Privacy Policy
Updated June 3rd 2024
Contact
Intu Enterprises Oy
Otakaari 5, 02150 Espoo
Business ID 3218485-2
Inquiries regarding the processing of personal data and this Privacy Policy should be sent by email to vella@vellakodit.fi.
Common
In this statement, we explain how, as a personal data processor, we process the personal data of the user registered on the Vella Kodit website.
We provide tenancy management services for our own business customers and therefore act as a processor of the personal data described in this statement. The register keeper is our customer company, which can be a housing company, a real estate company, a landlord or another type of customer. In this regard, we direct any requests and inquiries of data subjects regarding data protection or notifications of data security breaches to the relevant data controller. The content in this statement can be applied to both individuals and companies.
In addition, in some situations we collect personal data from our customers. In this case, we act as the data controller as defined by the data protection legislation. These situations include, for example, the implementation of automatic renting, the implementation of housing applications, the implementation of customer service and the processing of personal data required by money laundering legislation.
Personal data to be processed
We process the user's personal data, which includes one or more of the following: first and last name, age, postal address, phone number, email address and social security number. In connection with strong identification, we use a third-party service that processes information required for strong identification, such as a mobile certificate or bank credentials. If you use payment features through our services, in addition to the previous information, we also process information enabling the payment transaction, such as credit card and bank account information, through our payment service provider, to the extent that their use is necessary.
We can use cookies on our site, which are used to collect information about the use of the service. Cookies that require separate consent, such as marketing cookies, can be accepted by the user, and the user has the right to refuse their use.
Regular sources of information
We collect the necessary personal information from you when you register as a user of the service, use strong authentication, pay via the website and update your user account information. We can also receive information using cookies.
Legal basis and purpose of processing
We process your personal data
- to fulfill our contractual obligations as your contractual partner (execution of the contract)
- to fulfill our obligations under mandatory legislation (compliance with a legal obligation).
In addition, we may process your personal data based on our legitimate interest in our business operationspracticing, maintaining and developing, managing our customer relationships and for processing possible legal claims (legitimate interest of the data controller). In some cases, we may ask for your consent to process your personal data (consent of the data subject). In these cases, you have the right to cancel at any time your prior consent.
We process personal data for the following purposes:
- To provide our services and to fulfill our obligations based on contractual relationships (processing basis: execution of the contract or legitimate interest)
- We process your personal data to manage the renting relationship and to fulfill our obligations arising from the renting. In addition, we process data to provide housing-related services, manage access rights, protect the property of the housing association and its residents, and investigate damage situations.
- To comply with our legal obligations (processing basis: fulfilling a legal obligation)
- We process your personal data to manage and fulfill our legal obligations. We may process information to fulfill, for example, our accounting obligations and to provide information to competent authorities such as tax authorities.
- For customer service and customer communication (processing basis: contract execution or legitimate interest)
- We can process personal data for processing and responding to customer feedback and service requests. We also process your personal data to communicate with you regarding our services and their possible changes. If you are in contact with our customer service, we will use the information you provide to answer your questions and solve the problems you encounter with our services.
- For processing claims and legal procedures (processing basis: contract execution or legitimate interest)
- We may process personal data in the processing of compensation claims and in connection with legal processes.
Personal data retention period
We keep your personal data as long as you have a user account in our service. You can delete the account by sending us a deletion request by email vella@vellakodit.fi. We can store the personal data of the person who submitted the rental application for five years from the last time the registered user submitted the application.
Information based on a rental agreement can be stored for ten years after the rental agreement has ended and the obligations related to the rental relationship have been fully fulfilled. The same retention period applies to all persons who live and have lived in the apartment, as well as call recordings and other dialogue/communication.
Processing and disclosure of personal data to third parties
Your personal data can only be processed by persons whose job or job description requires processing personal data. Personal data can be processed by third parties to a limited extent, if the provision of the service requires it. These parties include SMS and email aggregators, accountants and consultants. Your personal data will not be disclosed to third parties for marketing purposes without separate consent.
We use the following sub processors in our processes:
- Sinch AB | privacy policy | automatic email and SMS sending
- Paytrail Oyj | privacy policy | payment services
- Stripe, Inc. | privacy policy | payment services
- Your apartment's maintenance company: measures related to the maintenance of the apartment, such as processing maintenance requests
Cookies and tracking
With your consent, we may share your usage data with our marketing partners. We do this to improve our marketing campaigns and this website. We use Google Tag Manager to manage the consent and always use the smallest set of permissions needed, even when you give your consent.
- Google LLC | privacy policy | analytics and marketing
Automated decision making
Automated decision making is used in the rental service in Vella Kodit's online store. Partially automated decision-making can also be used in the rental process that takes place in another way. If there are several tenants, we can check everyone's information.
Automated decision making refers to decision-making that does not involve a natural person. Automated decision making aims to ensure responsible and efficient rental operations from the perspective of all parties, and it does not cause significant consequences for the data subject or affect the rights of the data subject.
As part of the automated process, the system examines, among other things, that the applicant or applicants have sufficient rent-paying ability and that international sanctions are not applied to the applicant or applicants. The purpose of automated decision making is to identify situations where, based on the information received, concluding a tenancy is not appropriate.
The information is obtained from the registered user, Suomen Asiakastieto Oy, and from the strong identification of the registered user. Renting in the online store requires strong electronic identification, through which we receive the applicant's information, such as name, date of birth and social security number. The previous payment behavior and other housing history of the applicant or applicants are also taken into account when possible in decision making.
In the online store, a negative rental decision will result if the applicant is not creditworthy or the applicant is under 18 years of age. In these situations, you can submit a separate renting application to us. If the person is found on the sanctions list, we cannot offer services to the registered person.
The registered person has the right to request manual data processing, in addition to which he can submit additional clarification to the decision made.
Principles of personal data protection
Databases containing users' personal data can only be accessed by those persons who have the right to access the data in question due to their work or assignment. The processing of personal data is confidential. The servers are maintained only by a reliable service provider who is responsible for the use of modern security and protection mechanisms. The application's access rights are limited according to the user's needs.
International data transfers outside the EU/EEA countries
We process your personal data primarily in the territory of the member states of the European Union (EU) and the European Economic Area (EEA). However, the service providers we use can process personal data on our behalf on servers located outside the EU or EEA. If personal data is transferred to countries outside the EU/EEA area, we make sure that the transfer of personal data takes place only in accordance with the relevant protection measures in accordance with the Data Protection Regulation, for example by means of model contract clauses approved by the European Commission.
Rights of the registrant
Right of rectification
You can correct your inaccurate and incorrect personal information by editing it in the application.
Right of deletion
Upon your request, we will remove all personal information about you from our user register, unless we have a special legal basis to retain the information. When you use the right of deletion, your user account will also be closed.
The right to restrict processing
You can limit our processing of your personal data if you have a legal basis for doing so.
Right to object
You have the right to object to the processing of your personal data for direct marketing purposes.
Right of appeal
You have the right to submit your case to the supervisory authority if you believe that the processing of your personal data violates the relevant legislation.
Anonymously collected data
We are constantly developing our services so that the user of the application gets the best possible user experience. As a basis for development, we collect information about which functionalities are used in the application. All information related to functionality is collected anonymously, i.e. in such a way that the identity of the user cannot be identified.