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Responsibility and Contact

The following provides you with information about how we process your personal data and your options in this regard. The Deutsche Wohnen Group has a three-tier structure. Deutsche Wohnen SE (“DWSE”), which is structured as a traditional holding company, forms the umbrella. Accordingly, it includes areas such as IT, Corporate Finance, Accounting, Controlling, Human Resources, Sales Marketing, Investor Relations, Corporate Communication and Legal/Compliance. The operating companies are located below this umbrella and as the middle tier form the value-added level. This includes Deutsche Wohnen Technology GmbH (“DWT”), which is responsible for, e.g. technological infrastructures in portfolios or participations in companies, Deutsche Wohnen Management GmbH (“DWM”), responsible for, e.g. rental management, receivables management and central customer service, and Deutsche Wohnen Immobilien Management GmbH (“DWI”) and Deutsche Wohnen Kundenservice GmbH (“DWKS”), responsible for, e.g. customer service, new rentals or execution of the rental agreement. Deutsche Wohnen Corporate Real Estate GmbH (“DWC”) oversees, among other things, acquisition and sales activities. Deutsche Wohnen Construction and Facilities GmbH (“DWCF”) carries out property refurbishments, new construction projects and other similar activities. FACILITA Berlin GmbH (“FACILITA”) provides janitorial services. Finally, the Group’s foundation is its asset companies, in which the property, i.e. the Group’s real estate, is consolidated. (Please refer to your rental agreement for your asset company). Each of the aforementioned companies has its registered office at Mecklenburgische Straße 57, 14197 Berlin. Please refer to the respective processing activity for the company that is the controller in each case. If you have any questions regarding data protection, you can contact us by mail or email: datenschutzanfragen(at)deuwo.com. Our external data protection officer is Dr. Annette Demmel, SPB DPO Services GmbH, Unter den Linden 21, 10117 Berlin, email: annette.demmel(at)spb-dpo-services.com.

What data do we process when you use our content offered on the Internet?

Websites

For the purposes of offering websites, their optimized display on various end devices and communication with users, DWSE processes the IP address assigned to the website user, the date and time of the request, the time zone, the specific page or file accessed, the http status code and the amount of data transferred, the website from which the request came, browser information, the operating system and settings of the end device used.

The legal basis for the processing of this data is Art. 6 (1) (f) GDPR. Our legitimate interest in this respect is the provision of a secure and user-friendly website. Employees, who are involved in the respective processing activity, have access to the data. For general information on the duration of processing, please refer to the section “How long do we process your data?” In deviation from the information in that section, IP addresses are anonymized after 24 hours at the latest.

Consent Management

We use the web service of the company Cybot A/S, Havnegade 39, 1058 Copenhagen (hereinafter: cookiebot.com) to ensure the full functionality of our website. In this context, your browser may transmit personal data to cookiebot.com. The legal basis for this processing is Art. 6 (1) (f) GDPR. Our legitimate interest is the correct functioning of the website and the implementation and documentation of your consent for the selection of cookies used. The data is deleted as soon as the purpose for which it was collected has been fulfilled. For further information on the handling of the data transferred, please refer to the privacy policy of cookiebot.com: www.cookiebot.com/de/privacy-policy/. You can prevent the collection and the processing of your data by cookiebot.com by deactivating the execution of script code in your browser or by installing a script blocker in your browser (which can be found, for example, at www.noscript.net or www.ghostery.com).

Contact by Email

For the purposes of processing your inquiry by email, DWSE processes your name, your contact details and the description of your request or file attachments that contain personal data, as well as the date, time and technical details of the transmission of your email. The legal basis is Art. 6 (1) (b), or Art. 6 (1) (f) GDPR if your email is also forwarded to affiliated companies for the purposes of responding, as described above, in order to assign the correct contact person to respond to your request. Please note that communication via email is risky. Although our communication service includes transport encryption, your provider must also support transport-encrypted transmission and reception. In this case, the data is only protected in transit. If you require a higher level of confidentiality, please contact us by mail. For general information on the duration of processing, please refer to the section "How long do we process your data?" In deviation from the information in that section, the content of communications is deleted after six calendar years.

Google Marketing Platform (“Google Ads”)

Our website also uses other services of the Google marketing platform “Google Ads” (formerly “Google Doubleclick” and “Google AdSense”) of Google Ireland Limited, Gordon House, Barrow Street Dublin 4, Ireland (“Google”). These services use cookies to display ads that are relevant to users, to improve campaign performance reports, or to prevent a user from being shown ads more than once. Google uses a cookie ID to record which ads are displayed in which browser and can thus prevent them from being displayed more than once. In addition, Google Ads can use cookie IDs to record so-called conversions that are related to ad requests. This is the case, for example, when a user sees a Google Ads’ ad and later visits the advertiser’s website with the same browser and makes a purchase. According to Google, Google Ads’ cookies do not contain any personal data.

Due to the marketing tools used, your browser automatically establishes a direct connection to Google's server. We have no influence on the scope and further use of the data collected by Google through the use of this tool. Therefore, the following information is based on our current knowledge: Through the integration of Google Ads, Google receives the information that you have accessed the corresponding part of our website or clicked on one of our ads. If you are registered with a Google service, Google can associate the visit with your account. Even if you are not registered with Google and have not logged in, the provider may obtain and store your IP address.

