Privacy statement of Colliers Finland Group’s rental applicant data file
10 May 2021
1. Controller
Colliers Finland Group Oy
Business ID 2396296-6
Ratamestarinkatu 7 B
00520 Helsinki
2. Contact details for data file issues
Hille Amnell
hille.amnell@colliers.com
Puh. +358 44 723 8719
3. Name of data file
Information systems user management and log data file
4. Purpose of and basis for processing personal data
Colliers Finland Group Oy and companies in the same group (hereinafter referred to as Colliers), collect and store personal data of rental applicants to conduct a rented housing search and a residential rights litigation process.
The processing of data is based on the legitimate interest of Colliers to enable it to provide a rental search service to clients and rental applicants.
5. Data content of data file and groups of data subjects
The data file contains data about the rental applicant and any other persons who will reside with the applicant. The data file contains the following personal data:
- Basic data: first and last name, nationality, domicile
- Identification data: personal identity code
- Contact details: email, telephone number, postal address and preferred contact method
- Employment data
- Pregnancy certificate and estimated date of birth
- Information relating to the application:
- Type of application (new application/change of housing)
- ype of housing sought and other information (e.g. municipality, district, type of house, need for housing)
- Information on current housing
- Reason for applying for housing
- Any other necessary information provided by the applicant him/herself
- Information relating to arava (state-subsidised)/interest-subsidised applications
- Information on income and assets production.
Access rights data is managed for the Colliers’ own systems in use, as well as for the service portals utilised in service production
6. Data sources
The data in the data file is obtained from the data subject.
7. Disclosures and transfers of data and data transfer outside the EU or the EEA
Colliers will disclose the personal data of the rental applicant to the landlord when the rental agreement has been concluded.
Colliers uses an external service provider, Visma Tampuuri Oy, for the collection and management of personal data, in which case the service provider will process the data only to the extent necessary for the service’s system maintenance and error rectification.
Colliers process personal data from the data file of their respective rental properties.
Personal data will not be transferred outside the EU or the EEA.
8. Protection principles and storage periods of data file
The data is stored in Colliers’ information systems, which use both technical and programmatic means to ensure data security and to monitor data use. Access to data in the data file is limited to designated persons to the extent required by their duties. All persons using data in the data file are bound by an obligation of secrecy. Colliers ensures the realisation of data protection through data processing contracts with its subcontractors that process personal data.
The rental application is valid for three months after filing. Colliers will retain rental application data in accordance with legislation; for example, the Brokerage Act provides that a rental application be retained for five years from the end of the assignment. In addition, Colliers complies with the rules and guidelines for retention periods relating to arava (state-subsidised) and interest-subsidised housing.
9. Data subject’s rights and requests
The data subject or the user has the right to check the data stored in the data file concerning him/herself and the right to request rectification and deletion of incorrect data.
In accordance with the General Data Protection Regulation, the data subject has the right to object to or to request restriction of processing of his/her data and to lodge a complaint with the Data Protection Ombudsman about the processing of personal data.
Requests concerning the rights of the data subject must be submitted in writing to the contact person provided in section 2.