FixedStay Student Living

Privacy Policy

Name and contact details
Address
Date of birth where necessary
Identification information where necessary
Educational institution
Student or enrolment status
Study or internship information
Preferred accommodation and rental period
Application information
Application correspondence
Financial information where reasonably required
Payment and bank information
Guarantor information where required
Rental and property administration
Check-in and check-out information
Maintenance and service communications
Complaints and correspondence
Information concerning compliance with contractual obligations or house rules
Technical website information such as IP address, device and browser information where applicable

We seek to limit the collection of personal data to information reasonably necessary for the relevant purpose.

4. Identification Documents and Sensitive Information

Applicants and tenants should not send copies of passports, identity cards, BSN numbers or other sensitive information unless specifically requested through an authorised method.

Where identification is necessary, we will seek to process only the information reasonably required for the relevant purpose.

A BSN or other legally protected identifier will only be processed where there is an appropriate legal basis or legal requirement for doing so.

We are not responsible for unnecessary sensitive information voluntarily submitted to us where we did not request such information, except to the extent responsibility cannot lawfully be excluded or limited.

5. Purposes of Processing

Personal data may be processed where reasonably necessary for:

Responding to enquiries
Processing applications
Assessing eligibility
Selecting applicants
Verifying information
Communicating with applicants
Arranging viewings
Preparing rental documentation
Administering reservations
Entering into and administering rental agreements
Processing rent, deposits and other payments
Check-in and check-out
Property and tenant administration
Providing agreed services
Maintenance and property management
Financial and accounting administration
Fraud prevention and security
Establishing, exercising or defending legal claims
Handling complaints and disputes
Protecting our property, business and legitimate interests
Complying with legal, regulatory, tax and administrative obligations
Operating and securing our website and IT systems

6. Legal Bases

Depending on the processing activity, we may rely on:

Contract or Pre-Contractual Steps

Processing necessary to take steps requested by an applicant before potentially entering into an agreement or to perform an existing agreement.

Legal Obligations

Processing necessary to comply with applicable laws, regulations, court orders or requirements imposed by competent authorities.

Legitimate Interests

We may process personal data where necessary for legitimate interests pursued by us or a third party, including:

Managing applications and accommodation
Protecting our properties
Maintaining appropriate records
Preventing fraud and misuse
Maintaining IT and information security
Handling complaints
Recovering amounts due
Establishing, exercising or defending legal claims
Protecting our legal and commercial interests

We rely on legitimate interests only where those interests are not overridden by applicable rights and interests of the individual.

Consent

Where legally required, processing may be based on consent.

Consent may be withdrawn at any time, without affecting processing lawfully carried out before withdrawal.

7. Application and Selection Decisions

Information submitted during an application may be used to determine whether an applicant meets the requirements applicable to particular accommodation.

Submitting information does not create a right to selection, accommodation or a rental agreement.

Unless otherwise expressly disclosed, final selection decisions are not intended to be based solely on automated processing producing legal or similarly significant effects.

We may verify information submitted by an applicant where reasonably necessary and legally permitted.

8. Guarantors

Where a guarantor is required, we may process personal data reasonably necessary to assess, establish and administer the guarantee.

Applicants providing another person’s information are responsible for ensuring that they are entitled to provide that information and should inform that person that their data has been provided to us.

9. Property Managers and Service Providers

We may engage third parties to assist with property management, administration, IT, website operation, accounting, payments, maintenance, professional advice or other business activities.

Depending on the circumstances, such parties may act as:

Processors acting on our documented instructions;
Independent controllers with their own legal responsibilities; or
Other recipients permitted by applicable law.

The precise legal role depends on the service performed and the applicable arrangements.

We remain responsible for our own processing activities to the extent required by applicable law. Nothing in this Privacy Policy makes us responsible for independent processing performed by a third party acting as its own controller where responsibility rests with that third party under applicable law.

10. Sharing Personal Data

Where reasonably necessary and legally permitted, personal data may be disclosed to:

Property managers
IT and hosting providers
Website service providers
Payment and banking providers
Accountants
Tax advisers
Legal advisers
Maintenance and other property-related service providers
Debt collection or claims professionals where necessary
Government authorities, regulators, courts or other competent bodies where required or permitted by law

We do not sell personal data.

11. International Processing and Transfers

Some authorised service providers or support personnel may operate from countries outside the European Economic Area, including potentially the Philippines.