The Google marketing platform uses cookies to display ads that are relevant to users, to improve campaign performance reports, and to prevent a user from seeing the same ads more than once.

The legal basis for the processing of your data is Art. 6 (1) (a) GDPR.

We can view the data processed by Google about you for 12 months.

Where personal data is transferred to Google servers in the USA, and stored and further processed there, we have agreed with Google the standard data protection clauses adopted by the EU Commission, which permit the transfer of personal data to the USA in individual cases.

You can prevent your participation in this tracking process in several ways by:

  • Setting your browser software accordingly; in particular, the suppression of third-party cookies will result in you not receiving ads from third-party providers;
  • Disabling cookies for conversion tracking by setting your browser to block cookies from the domain “www.googleadservices.com”, https://www.google.de/settings/ads, whereby this setting is deleted when you delete your cookies;
  • Deactivating the interest-based ads of the providers that are part of the self-regulatory campaign “About Ads” via the link http://www.aboutads.info/choices, whereby this setting is deleted when you delete your cookies;
  • Permanently deactivating it in your Firefox, Internet Explorer or Google Chrome browsers under the link http://www.google.com/settings/ads/plugin. In this case, you may not be able to use all the functions of the website to their full extent;
  • Withdrawing your consent to the processing of data by Google given when you first visited our website. You can do this by withdrawing your consent in our Consent Manager.

Further information about the Google marketing platform is available at marketingplatform.google.com/about/enterprise/ and general information about data privacy at Google:

https://www.google.de/intl/de/policies/privacy.

Matomo

We use the software Matomo (formerly Piwik) in order to design the website according to our needs. Matomo stores a small text file (“cookie”) on your end device so that it can analyze your visitor behavior under a pseudonym. For this purpose, Matomo uses various data that your browser automatically transmits. Your IP address is processed only in anonymized form. The data collected with Matomo is not used to personally identify visitors to the website. Furthermore, this data is not combined with other data in order to identify the visitors.

The legal basis for the processing of your data is Art. 6 (1) (a) GDPR.

The cookie placed in this case has a regular retention period of 12 months.

You may withdraw your consent at any time in our Consent Manager.

Google Maps

On our website, we use the Google Maps service offered by Google Ireland Limited, Gordon House, 4 Barrow St, Dublin, D04 E5W5, Ireland (“Google”). Google Maps is a web service for displaying interactive (land) maps in order to present geographical information visually. By using this service, you will be shown various locations and it will be easier for you to find your way around.

As soon as you access those subpages that contain the Google Maps map, information about your use of our website (such as your IP address) is transmitted to Google servers and stored there; this may also involve transmission to the servers of Google LLC in the USA. This occurs regardless of whether Google provides a user account that you are logged in to or whether a user account exists. If you are logged in to Google, your data will be directly associated with your account. If you do not want this information to be associated with your profile at Google, you must log out before activating the button. Google stores your data (even for users who are not logged in) as usage profiles and analyzes them.

The legal basis for the processing of your data is Art. 6 (1) (a) GDPR. You may withdraw your consent at any time with effect for the future. In order to withdraw your consent, please deactivate this service in the Consent Manager provided on the website.

We can view the data processed by Google about you for 12 months.

Where personal data is transferred to Google servers in the USA, and stored and further processed there, we have agreed with Google the standard data protection clauses adopted by the EU Commission, which permit the transfer of personal data to the USA in individual cases.

Google’s terms of service are available at https://www.google.de/intl/de/policies/terms/regional.html and the additional terms of service for Google Maps can be found at https://www.google.com/intl/de_US/help/terms_maps.html.

Detailed information on data privacy in connection with the use of Google Maps in available on Google’s website (“Google Privacy Policy”): https://www.google.de/intl/de/policies/privacy/

Social Media Plugins and Links to Social Media Platforms

For the purposes of presenting our corporate group on the Internet and promoting communications with applicants, interested parties, tenants and business partners via various social networks, DWSE has integrated plugins or widgets offered by the respective providers of these services into its websites. The provider of this functionality is always the respective social network, which is responsible for offering its services on its own. Only the terms of use and data privacy policies of the respective social network apply for such use. We have set all plugins and widgets to inactive. Direct contact between you and the respective social network is not established until you actively click the buttons, leading to the transmission of the following data: Your IP address, browser information, the operating system and settings of the end device used, the URL of the current website, as well as previously visited websites if you have followed a link. The legal basis for the processing is Art. 6 (1) (a) GDPR. You may withdraw your consent at any time with effect for future processing activities by notifying the possible contacts listed at the end of this notice. Employees, who are involved in the respective processing activity, have access to the data. Information on erasure can be found in the section ‘Websites’. Please note that when using their services, the social networks transfer personal data to the USA and other third countries that are considered unsafe third countries under data protection law according to the GDPR. We have no influence on the type and scope of data processing carried out by the respective social networks. Your consent also covers such a transfer.

