments); to communicate with you (e.g. concerning maintenance of the property in which you live or the garage/parking space which you use, and suchlike); in order to send you relevant news about our business; to ensure, e.g. through entry systems and CCTV, that only authorised persons have access to the property/garage; and to send information about you to the police in conjunction with events concerning your tenancy or right of use relationship, to service processors for serving notice of termination, or to another landlord in order to carry out an apartment swap if such becomes relevant; and to carry out company reporting. Kindly note that CCTV occurs only in certain properties and, in such cases, it is clearly stated that there is CCTV.

From where do we obtain personal data?

The personal data is compiled directly from you, from your employer and from credit rating agencies. In the event of an apartment swap, Castellum may also obtain data from another landlord. Information connected to you can also be created internally at Castellum. Castellum can also update the personal data to ensure that Castellum does not process outdated personal data about you. Updating of personal data may, for example, take place through the State Personal Address Register (SPAR).

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 transferring knowledge of what has arisen in communication with you, to monitor strategic issues, cost 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 our IT providers, for the supporting and the maintenance of our IT systems, as well as with our auditors and our bank, with address providers for updating your personal data when necessary, as well as with another landlord, the police and service processors.

How long is your personal data stored.

Your personal data will be stored and processed by us as follows:

• Personal data which is processed to communicate with you – 1 month after termination of the lease or the parking space agreement;
• Personal data which is processed in order to administer the tenancy or right of use relationship – 8 years after termination of the tenancy or parking space agreement;
• Personal data which is processed to ensure that only authorised persons have access to the property – 1 month after termination of the tenancy (entry card/tag as well as name) and 1 week after termination of the tenancy (entry log).
• Any CCTV material – for such time as the information is necessary in light of the purpose of the monitoring.

What right does Castellum have to process your personal data?

The processing of your personal data to administer the tenancy or right of use relationship and the processing of entry cards/tags is based on such processing being necessary for the performance of the contract with you and to be able to provide you with the tenancy or right of use object.

The processing of your personal data for the performance of company reports is based on the processing being necessary for our obligation to comply with a legal obligation.

The processing of your personal data in order to communicate with you, to send information about you to the police, any service processor or other landlord if relevant, as well as the processing of an entry log as well as other monitoring of the property/the garage, 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 as regards the sending of information about you to another landlord and other communication with you is to provide you with service and to be able to contact you on diverse issues within the scope of the relationship that exists between you and Castellum, e.g. to give notice of maintenance of the property/the garage/the parking space or similar information, and to provide you with relevant news concerning our business. 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 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 and it is also in your interest to obtain relevant information and to be able to carry out an apartment swap with another landlord.

Castellum’s legitimate interest as regards the sending of information about you to a service processor or the police, the processing of any entry log as well as any other monitoring of the property/the garage is to protect Castellum’s business operations and to prevent unauthorised persons gaining access to the property/the garage and to prevent damage or suchlike. Castellum has weighed its legitimate interests against any encroachment on privacy that Castellum’s processing of your personal data might entail. Castellum makes the assessment that there is a risk of encroachment on privacy, but that the use of the information is so restricted and that very few individuals within Castellum have access to the data that the risk is nevertheless limited. In addition, Castellum makes the assessment that Castellum’s interest in being able to carry out this processing carries considerable weight.

Accordingly, Castellum makes the assessment that Castellum’s interest in processing your personal data is of greater weight and, following such balancing of interests, that it 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 and take measures as stated above. 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 gdpr@castellum.se.

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/the garage/the parking space 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, org.nr. 559292-6678, med adress Box 1187, 721 29 Västerås