Data Protection

This page explains how Immodio supports you with data protection matters relating to letting and managing your properties.

Data protection

Data protection for tenants

Protecting personal data plays an important role in the property sector, particularly when handling sensitive tenant data. Personal data is already processed when someone applies for a viewing appointment, and it continues to be processed throughout the application process and during an existing tenancy.

• As a landlord, property manager or estate agent you are the controller within the meaning of the General Data Protection Regulation (GDPR) and are obliged under Article 13 GDPR to inform prospective tenants, applicants and tenants about the processing of their personal data. Immodio is not responsible for this and acts solely as the processor engaged by you.

Data protection notice

Immodio supports you in fulfilling your information obligations and provides you with a standardised "Data protection notice for tenants and prospective tenants", which covers in particular:

• which personal data of prospective tenants and tenants is processed,

• the purposes for which the data is processed,

• which data is typically collected during the application process and during a tenancy,

• which rights prospective tenants and tenants have under the General Data Protection Regulation (GDPR).

You can view the content of the (non-personalised) data protection notice here. As an Immodio user, please check whether the processing purposes described in the data protection notice correspond to your actual use and processing of personal data. The tenant only receives a personalised version of the "Data protection notice for tenants and prospective tenants" when the rental agreement is concluded; it is then transferred to the tenant portal.

If you use your own (personalised) privacy policy or data protection notice, or process personal data beyond the purposes described in the Immodio data protection notice, for example for additional services, external systems or your own processes, you are obliged to inform the tenant or prospective tenant about this separately and transparently. In this case, make sure that your own privacy policy or data protection notice is made available to the tenant in good time.

1. Data protection when registering with Immodio

When registering with Immodio, the tenant or prospective tenant has to accept the following:

• the Immodio privacy policy (data protection between Immodio and the tenant), and

• the data protection notice for tenants and prospective tenants (data protection between you and the tenant)

This acceptance takes place before registration with Immodio and is a prerequisite for applying for viewing appointments and for using the tenant portal.

2. Data protection when a tenancy is concluded

When an Immodio rental agreement is signed digitally, the tenant automatically receives a personalised version of the data protection notice in the tenant portal.

Among other things, it contains:

• your details as the controller under data protection law,

• your contact details (for example name, address, email),

• information on the processing of data within the existing tenancy.

This ensures that the tenant receives the information legally required under Article 13 GDPR.

Does your tenant not have access to the tenant portal?

If your tenant does not have access to the tenant portal, we strongly recommend providing them with a personalised data protection notice (for the tenancy) by another route, for example:

• as a PDF by email, or

• printed on paper

Access to the tenant portal can be given to the tenant at any time by sending an invitation to the tenant portal under "Parties", by clicking "Actions" for that party.

Please note: The data protection texts and processes provided by Immodio are standard solutions and suggestions and do not replace individual legal advice. You remain responsible yourself for the proper processing of personal data and for correctly informing your prospective tenants, tenants and other data subjects.

Data processing agreement with Immodio

When you register with Immodio you conclude a data processing agreement with Immodio. This is required under Article 28 GDPR whenever personal data is processed by a service provider on your behalf. By concluding the data processing agreement you instruct Immodio to process the personal data of tenants, prospective tenants and applicants solely on your behalf and according to your instructions.

Immodio acts as the processor in this, while you remain the controller under data protection law. Under Article 4 no. 8 GDPR, a processor is a body that processes personal data on behalf of the controller. You can find the relevant data processing agreement as follows:

1

Open the menu

Click "Show menu" at the top right to open the menu.

2

Open the settings

Go to the "Settings" area to open your account settings.

3

View the data processing agreement

Go to the "Account" tab. In the "Data processing agreement" section you can view and also download the agreement you have concluded with Immodio.

If you need a copy of the data processing agreement showing your specific customer details, please contact Immodio customer support by email at "[e-mail]". Our team will promptly provide you with a copy of the agreement containing your specific customer details.