Online Presence on Social Media Platforms

For the purposes of public relations and communication, DWSE maintains an online presence on the following social media platforms:

in order to communicate with tenants, prospective tenants and users active on those platforms and to provide information about its services, including damage reporting via Twitter and Instagram. If you use one of these online presences, the content you create, in particular any comments, videos, images or public messages, will be published by the social media platform. We reserve the right to delete your content or to share your content on the social media platform if this is possible using a function of the respective social media platform. Furthermore, we may communicate with you through the social media platform, although we will send you any confidential information through other secure communication channels. The legal basis for the processing of the data via an online presence is Art. 6 (1) (a) GDPR. You may withdraw your consent at any time with effect for future processing by notifying the possible contacts listed at the end of this notice. Employees, who are involved in the respective processing activity, have access to the data. Personal data may be transferred to the USA as part of the processing. Your consent also covers such a transfer. Please be aware of the respective privacy policies of the social media platforms. For a detailed description of the individual processing activities and the opt-out options, please refer to the information of the providers linked below:

If we are joint controllers with Instagram or Facebook, the joint controller agreement (“Controller Addendum”) applies. You can find this agreement at https://de-de.facebook.com/legal/terms/page_controller_addendum. Our fan page maintained on Facebook does not serve the purpose of communicating with other members on Facebook, and DWSE does not analyze statistics (e.g. likes). For information on how Facebook itself analyzes statistics, please refer to Facebook’s information about page insights data. For further information on the respective responsibilities, please refer to Facebook’s information about page insights data (https://de-de.facebook.com/legal/terms/page_controller_addendum). The legal basis for the processing of the data is Art. 6 (1) (f) GDPR. Our legitimate interest in this respect is to increase the reach of our online presence on Instagram. Employees, who are involved in the respective processing activity, have access to the data. For further information on data processing via XING and LinkedIn, please refer to the section ‘Job Applications’.

YouTube

For the purposes of displaying videos, DWSE uses the service “YouTube” on its websites to make videos available on the site that are stored on YouTube. When you use YouTube, YouTube, operated by Google Ireland Limited Google Building Gordon House, 4 Barrow St, Dublin, D04 E5W5, Ireland, receives the information that you are currently using our website. In the process, the IP address, browser information, the operating system and settings of the end device used, the URL of the current web page, previously visited web pages if you followed a link, as well as information about the videos viewed are transmitted to YouTube. If you have logged in to your YouTube account, your data will be associated with your YouTube profile. If you do not want your data to be associated with your profile, you should log out of your YouTube account before activating a YouTube video. YouTube creates user profiles from your data and uses your personal data for advertising, market research and designing its website according to demand. The legal basis for the processing of this data is Art. 6 (1) (f) GDPR. The legitimate interest in analyzing such data, also from users, who were not logged in to a YouTube account, is to provide demand-based advertising and to inform other YouTube users about your activities on the website. Employees, who are involved in the respective processing activity, as well as employees of Google LLC and Alphabet Inc., have access to the data. In the course of the processing, data may be transferred to the USA. Please note the privacy policy of YouTube at policies.google.com/privacy, opt-out:

https://adssettings.google.com/authenticated.

What data do we process from prospective tenants?

Rental Applications and Selection of New Tenants

For the purposes of processing prospective tenant inquiries and executing new rental agreements, DWI and DWKS as well as the renting company, acting as joint controllers with DWSE, process the names of prospective tenants/tenants and persons moving in with them, contact details, date and place of birth, information on housing preferences, information on creditworthiness and other information from credit agencies, as well as information on certain authorizations required to move into an apartment, if applicable. The legal basis for the processing of this data is Art. 6 (1) (b) GDPR or, in the case of credit inquiries, Art. 6 (1) (f) GDPR. Our legitimate interest in this respect is to check creditworthiness before entering into a contract. Employees, who are involved in the respective processing activity, have access to this data. For general information on the duration of processing, please refer to the section “How long do we process your data?” In deviation from the information in that section, if a rental agreement is not concluded, the data collected from the prospective tenant is deleted within one month after completion of the new tenant selection process. Any credit reports are deleted after review. Data collected as part of the “self-disclosure” is deleted immediately if the prospective tenant cannot be considered for the rental property. If consent has been given to the further retention for the use of alternative offers, the data will be processed for an additional four months and then deleted.

What data do we process from tenants?

Execution of the Rental Relationship

For the purposes of managing the rental relationship, administering the rental agreement, handling tenant issues, documenting business transactions, communicating with tenants and internal quality assurance, namely ensuring compliance with legal and business requirements as well as compliance regulations, DWI, DWKS and DWM as well as the company named in the rental agreement, acting as joint controllers with DWSE, process the names of tenants, residents, guarantors, guardians or legal representatives, their contact details, bank and payment details, where applicable, communication content and, where applicable, personal information about the economic situation. The legal basis for processing this data is Art. 6 (1) (b) GDPR. In the case of handling tenant issues, quality assurance and internal legal advice, the legal basis may also be Art. 6 (1) (f) GDPR. Our legitimate interests with respect to the processing in this regard are the processing of claims and notification to our insurers, ensuring the quality of the processes within the company and exercising our rights and fulfilling our obligations. Employees, who are involved in the respective processing activity, have access to the data. For general information on the duration of processing, please refer to the section “How long do we process your data?”

