1. Introduction

This is an overview of how your personal information is processed when you use the Bidrento platform, the related mobile application Bidrento and the website www.bidrento.com.

As a rule, the lessor(landlord) is the chief processor of personal data and the conditions for the processing of personal data established by the lessor apply.

Bidrent OÜ, as the service provider of the Bidrento platform, is the authorised processor of personal data and follows the instructions of the lessor, i.e. the chief processor, when processing the data.

  1. How is data processed on the Bidrento platform?

The Bidrento platform receives data provided by the landlord from the landlord. The landlord determines what personal data they wish to collect from the tenant through the Bidrento platform. The personal data collected is stored on the Bidrento platform, where the landlord can access the data.

The landlord can invite the tenant to use the Bidrento platform. The tenant cannot create an account on the Bidrento platform independently. Through the Bidrento platform, the tenant can receive expense invoices, provide an example of current consumption and communicate with the landlord.

The landlord or the service provider of his choice (rent management, background check, accounting, etc.) is responsible for all the above data and the purposes of their processing.

Bidrent OÜ is responsible for the data processing, security and availability necessary for registering as a user of the Bidrento platform and managing the account, as agreed in the Terms of Use between Bidrent OÜ and the landlord.

Data shall be processed anonymously for research, product development or statistical purposes. Data analysis is anonymous (data cannot be linked to any specific natural person), and such processing is not subject to personal data protection (including GDPR) provisions.

3. What personal data do we process and why?

In the following, we provide an overview of the processing of personal data, for which Bidrent OÜ is the chief processor of the Bidrento platform. This means that the following only applies to the personal data we process to provide the Bidrento platform, not in the context of tenancy management.

ActivityPersonal dataPurposeBasis of processing
Platform user authenticationPersonal identification code/date of birth, e-mail addressUser authenticationAgreement
Forwarding service-specific messages to platform usersName, password, e-mail addressUser account managementAgreement
Website analyticsBrowser information, technical cookies, error messagesPlatform operation and developmentAgreement
Resolving platform user inquiries related to the operation of the platformName, e-mail address, telephone number, contact contentUser supportAgreement
Platform User Web BehaviorBrowser Information, IP Address, Analytical Cookies  OptimizingPlatform User Ease of UseConsent
Newsletters and marketingName, e-mail address, telephone numberMarketingConsent
  1. Transfer of personal data

Personal data will not be shared with other tenants or landlords whose rental space you are not applying. Our employees have access to your personal data to the extent necessary for the performance of their duties.

We use third-party services to provide landlords and you with the Bidrento platform at the highest possible level. Service providers have access to some of your personal information to ensure the appropriate service. Service providers do not have the right to use your personal data for other purposes or to keep it longer than necessary to provide the service properly.

If you, as a tenant, contact the landlord with a maintenance request (for example, cleaning, electrical work, plumbing, etc.) and the landlord uses a third party to perform the work, your order and contact details will be forwarded to the maintenance provider.

With whom and for what purpose do we share personal data?

Recipient categoriesPurpose of transmission
Service providersWe work with service providers who offer the additional functionality necessary for the operation of the complete solution of the Bidrento platform (for example, the background check service). Our cooperation partners are also the providers of technical solutions and their security providers necessary for the operation of the platform.
Marketing PartnersWe work with marketing partners to help us select relevant ads and marketing channels. We forward marketing offers to those Users who have registered a user account and given us the relevant consent.
Contact Bidrento for more information on the service providers involved and the related data processing.

International transmission

Part of our data processing, where we are controllers, takes place using cloud solutions. This means that some data may, in some cases, also leave the European Union. In such cases, we will ensure that data transfer complies with applicable data protection rules and laws and that contractual, technical and organizational arrangements are in place.

  1. Ensuring the security of personal data

To ensure the security of all data, we implement technical and organizational security measures. We guarantee the protection of your personal data against intentional or unintentional destruction, alteration, unauthorized access or any other unlawful processing.

Security measures include, but are not limited to: Authentication and access management; passwords and on-demand access to data; secure network design; encryption; data loss prevention and other constantly updated security measures.

  1. Retention and deletion of personal data

The retention periods for personal data depend on the purpose and legal basis for which we process them. For example, the landlord or Bidrento may be subject to a legal or contractual obligation to retain data for a specified period. The retention of data may also be based on the legitimate interest of the landlord or Bidrento or your consent. The following is an overview of these deadlines. This overview includes both the data and purposes where Bidrento is the controller and those where the landlord is the controller. Bidrento is not responsible if the landlord copies and stores personal data outside the Bidrento platform on data carriers under the landlord’s control.

