Last Updated: 12th of March 2025
1. Introduction
Welcome to HS Estate. We respect your privacy and are committed to protecting your personal data. This privacy policy explains how we collect, use, store, and protect your personal information when you use our website and services.
This policy complies with the General Data Protection Regulation (GDPR) and other applicable privacy laws.
2. Data We Collect
We may collect and process the following types of personal data:
- Personal Identification Data: Name, email address, phone number, home address.
- Financial Information: Payment details for rent and security deposits.
- Rental and Property Information: Lease agreements, tenant history, maintenance requests, and correspondence.
- Technical Data: IP address, browser type, device information, and website usage details.
- Identification Documents: If required for legal or contractual purposes (e.g., passport, ID card).
3. How We Collect Your Data
We collect personal data in the following ways:
- Directly from you: When you fill out forms, sign a rental agreement, or contact us.
- Automatically: Through cookies and tracking technologies on our website.
- Third parties: Property managers, legal advisors, or credit-checking agencies (with your consent where required).
4. Legal Basis for Processing Data (GDPR Compliance)
Under GDPR, we process personal data based on the following legal grounds:
- Contractual Necessity: To fulfill rental agreements and provide housing services.
- Legal Obligation: To comply with tax, rental, and regulatory laws.
- Legitimate Interest: For property management, fraud prevention, and service improvement.
- Consent: For marketing purposes or optional services (you can withdraw consent at any time).
5. How We Use Your Data
We process your data for the following purposes:
- Property Management & Rental Agreements: To handle leases, maintenance, and payments.
- Customer Support: To respond to inquiries and service requests.
- Legal & Compliance Purposes: To meet legal obligations, such as tax reporting.
- Marketing (with Consent): To send property updates, newsletters, or promotions.
6. Data Sharing & Third Parties
We do not sell or rent your data. However, we may share it with:
- Service Providers: IT support, payment processors, and maintenance contractors.
- Legal Authorities: If required by law (e.g., in case of fraud or legal disputes).
- Business Partners: If necessary for property transactions or tenant screenings.
All third parties handling personal data on our behalf must comply with GDPR and data protection regulations.
7. Data Security
We implement strict security measures to protect your data, including:
- Encryption and secure storage of sensitive information.
- Access controls to limit data exposure.
- Regular audits and security assessments.
Despite our efforts, no online system is completely secure. We advise users to take precautions when sharing personal data online.
8. Data Retention
We retain personal data only as long as necessary for legal, contractual, or business obligations:
- Rental agreement data: Kept for up to 7 years after termination (legal requirement).
- Financial records: Retained as required by tax regulations.
- Marketing data: Retained until you withdraw consent.
Once the retention period expires, we securely delete or anonymize your data.
9. Your Rights Under GDPR
Under GDPR, you have the following rights regarding your personal data:
- Right to Access: Request a copy of the data we hold about you.
- Right to Correction: Update inaccurate or incomplete data.
- Right to Deletion (“Right to be Forgotten”): Request the removal of your data (subject to legal obligations).
- Right to Restriction: Request limited processing of your data.
- Right to Data Portability: Receive your data in a structured, machine-readable format.
- Right to Object: Oppose the use of your data for certain purposes (e.g., marketing).
- Right to Withdraw Consent: If processing is based on consent, you can withdraw it anytime.
To exercise any of these rights, contact us at [email protected]. We may require identity verification for security reasons.
10. Cookies & Tracking Technologies
Our website uses cookies to enhance user experience. You can manage cookie settings in your browser. More details can be found in our Cookie Policy.
11. Third-Party Links
Our website may contain links to external sites. We are not responsible for their privacy practices, and we recommend reviewing their policies.
12. International Data Transfers
If we transfer personal data outside the European Economic Area (EEA), we ensure adequate safeguards (e.g., EU Standard Contractual Clauses or similar protection mechanisms).
13. Complaints & Supervisory Authority
If you believe your data is being misused, you can file a complaint with the Dutch Data Protection Authority (Autoriteit Persoonsgegevens) at www.autoriteitpersoonsgegevens.nl or your local data protection authority.
14. Changes to This Privacy Policy
We may update this policy periodically. Any significant changes will be communicated through our website or by email.
15. Contact Us
For any questions regarding this policy, please contact:
HS Estate B.V.
[email protected]
Tupolevlaan 65-75, 1119PA Schiphol-Rijk