For the purposes of utility cost billing, receivables management, including management of the rent and deposit account, modernization and development of the properties (so-called Capex measures, which also include maintenance and refurbishment), rent adjustment and handling of (tenant) communications, honoring the tenant promise and granting assistance under the Corona Assistance Fund, DWI, DWKS and DWM as well as the company named in the rental agreement, acting as joint controllers with DWSE, process the names of tenants, residents, guarantors, guardians and legal representatives, their contact details, bank and payment details, consumption data for utility cost billing, apartment-related data for determining comparative rent, content of communications and, where applicable, personal or business-related information on the economic situation in the context of hardship checks, the tenant promise or the granting of assistance under the Corona Assistance Fund. The legal basis for processing this data is Art. 6 (1) (b) GDPR. With regard to the development of the properties and the adjustment of rent, the legal basis is Art. 6 (1) (f) GDPR. Our legitimate interests with respect to the processing in this regard are the service and maintenance of our properties, the market-oriented structuring of the rent and exercising our rights and fulfilling our obligations. In the case of honoring the tenant promise and granting assistant under the Corona Assistance Fund, the legal basis is Art. 6 (1) (f) GDPR. Our legitimate interests with respect to the processing in this regard are the socially acceptable structuring of the rent, exercising our rights and fulfilling our obligations and supporting tenants. Employees, who are involved in the respective processing activity, have access to the data. For general information on the duration of processing, please refer to the section “How long do we process your data?”

In deviation from the information in that section, data (contact data) will be retained at DWM for the duration of the modernization measure and for three months thereafter. Any data processed in the context of quality assurance measures is deleted no later than six months after expiration of the audit year.

For the purposes of ongoing maintenance of the properties and related areas as well as ensuring the energy supply, DWI and DWKS as well as the company named in your rental agreement, acting as joint controllers with DWSE, process the names of tenants, residents, service providers and their employees, contact details, damage reports and other communication content. The legal basis for the processing of this data is Art. 6 (1) (b) GDPR.

If we notify the local utility provider of electricity or gas meter readings for decentralized heating systems together with the name, where applicable, address and telephone number of the new tenant for the purposes of supplying electricity or gas, this take place in accordance Art. 6 (1) (f) GDPR on the basis of our legitimate interest in ensuring the energy supply of our tenants. Employees, who are involved in the respective processing activity, have access to the data.

In the course of repair measures or the settlement of claims, we involve external service providers, such as tradesmen, insurance companies or service providers engaged to coordinate the measures, in order to ensure that the measure is carried out quickly and as smoothly as possible. In this context, we may also disclose any data required to carry out the measure to such third parties. This may include name, address, location of the rental object, contact details and information about the damage or event. The services providers will then be able to contact you directly. Moreover, please refer to the information found in the section “Who receives your data?” For general information on the duration of processing, please refer to the section “How long do we process your data?”

Smoke Alarms and Electronic Measurement of Consumption

For the purposes of fire prevention and the electronic measurement of consumption via wireless data transmission, DWI, DWKS and DWM as well as the company named in the rental agreement, acting as joint controllers with DWSE, process the information on the functional status of the devices and the consumption (water, heat). The legal bases for the processing are Art. 6 (1) (b) GDPR (rental agreement) and Art. 6 (1) (c) GDPR (legal obligations), in particular the obligation under state building codes regarding the use of the installation and operation of smoke alarms and the regulations of energy law on the use of wirelessly readable consumption measuring devices. Employees, who are involved in the respective processing activity, have access to this data. For general information on the duration of processing, please refer to the section “How long do we process your data?

Digital Locking Systems

For the purposes of operating a digital locking system for entrance doors with radio transponders, DWI, DWKS and DWM as well as the company named in the rental agreement, acting as joint controllers with DWSE, process the following data in order to issue the transponders: apartment number, move-in and move-out date, transponder number. The processing takes place in accordance with Art. 6 (1) (b) GDPR. Employees, who are involved in the respective processing activity, have access to the data. The use of transponders is optional. The transponders are only used to open entrance doors; control logs are not generated. For general information on the duration of processing, please refer to the section “How long do we process your data?”

Digital Heating Control

For the purposes of controlling the heating / radiators in your apartment (if digital heating control exists), DWT, DWSE and the company named in the rental agreement, acting as a joint controller with DWSE, process the data (device data, apartment number, device number and heat settings). The legal basis for processing this data is our legitimate interest in offering modern and energy-efficient technology to control the heating in accordance with Art. 6 (1) (f) GDPR. Employees, who are involved in the respective processing activity, have access to the data. When you move out of your apartment, all data saved in the device for digital heating control is automatically deleted. Alternatively, you can delete the data concerning the digital heating control yourself at any time on the operating element.

Coordination of Technical Projects and Construction Measures

For the purposes of coordinating technical projects, DWCF, DWM, DWI and DWKS as well as the company named in the rental agreement, acting as joint controllers with DWSE, process names, contact details, details of the companies engaged to carry out the respective measures and details of the reconstruction measures, including information about any special housing requirements if necessary for the implementation of the construction measures. The legal basis for the processing of this data is Art. 6 (1) (b) GDPR. Where necessary for the implementation of the measures, we may transfer the required data to a project management service provider and external tenant advisors as well as to accommodation providers in the case of implementation. Employees, who are involved in the respective processing activity, have access to the data. For general information on the duration of processing, please refer to the section “How long do we process your data?” In deviation from the information in that section, any data processed in the context of coordinating technical projects is deleted after six months.

Reimbursement of Expenses Related to Construction Measures

For the purposes of coordinating the payment of reimbursements for expenses incurred during construction measures, DWCF and DWM as well as the company named in your lease agreement, acting as joint controllers with DWSE, process names, contact details, details of the measures leading to the reimbursement, information used to calculate reimbursements, and banking and payment details. The legal basis for processing this data is Art. 6 (1) (b) GDPR. Employees, who are involved in the respective processing activity, have access to the data. For general information on the duration of processing, please refer to the section “How long do we process your data?” In deviation from the information in that section, the data summarized in lists, which is processed in the context of the reimbursement of expenses, is processed for six months and then deleted.

