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NOTIFICATION OF DATA PROCESSING

BIDRENTO

  1. Introduction

This is an overview of how your personal information is processed when you use www.bidrento.com or the BidrentoPro platform and services.

As a rule, the lessor 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 BidrentoPro platform, is the authorized processor of personal data and follows the instructions of the lessor, ie the chief processor, when processing the data.

  1. How is data processed on the BidrentoPro platform?

The BidrentoPro platform receives data provided by the landlord from the landlord. The landlord determines what personal data he or she wishes to collect from the tenant through the BidrentoPro platform. The personal data collected is stored on the BidrentoPro platform, where the landlord can access the data.

The landlord can invite the tenant to use the BidrentoPro platform. The tenant cannot create an account on the BidrentoPro platform independently. Through the BidrentoPro 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 purposes.

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

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

  1. What personal data do we process and why?

Activity

Personal data

Purpose

Basis of processing

Platform user authentication

Personal identification code / date of birth, e-mail address

User authentication

Agreement

Forwarding service-specific messages to platform users

Name, password, e-mail address

User account management

Agreement

Website analytics

Browser information, technical cookies, error messages

Platform operation and development

Agreement

Resolving platform user inquiries related to the operation of the platform

Name, e-mail address, telephone number, contact content

User support

Agreement

Platform User Web Behavior

Browser Information, IP Address, Analytical Cookies  Optimizing

Platform User Ease of Use

Consent

Newsletters and marketing

Name, e-mail address, telephone number

Marketing

Consent

  1. Transfer of personal data

Personal data will not be shared with other tenants or landlords whose rental space you are not applying for. 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 BidrentoPro 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.

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

Recipient categories

Purpose of transmission

Service providers

We work with service providers who offer the additional functionality necessary for the operation of the complete solution of the BidrentoPro platform (for example, the background check service). Our cooperation partner is also the providers of technical solutions and their security necessary for the operation of the platform.

Marketing Partners

We work with marketing partners to help us select relevant ads and marketing channels.

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 the transfer of data 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, a landlord may be required by law or contract to retain data for a specified period. Data retention may be based on the landlord’s legitimate interest or your consent. The following is an overview of these deadlines.

Data

Purpose Processing

Shelf life

User name required for authentication, personal identification code / date of birth, e-mail address

User authentication

3 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 management

User account management

3 years after account closure

Tenant’s application form and history of the tenancy relationship (data depends on the landlord, who is the data controller of the questionnaire)

Provision of the service (read more in the lessor’s data processing notice)

By default, the retention period on the platform is three years

Name, e-mail address, telephone number required for marketing

Marketing

Until withdrawal of consent

  1. Rights of a person

According to data protection regulations, you have certain rights regarding the processing of personal data. Note that in order to exercise these rights, you must contact the controller (eg the controller of the personal data collected during the lease is the landlord). Please note that deleting a BidrentoPro account by a tenant will not result in the deletion of questionnaire data and rent arrears on the BiderntoPro 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 the use of your data in the processing of a 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 the 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 BidrentPro user account (see table in section 3), contact us at info@bidrento.ee

We will reply 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 BidrentoPro 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.ee. You also have the right to submit a complaint to the Data Protection Inspectorate info@aki.ee

The notification was last updated in November 2020.

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