Dear Sir/Madam,
the following Privacy Policy will help you make well-thought-out and conscious decisions concerning the processing of your personal data as part of the activity conducted by Rent like home sp. z o.o. with its registered office at ul. Koszykowa 61A in Warsaw. Please read it carefully.
Introduction
This document contains our Privacy Policy, i.e. the principles we follow when processing personal data. It also contains the scope of information the law requires to be provided to data subjects, i.e. to you. Before we get into details, we would like to highlight some of the key principles of personal data protection. They are important to us and we believe them to be important to you, too.
The Privacy Policy pursues four main goals, i.e.:
1. to explain how the organisation is processing the information that you provide to better tailor its products and services to your expectations;
2. to ensure that all information about the processing of your data is presented in a clear and transparent manner;
3. to assure you that personal data processed by the organisation are safeguarded against the risks involved with their processing,
4. to provide transparency in dealings with representatives of the organisation so as to guarantee your right to privacy.
All the information that is collected from you is directly or indirectly related to the organisation's activity, i.e. renting of own apartments and acting as an agent in renting apartments belonging to their owners. Lloyd Apartments sp. z o.o. is the controller of your personal data, therefore it decides on the purposes and means of their processing. In practice, please note that, as the data controller, the organisation is the entity responsible for your personal data. If you have any questions or concerns regarding your personal data, please contact our Data Protection Officer at:
rodo@rentlikehome.com
In general, all personal data in the organisation are divided into procedures according to the main purpose that guides this processing and the category of data subjects. These are, in order:
1. Recruitment
Personal data of job candidates are processed in order to select the most suitable candidates for specific positions, as needed for current and future recruitments. To this end, your personal data is processed on the basis of your consent (as regards sensitive data, which may be found in application documents) or for the conclusion of an employment contract or other civil law contracts, as well as on the basis of labour law. In addition, the legal basis for processing personal data is found in the legitimate purpose of processing, i.e. statistical activities related to reporting and quality control. Providing personal data, based on your consent, is voluntary, but failure to do so is going to make it difficult for us to carry out the recruitment procedure efficiently. To the extent resulting from the provisions of the labour law on recruitment, it is mandatory to provide certain personal data, while others are optional. If you are not selected during the recruitment and you agree to have your personal data processed for the purposes of future recruitment procedures, your personal data will be stored for 2 years from your last reaction to the next recruitment offer. After this period, your data will be completely removed from the company database. As part of this procedure, your personal data may be entrusted to external entities involved in the recruitment procedure (e.g. job search websites), however, we wish to note that these entities remain under constant supervision of the company and guarantee at least the same level of personal data security.
2. Employment
Personal data of permanent and associate staff are processed for the purpose of servicing personnel employment and to support the performance of civil-law contracts serviced as part of other personal data processing procedures, as well as to ensure the safety of persons and property. To this end, your personal data are processed under the provision concerning sensitive data when processing is necessary for the purposes of preventive or occupational medicine, for the assessment of the working capacity of the employee, the provision of health or social care, when processing is necessary for the purposes of carrying out the obligations and exercising specific rights of the company or of the data subject in the field of employment and social security and social protection law, as well as when processing is necessary for the establishment, exercise or defence of legal claims. In addition, your personal data may also be processed for the purpose of performing an employment contract or other civil-law contract. Ultimately, your personal data is processed on the basis of the company's legitimate interest as far as protecting persons and property, statistics, reporting, and quality control are concerned. Providing personal data in this procedure is obligatory, and the consequences of not providing data may include the inability to establish cooperation. If employed under an employment contract, your personal data will be stored for 10 years since the last employment-related activity on personal data (excluding persons employed before 1 January 2019 – then the period is 50 years). If employed under a civil-law contract, your personal data will be processed for 6 years since the last activity on data. After this period, your data will be completely removed from the company database. As part of this procedure, your personal data may be entrusted to external entities involved in the employment process. However, we wish to note that these entities remain under constant supervision of the company and guarantee at least the same level of personal data security. In addition, your data may be made available to data recipients (e.g. entities providing social package services), who will inform you about this fact.
3. Apartment rental
Personal data of clients (and client representatives in the case of institutional clients) are processed for the purpose of providing apartment rental services. Your personal data are processed in order to perform the concluded contract, on the basis of legal provisions regarding the settlement of services rendered, and based on the legitimate purpose of the data controller, i.e. analysis of qualitative data pertaining to the services rendered. Providing personal data in this procedure is obligatory, and the consequences of not providing data may include the inability to render services. In the process of rendering services by the company, the data will be stored for 6 years since the last activity related to the service rendered. After this period, your data will be completely removed from the company database. As part of this procedure, your personal data may be entrusted to external entities involved in the procedure (e.g. entities providing services for rented properties or IT software suppliers), however, we wish to note that these entities remain under constant supervision of the company and guarantee at least the same level of personal data security.