DeuWo Digital

For the purposes of providing the digital customer service „DeuWo Digital“, DWI, DWKS and DWM as well as the company named in your rental agreement, acting as joint controllers with DWSE, process data that you provided during registration, information about the rental relationship, such as information about the rental property, contract term, rent amount, payment history, communication data, as well as other data stored in the course of executing the rental agreement, especially any repairs. For the purposes of analyzing usage, we anonymize user data in order to obtain anonymous reports on the functionalities of DeuWo Digital that are used a lot or used very little. The use of DeuWo Digital is optional. If you decide to use it, the legal basis for the processing of the data is Art. 6 (1) (b) GDPR. Employees, who are involved in the respective processing activity, have access to the data. For general information on the duration of processing, please refer to the section “How long do we process your data?” In deviation from the information in that section, your registration data, tenancy-related data and connection data is deleted 14 days after termination of the membership in DeuWo Digital. Your name and contact details are deleted from DeuWo Digital within one year after deletion of your account. When deciding to use DeuWo Digital, you should take into account that we use the services of Datatrain GmbH for the operation of DeuWo Digital.

Newsletter and Advertisements

For the purposes of delivering the newsletter and advertisements, as well as proof of ordering the newsletter, DWSE processes your email address and information at the time of placing the order. The legal basis for sending the newsletter and advertisements is your consent in accordance with Art. 6 (1) (a) GDPR, and in the case of processing the information at the time of the order, our legitimate interest in having proof of the subscription request in accordance with Art. 6 (1) (f) GDPR. You may withdraw your consent at any time with effect for future processing by notifying the possible contacts listed at the end of this notice or by clicking on the unsubscribe link at the end of the newsletter or advertisement. For the registration to receive the newsletter and advertisements, we use the so-called double opt-in process through which we send a confirmation link to the email address you provided during the registration process. The email address you have provided will not be used to receive the newsletter and advertisements until you click on this confirmation link. If you have not clicked our confirmation link within 24 hours, your email address will be blocked for this processing purpose, and you will not receive any newsletters or advertisements. Employees, who are involved in the respective processing activity, have access to the data. We use the services of Datatrain GmbH to send the newsletters

Tenant Surveys

For the purposes of conducting tenant surveys, DWI, DWKS and the company named in your rental agreement, acting as joint controllers with DWSE, process your name and address in order to invite you to participate in the tenant survey and - if the survey is not conducted anonymously, as may be described in the invitation - your responses in order to evaluate the survey and implement any resulting suggestions. The processing takes place in accordance with Art. 6 (1) (f) GDPR to safeguard our legitimate interests in measuring the satisfaction of our tenants and to analyze the requirements concerning specific topics related to housing in order to improve our products and services. Employees, who are involved in the respective processing activity, and external service providers engaged to conduct the survey have access to the data. The data is processed for the duration of the survey and analysis and deleted after the purpose has been fulfilled. Participation in tenant surveys is voluntary. If you do not wish to participate in any tenant surveys, you can object to the processing of your data for the purpose of the tenant survey.

Sale of Properties

For the purposes of preparing, managing and executing property purchase agreements, DWC and the property owner (the company named in the rental agreement), acting as joint controllers with DWSE, process the name and contact details of prospective buyers; the name, contact details, where applicable, identification data (date of birth, place and ID number), information about the apartment, contract and claims, bank and payment details as well as the tax number of buyers and service providers; and the name and contact details, information about the apartment, the contract and claims, as well as tenant communication of tenants. In relation to prospective buyers and buyers, the legal bases for processing are Art. 6 (1) (b) GDPR in the case of a sale to a natural person and Art. 6 (1) (f) GDPR in the case of a sale to a legal entity. Our legitimate interest in this respect is the need to communicate with contacts relevant to the contract. An additional legal basis for the processing is our obligation to comply with legal obligations, in particular the provisions of tax and commercial law, in accordance with Art. 6 (1) (c) GDPR. If prospective buyers consent to receive future purchase offers, the legal basis for the processing is Article 6 (1) (a) GDPR. In relation to tenants, the legal basis for the processing is Art. 6 (1) (f) GDPR. Our legitimate interest in this respect is the right to dispose of our property. Employees, who are involved in the respective processing activity, have access to the data. When a property is sold, a risk assessment (due diligence) is carried out by the buyer. In this context, personal data relating to rental relationships may be transferred to buyers, notaries, lawyers and brokers, depending on the status of the negotiations. To conduct the sales negotiations, we use IT services outside the European Union located in Switzerland. The data processing takes place on the basis of the adequacy decision of the Commission within the meaning of Art. 45 GDPR and a data processing agreement. For general information on the duration of processing, please refer to the section “How long do we process your data?” In deviation from the information in that section, data of prospective buyers is stored with their consent for 36 months after the last reservation, otherwise for four days. The data of buyers is deleted 30 calendar years after the purchase and conveyance.