DataPurpose ProcessingShelf life
User name required for authentication, personal identification code/date of birth, e-mail addressUser authenticationThree years after account closure
Tenant background check result (data depends on the background check service provider)Tenant background check (read more from the data processing notification of the landlord and the background check service provider)By default, the retention period on the platform is set at one year from the end of the lease
Password and e-mail address required for account managementUser account managementThree years after account closure
Tenant’s application form and history of the tenancy relationship (incl. penalties calculation that might arise from debt). Data depends on the landlord, who is the data controller of the questionnaireProvision of the service (read more in the lessor’s data processing notice)By default, the retention period on the platform is three years from the end of the rental agreement. The landlord can delete all data starting from the end of the rental relationship
Name, e-mail address, telephone number required for marketingMarketingUntil withdrawal of consent
Communication between landlord and tenant (chat)Enabling platform functionalityBy default, the retention period on the platform is three years from the end of the rental agreement.
Orders for maintenance (repair, repair, administration) submitted by the tenant to the landlord via the platformEnabling platform functionalityBy default, the retention period on the platform is three years from the end of the rental agreement.
Video, etc., placed on the rental object. Data transmitted by devices.Enabling platform functionalityThe platform only allows the use of real-time data. The platform functionality does not allow recording.
CookiesWeb analytics and marketingThe use of cookies and storage periods are described in more detail in the cookies window
  1. Rights of a person

According to data protection regulations, you have certain rights regarding the processing of personal data. To exercise these rights, you must contact the chief processor/controller (e.g. the controller of the personal data collected during the lease is the landlord). Please note that deleting a Bidrento account by a tenant will not result in the deletion of questionnaire data and rent debts on the Bidernto platform.

1) Right of access to data. You have the right to know who, how, from what sources and what personal data is being processed.

2) Data transfer. You have the right to request that personal data collected about you be transferred in machine-readable form to another service provider whose services, for example, you wish to use in the future.

3) Deletion of data/right to be forgotten. You have the right to request the deletion of your personal data if you no longer wish to be processed and the data controller has no legitimate reason to use them.

4) Restriction of data processing/objection. You have the right to restrict or prohibit the processing of your personal data under certain conditions. You also have the right to object to using your data in the case of legitimate interest if there is a good reason.

5) Data correction. You always have the right to correct or supplement personal data if it is inaccurate and if the inaccuracy may affect you.

6) The right to withdraw consent. If you have given your consent to processing of your personal data, you always have the right to withdraw it.

To use the rights related to the processing of personal data above, contact the landlord. If you want to exercise rights in the Bidrent user account (see table in section 3), contact us at info@bidrento.com.

We will reply to you within 30 days. If your request concerns personal data for which we are not data controllers, we will forward your request to the data controller.

  1. Cookies

Cookies are small text files that are placed on your device to collect standard Internet logs and user behavior information. By visiting our webpage, we may collect information about you using cookies or similar technology.

We use three types of cookies:

Temporary or session cookies – these are deleted after you close your browser.

Persistent cookies that remain after you close your browser and can be used again when you return to the Bidrento page.

Third-party cookies – The Bidrento site uses third-party cookies to provide better content and to collect statistics. You can read the privacy policy and terms of third parties on the cookie manufacturer’s page.

List of third-party cookies:

Our service cookies may also be used by third parties from analytics service providers (e.g. Google Analytics, Hotjar, etc.) and marketing communication platforms (Facebook, etc.) to display marketing information based on your visit history.

– You can read the terms and conditions of Facebook cookies: https://www.facebook.com/policies/cookies/

– You can read Google’s cookie terms: https://www.google.com/policies/technologies/cookies/

– You can read the terms of Hotjar cookies: https://help.hotjar.com/hc/en-us/articles/115011789248-Hotjar-Cookies

We use cookies to:

To understand how our users use our environment to improve the user experience of the service.

To improve the quality of the website and to monitor and manage traffic.

To provide marketing and non-marketing communications.

Protect your customers and prevent scams.

The user can delete cookies stored on the device and proactively prevent cookies from being stored on his device. To do this, the user must change the privacy settings of the browser.

For details, see the user guide of the web browser.

NB! By blocking cookies, we cannot guarantee the proper functioning of the website.

9. Other important information

Newsletters and direct marketing

We will send you newsletters, and selected marketing offers if you have given us your consent. You have the opportunity to withdraw your consent at any time. The opt-out link is usually included in the notification, but you also have the option to withdraw your consent in the Bidrento platform settings if such an option has been created. We may also use social media tools to promote our products and services. As providers of social media services and web analytics are considered as separate controllers, their processing conditions also apply to the processing of your personal data in this respect. Consequently, the conditions for the consent of these service providers must also be taken into account.

Solving arguments

If you have any questions about the processing of personal data, please contact us at info@bidrento.com. You also have the right to submit a complaint to the Data Protection Inspectorate info@aki.ee.

The notification was last updated in August 2021.

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