Where personal data is made accessible from or transferred to a country outside the EEA, we will use an applicable lawful transfer mechanism where required, which may include:

An adequacy decision;
European Commission Standard Contractual Clauses;
Appropriate contractual and organisational safeguards; or
Another transfer mechanism permitted under applicable data-protection law.

Access to personal data by external personnel does not give those persons any independent right to use the information for their own purposes.

12. Data Retention

We retain personal data only for as long as reasonably necessary for the purpose for which it is processed and to meet applicable legal, accounting, tax, evidentiary and contractual requirements.

Different retention periods may therefore apply to:

Unsuccessful applications
Successful applications
Rental administration
Financial records
Payment records
Correspondence
Complaints
Claims and disputes

Information may be retained for longer where reasonably necessary for an existing or reasonably anticipated legal dispute, investigation or legal obligation.

After the applicable retention period, information will be deleted, anonymised or otherwise disposed of where reasonably practicable and legally appropriate.

13. Website, Cookies and Third-Party Technology

Our website may process technical information necessary for security and functionality.

Additional technologies such as analytics, maps, embedded media, CAPTCHA, advertising technologies or other third-party services will only be described as being used where they are actually implemented.

Where consent is required by law for non-essential cookies or similar technologies, such technologies should not be activated before the required consent has been obtained.

The specific cookie information applicable to the live website may be provided through a separate Cookie Policy or cookie-management tool.

14. Information Submitted Through Forms

Information submitted through website forms is used for the purpose for which the relevant form is provided and for reasonably related application, communication, administration and security purposes.

Fields identified as mandatory are required to process the relevant request or application.

Applicants should not include unnecessary confidential or sensitive personal information in free-text fields.

15. Security

We use reasonable technical and organisational measures appropriate to the nature of the personal data and processing involved.

However, no website, email system, internet connection, storage system or method of electronic transmission can be guaranteed to be completely secure.

Accordingly, while we take reasonable measures to protect personal data, we cannot guarantee absolute security. Nothing in this section excludes or limits any responsibility that cannot legally be excluded or limited under applicable law.

16. Your Rights

Subject to the requirements, limitations and exceptions contained in applicable data-protection law, individuals may have rights to:

Access their personal data
Correct inaccurate personal data
Request deletion
Request restriction of processing
Object to certain processing
Receive certain data in a portable format
Withdraw consent where processing is based on consent
Lodge a complaint with a competent supervisory authority

We may request reasonable information to verify the identity of a person making a request and may refuse or restrict requests where permitted by law.

17. Third-Party Responsibility

Our website or communications may contain links to or make use of services provided by independent third parties.

Where a third party independently determines how and why it processes personal data, its own privacy policy and legal responsibilities apply.

To the extent permitted by applicable law, FixedStay Student Living and the relevant operating company are not responsible for independent third-party processing outside their reasonable control.

18. Liability

We take reasonable measures to comply with applicable data-protection requirements.

To the maximum extent permitted by applicable law, neither FixedStay Student Living nor the relevant operating company accepts liability for losses resulting solely from circumstances outside its reasonable control, independent acts or omissions of third parties for which it is not legally responsible, or inaccurate or unnecessary information voluntarily provided by a user.

Nothing in this Privacy Policy excludes, restricts or limits liability, obligations or data-subject rights where such exclusion or limitation is prohibited by the GDPR or other mandatory applicable law.

19. Privacy Complaints

Questions or complaints regarding our processing of personal data may first be submitted to:

info@fixedstaystudentliving.nl

You also have the right, where applicable, to lodge a complaint with the Autoriteit Persoonsgegevens or another competent supervisory authority.

20. Changes to the Operating Entity

FixedStay Student Living is currently operated by De Lanen Real Estate B.V.

It is intended that De Lanen Plus B.V. will replace De Lanen Real Estate B.V. as the relevant operating entity after De Lanen Plus B.V. has been legally established and the relevant activities have actually been transferred.

Until that occurs, this Privacy Policy should not describe De Lanen Plus B.V. as the current controller.

Following the transfer, this Privacy Policy, website identification and relevant contractual documentation should be updated accordingly.

Where the change involves a transfer of existing personal data to a new controller, this will be handled in accordance with applicable data-protection requirements.

21. Changes to This Privacy Policy

We may amend this Privacy Policy to reflect changes in our activities, systems, service providers, operating entity or applicable law.

The version published on the website will state its latest revision date.

22. Contact

FixedStay Student Living
Currently operated by De Lanen Real Estate B.V.
Email: info@fixedstaystudentliving.com

The legal entity information should be updated when De Lanen Plus B.V. formally takes over the relevant operations.