Acquisition of Properties

For the purposes of preparing, managing and executing the acquisition of property, DWC and the future property owner, acting as joint controllers with DWSE, process the name and contact details of prospective sellers; the name, contact details, where applicable, identification data (date of birth, place and ID number), information about the apartment, contract and claims, bank and payment details of sellers and service providers; and the name and contact details, information about the apartment, the contract and claims, as well as tenant communication of tenants. We process the names and contact details of creditors as well as details of the claim. In relation to prospective sellers and sellers, the legal bases for processing are Art. 6 (1) (b) GDPR for acquisitions from natural persons and Art. 6 (1) (f) GDPR for acquisitions from legal entities. Our legitimate interest in this respect is the need to communicate with contacts relevant to the contract. An additional legal basis for the processing is our obligation to comply with legal obligations, in particular the provisions of tax and commercial law, in accordance with Art. 6 (1) (c) GDPR. In relation to tenants, the legal basis for the processing is Art. 6 (1) (f) GDPR. Our legitimate interest in this respect is the right to information about possible new property. Employees, who are involved in the respective processing activity, have access to the data. For general information on the duration of processing, please refer to the section “How long do we process your data?” In deviation from the information in that section, tenant data is deleted within four weeks in the event of the final termination of negotiations, and vendor data is deleted after six calendar years. In the case of an acquisition, data room data is deleted after three calendar years and vendor data after 30 calendar years.

Portfolio Management

For the purposes of portfolio management, DWI and DWKS as well as the company named in your rental agreement, acting as joint controllers with DWSE, pseudonymize the rental agreement data in order to enable DWSE to manage its portfolio. The legal basis for processing this data is Art. 6 (1) (f) GDPR. Our legitimate interest in this processing is our right to evaluate our property and further develop our business. Employees, who are involved in the respective processing activity, have access to the data. For general information on the duration of processing, please refer to the section “How long do we process your data?”

Property Valuation

For the purposes of property valuation, DWI and DWKS as well as the company named in your rental agreement, acting as joint controllers with DWSE, pseudonymize the rental agreement data in order to make the data available to DWC for property valuation. The legal basis for processing this data is Art. 6 (1) (f) GDPR. Our legitimate interest in this processing is our right to evaluate our property. Employees, who are involved in the respective processing activity, have access to the data. For general information on the duration of processing, please refer to the section “How long do we process your data?”

What data do we process in the context of job applications?

Job Applications

For the purposes of selecting candidates for employment, the company named in the job advertisement, acting as a joint controller with DWSE, processes your name, contact details, date of birth, salary requirements, any other application information you provide, in particular your CV, references and photos, as well as information about the communication with you. Should you express your interest in employment via LinkedIn or XING, DWSE will process your name and contact details in order to contact you. The legal basis for processing this data is Section 26 BDSG in conjunction with Art. 6 (1) (b) GDPR. We process voluntary information within the scope of your application based on your consent in accordance with Section 26 BDSG in conjunction with Art. 6 (1) (a) GDPR. The same applies if you give your consent to further processing in order to receive information about other job opportunities. You may withdraw your consent at any time, in individual cases or entirely, with effect for future processing, by notifying bewerbung(at)deutsche-wohnen.com or the possible contacts listed at the end of this notice. Employees, who are involved in the individual processing activity, have access to the data. If your suitability for a position other than the one advertised becomes apparent during an ongoing application process, or if you have submitted an unsolicited application, this information may be disclosed to the affiliated company of the Deutsche Wohnen Group that advertised the position, provided you do not object to such disclosure. This may concern the following companies: DWI, DWKS, DWM, DWC, DWCF or DWT. The legal basis for the disclosure is Art. 6 (1) (f) GDPR. Our legitimate interest in disclosing the data is the efficient search for personnel. The data of applicants is processed by the responsible employees making the corresponding decisions at the respective companies. For general information on the duration of processing, please refer to the section “How long do we process your data?” In deviation from the information in that section, data is anonymized six months after the end of the application process. If you have given your consent to receive further job offers, the data is stored for up to 24 months. You may also request the erasure of your data before the aforementioned periods have expired.

What data do we process on other occasions?

Visit to Company Premises

For the purposes of controlling access to company premises, DWI, DWKS, DWM, DWT, DWCF and DWC, acting as joint controllers with DWSE, process your name, time and reason for your visit. The legal basis for the processing is Art. 6 (1) (f) GDPR. Our legitimate interest in controlling access is maintaining the right of the owner or occupier of the premises to undisturbed possession. Employees, who are involved in the respective processing activity, have access to the data. For general information on the duration of processing, please refer to the section “How long do we process your data?” In deviation from the information in that section, data processed as part of access controls is anonymized after 14 days. After 1.5 years, the data records are completely destroyed. For information on video surveillance, please refer to the respective section. When an access card or key is returned, the data is automatically deleted. Log data is deleted after one year at the latest.

Video Surveillance at the Head Office and Service Points

For the purposes of protecting employees against acts of violence and threats, securing the property against burglary and property damage, maintaining the right of the owner or occupier of the premises to undisturbed possession and detecting and prosecuting criminal offenses, DWI, DWKS, DWM, DWT, DWCF, and DWC, acting as joint controllers with DWSE, process moving images, which may depict persons, as well as the location and time of the recordings. The legal basis for processing this data is Art. 6 (1) (f) GDPR. Our legitimate interest in this respect is our obligation to protect our employees, our property and our organizational sovereignty, as well as the possibility of detecting and having criminal acts prosecuted and being able to enforce potential civil claims. Employees, who are involved in the respective processing activity, have access to the data. The recordings are analyzed only in the event of a suspected violation of the rights of the owner or occupier of the premises or a suspected criminal offense. In these cases, the relevant data may be transmitted to law enforcement agencies, courts and lawyers. Recordings from video surveillance systems are regularly deleted after 72 hours at the latest. In the event of a suspected criminal offense, relevant data is stored until the conclusion of the criminal and civil proceedings.