4. Apartment rental intermediation
Personal data of property owners and representatives of property owners (in the case of institutional clients) are processed in order to provide apartment rental intermediation and property management services. Your personal data are processed in order to perform the concluded contract, on the basis of legal provisions regarding the settlement of services rendered, and based on the legitimate purpose of the data controller, i.e. analysis of qualitative data pertaining to the services rendered. Providing personal data in this procedure is obligatory, and the consequences of not providing data may include the inability to establish cooperation and render services. In the process of rendering services by the company, the data will be stored for 6 years since the last activity related to the service rendered. After this period, your data will be completely removed from the company database. As part of this procedure, your personal data may be entrusted to external entities involved in the procedure (e.g. entities providing services for rented properties or IT software suppliers), however, we wish to note that these entities remain under constant supervision of the company and guarantee at least the same level of personal data security.
5. Marketing
Personal data of clients and potential client (prospects) are processed in order to allow an offer of own products and services to be presented, answer inquiries, and to conduct active marketing activities through selected communication channels. As part of this procedure, your personal data is processed based on your consent (marketing communications through selected channels) or to conclude a contract in the case of inquiries addressed to the company, as well as for its performance as part a Newsletter subscription. In addition, recommending the company's services during personal contact or creating marketing statistics and reports constitutes a legitimate purpose of the data controller for processing your personal data. Providing personal data is voluntary, but failure to do so is going to prevent us from answering your inquiry or presenting our offer in a way tailored to your individual needs. To this end, your personal data are stored for 3 years after your consent has been revoked, if previously given. Otherwise, it is also 3 years from the termination of the Newsletter service, i.e. since the last activity on personal data or submission of an inquiry on your part. After this period, your data (unless a cooperation is established) shall be completely removed from company resources. As part of this procedure, your personal data may be entrusted to external entities involved in the marketing procedure (e.g. mailing service providers). However, we wish to note that these entities remain under constant supervision of the company and guarantee at least the same level of personal data security.
6. Accounting
Personal data of clients (and client representatives in the case of institutional clients) are processed in order to perform all settlements with clients, suppliers, as well as to ensure compliance of the company's activities with tax law. Your personal data is processed under the provision concerning the regulations resulting, among others, from the Accounting Act of 29 September 1994 and the Value Added Tax Act of 11 March 2004. In addition, the legal basis for the processing of your personal data is found in the performance of the concluded contract, as well as in the legitimate purpose of the data controller, i.e. analysing statistical data and drawing up balance sheets. Providing personal data in this procedure is obligatory, and the consequences of not providing data may include the inability to properly settle services. As part of the accounting procedure, data will be processed for 6 years since the last activity related to the settlement of accounts. After this period, your data will be completely removed from the company database. As part of this procedure, your personal data may be entrusted to external entities involved in the accounting procedure (e.g. external accounting firms). However, we wish to note that these entities remain under constant supervision of the company and guarantee at least the same level of personal data security. In addition, your data may be made available to data recipients (e.g. tax authorities or auditors), who will inform you about this fact.
7. Processing contractors data
Personal data of contractors (and contractor representatives in the case of institutional contractors) are processed in order to perform the delivery or service contract. Your personal data are processed in order to perform the concluded contract, and based on the legitimate purpose of the data controller, i.e. for complaints and warranty. Providing personal data in this procedure is obligatory, and the consequences of not providing data may include the inability to use the services of suppliers. As part of processing contractor data by the company, the data will be stored for 6 years since the last activity related to delivery or service fulfilment. After this period, your data will be completely removed from the company database. As part of this procedure, your personal data may be entrusted to external entities involved in the procedure (e.g. entities cooperating with the company). However, we wish to note that these entities remain under constant supervision of the company and guarantee at least the same level of personal data security.
Your rights
We would like emphasize our guarantee that every person whose data we process may exercise the following rights:
• the right to access the data – you can request a description of how your personal data is processed and to make available any personal data collected about you. However, we wish to point out that excessive use of this right makes it difficult to work in the organisation, therefore we ask to use it sparingly.
• the right to rectify data – we make every effort to always process the most current data about you. However, if it turns out that the data we are processing have become incorrect, you can always request it to be corrected,
• the right to erase data – it you no longer want the organisation to process your personal data, you can always request their erasure. However, we wish to point out that this right cannot be exercised in every case, as the organisation must retain some of the data due to binding legal provisions,
• the right to restrict processing – if you find that, for any reason, the data that are processed by the organisation should not be deleted after the above-mentioned periods of time (data retention), you can request their further storage,
• the right to data portability – if it turns out that your personal data are going to be processed in IT systems, you can request their transfer to another service provider or directly to you. Please note, however, that this right only applies to data that you have provided yourself,
• the right to object – you can always object to the processing of specific personal data for a particular purpose. In any such case, your objection shall be considered and your comments taken into account in any future processing of your data,
• the right to withdraw consent – you can withdraw your consent to the processing of personal data at any time. However, all activities performed on your data before the withdrawal remain valid,
• the right to lodge a complaint – if you feel that the organisation is violating your right to privacy, you can always lodge a complaint with the President of the Personal Data Protection Office. However, we encourage you to reach out and let us try to clarify your concerns before making such a decision.
Summary
To sum up, the organisation and its entire staff take great care to ensure that the processing of your personal data does not encroach on your privacy as much as possible. However, if at any stage of processing your personal data there are any doubts as to the compliance of these activities with the law, please contact: rodo@rentlikehome.com