Service Providers and Business Partners

For the purposes of executing and managing the business relationship, including procurement for the management of real estate, investment management as well as communication and coordination with service providers and business partners, documentation of processes and corporate administration, DWI, DWKS, DWM, DWT, DWCF, DWC, depending on which of the aforementioned companies conducts the communication and acting as joint controllers with DWSE and the company holding the property, process names, contact details and the content of the communication from business partners and service providers. If our conference systems are used, audio and video recordings as well as account and log data may also be processed. The legal bases for the processing are Art. 6 (1) (b) GDPR in the case of contracts, contract initiation and other contractual obligations with natural persons and Art. 6 (1) (f) GDPR in the case of contracts, contract initiation and other contractual obligations with legal entities. Our legitimate interest in this respect is the ability to communicate with the relevant contacts within the company. An additional legal basis is Art. 6 (1) (c) GDPR with regard to the fulfillment of legal obligations, in particular the provisions of tax and commercial law. In the case of assessing, enforcing or rejecting claims, the legal basis is Art. 6 (1) (f) GDPR. Our legitimate interest in this respect is the enforcement of claims or defense against claims. When conducting audio or video conferences, the legal basis is Art. 6 (1) (f) GDPR. Our legitimate interest in this respect is the use of the possibilities of electronic communication. In the case of maintaining the business relationship (e.g. by sending greeting cards for holidays, anniversaries, etc.), the legal basis is Art. 6 (1) (f) GDPR. Our legitimate interest in this respect is the reinforcement and strengthening of our business contacts. You may object to the processing for this purpose by sending your objection to the possible contacts mentioned at the beginning or at the end of this notice. Employees, who are involved in the respective processing activity, have access to the data.

When conducting audio or video conferences, we use external service providers who operate servers in the USA, England and Australia. Conferences are not recorded.

Information on data processing in connection with the purchase and sale of properties can be found in the section “What data do we process from tenants?”

Management of Business Partner Data

For the purposes of managing orders and paying invoices, DWI, DWKS, DWM, DWT, DWCF, DWC, depending on the company with which the business relationship exists and acting as joint controllers with DWSE, process names, contact details, bank and payment details, as well as tax-related information of creditors and creditors with debit accounts. The legal basis for the processing is Art. 6 (1) (b) GDPR. An additional legal basis is Art. 6 (1) (c) GDPR with regard to the fulfillment of legal obligations, in particular the provisions of tax and commercial law.

Communications with Journalists and Press Representatives

For the purposes of press relations and direct communication with journalists and press representatives, DWSE processes names, contact details, information about your professional activities and the content of the communication. The legal basis for processing the data is Art. 6 (1) (f) GDPR. Our legitimate interest in the processing in this respect is the information of the public and communication with the press, as well as the maintenance of a press distribution list. Employees, who are involved in the respective processing activity, have access to the data. For general information on the duration of processing, please refer to the section “How long do we process your data?” In deviation from the information in that section, data arising in the course of communications with journalists and press representatives is generally stored permanently; contact details are deleted upon request or once we become aware that the individual no longer works for the press. When conducting electronic communications, we process the data as described in the section “Service Providers and Business Partners”.

Whistleblower System, Compliance and Auditing

For the purposes of operating a whistleblower system for serious violations of the law and regulations and for the purposes of compliance and auditing, DWI, DWKS, DWM, DWT, DWC, the DWCF, Facilita Berlin GmbH, Tino-Schwierzina-Str. 32, 13089 Berlin, and all companies holding property of the Deutsche Wohnen Group (tenants can find this information in their rental agreement), acting as joint controllers with DWSE, process reports, which may also contain details about persons. The legal basis for the processing is Art. 6 (1) (c) GDPR and Section 91 (2) AktG as well as Art. 6 (1) (f) GDPR. Our legitimate interests in this respect are:

  • Conducting internal investigations to clarify matters in connection with indications of serious violations of the law and regulations,
  • Detecting and prosecuting fraud, abuse and corruption,
  • Conducting company-wide audit reviews,
  • Reviewing the efficiency of processes,
  • Maintaining the security of the company’s systems.

Dr. Rainer Frank of the law firm FS-PP Berlin Part mbB acts as legal counsel to DWSE and its affiliated companies. Our legal counsel is responsible for receiving information about serious violations of the law and regulations from employees, service providers and business partners while maintaining anonymity. The contact details can be found at: fachanwaelte-strafrecht-potsdamer-platz.de/de/schwerpunkte/ombudsmann-vertrauensanwalt/ombudsmann-vertrauensanwalt-unternehmen-organisationen/deutsche-wohnen-se 

Employees, who are involved in the respective processing activity, have access to the data. For general information on the duration of processing, please refer to the section “How long do we process your data?” In deviation from the information in that section, data processed in connection with the whistleblower system is deleted 10 years after the processing of the incident has been completed.

Participation in Events

For the purposes of inviting and holding events, documenting the event by means of image and sound recordings, and using the resulting recordings for press and public relations work, the company designated in the invitation, acting as a joint controller with DWSE, processes names, contact details, information and communications in connection with your attendance at the event, as well as image and sound recordings. The legal basis for the processing of the data for invitations is Art. 6 (1) (f) GDPR if you are a contractual or business partner or a contact person at a contractual or business partner. Our legitimate interest in this respect is the possibility to communicate with contractual and business partners. Otherwise, we rely on your consent as the legal basis, Art. 6 (1) (a) GDPR. If you have registered for an event, the legal basis for processing the data is Art. 6 (1) (b) GDPR. The legal basis for the production of image and sound recordings is Art. 6 (1) (f) GDPR. Our legitimate interest in this respect is the documentation of the events we hold and our legitimate interest in the presentation of our company through press and public relations work. If we wish to transmit or publish photographic material of you, in which you can be identified individually, for the purposes of press and public relations work or for the production of brochures and advertising materials, we will obtain your consent. The legal basis is then your consent in accordance with Art. 6 (1) (a) GDPR. You may withdraw your consent at any time with effect for future processing by notifying the possible contacts mentioned at the end of this notice. Employees, who are involved in the respective processing activity, and, in the case of visual material published on the Internet, the general public have access to the data. The image and sound recordings prepared may be transmitted to journalists, media companies, press and photo agencies as well as platforms, also abroad, for the purposes of press and public relations work and published by us in printed or digital form. For general information on the duration of processing, please refer to the section “How long do we process your data?” In deviation from the information in that section, archived image and sound recordings of the event as well as publications will generally not be deleted. The preparation of image and sound recordings is not obligatory for participation in the event. If you do not wish to have image and sound recordings prepared, please inform our staff at the event location.

Co-owners’ Associations

For the purposes of booking and paying housing fees on the basis of statements of co-owners’ associations, as well as for dispatching and holding co-owners’ meetings, the co-owners’ association, acting as a joint controller with DWSE, processes names, account data and address data of owners and service providers. The legal bases for processing this data are Art. 6 (1) (b) GDPR and Art. 6 (1) (c) GDPR, in particular the fulfillment of obligations under commercial and tax law. Employees, who are involved in the respective processing activity, have access to the data.

Loans

For the purposes of fulfilling contractual obligations to lenders, the company named in your rental or purchase agreement, acting as a joint controller with DWSE, processes tenants’ addresses and contract terms, and buyers’ or sellers’ names, addresses, and information from the purchase agreement. The legal basis for processing the data is Art. 6 (1) (b) GDPR. Employees, who are involved in the respective processing activity, have access to the data. For general information on the duration of processing, please refer to the section “How long do we process your data?” In deviation from the information in that section, data collected in the context of loan agreements is anonymized for the purpose of statistical analysis after expiration of the statutory retention period.

Heritable Building Right Relationships

For the purposes of managing heritable building right contracts, including determining, verifying and controlling ground rent payments, the company named in your heritable building right contract, acting as a joint controller with DWSE, processes names and addresses, ground rent payment information and bank account details. The legal basis for the processing of the data is Art. 6 (1) (b) GDPR. Employees, who are involved in the respective processing activity, have access to the data.

Building Site Security Friedrichshagener Straße

For the purposes of enforcing the prohibition of access to the building site located on Friedrichshagener Straße in Berlin and detecting and prosecuting criminal offenses, DWI and DWKS as well as Long Islands Investments S. A., acting as joint controllers, process moving images, which may depict persons, as well as the location and time of the recordings. The legal basis for processing the data is Art. 6 (1) (f) GDPR. Our legitimate interest in this respect is our obligation to protect the property from unauthorized access in order to prevent accidents and protect our property, as well as the possibility to detect and have criminal offenses prosecuted and to be able to enforce potential civil claims. Employees, who are involved in the respective processing activity, have access to the data. The recordings are analyzed only in the event of a suspected violation of the access prohibition or the suspicion of a criminal offense. In these cases, the relevant data may be transmitted to law enforcement agencies, courts and lawyers. Recordings from video surveillance systems are regularly deleted after 72 hours at the latest. In the event of a suspected criminal offense, relevant data is stored until the conclusion of the criminal and civil proceedings.

Documentation of Construction Progress

For the purposes of automatic image documentation of construction progress on construction sites and publication, DWSE processes images of construction sites from great heights, which may also be taken with the help of a drone. The cameras are thereby set up in such a way that natural persons generally cannot be identified. Employees, who are involved in the respective processing activity, have access to the data. The images may be combined to form time-lapse films and be made available to the affiliated companies mentioned at the beginning of this notice, companies involved in the project and media representatives. The recordings are usually not deleted automatically but stored permanently. If you visit a construction site that has construction site documentation, it cannot be ruled out that you may be captured by the camera if it is currently recording a single image.

Affiliation Management

For the purposes of communication and coordination of processes relating to affiliated companies as well as documentation of notarial and legally required processes, DWT, acting as a joint controller with DWSE, processes names, contact details, information on responsibility and identification data of contact persons at service providers and business partners. The legal basis for processing the data is Art. 6 (1) (c) GDPR, in particular, in order to fulfill obligations under tax, commercial and stock corporation law. Employees, who are involved in the respective processing activity, have access to the data.

Investors

For the purposes of managing investor relations, DWSE processes names, contact details, investment focus, and contact history with DWSE of potential investors. The legal basis for processing the data is Art. 6 (1) (a) GDPR. We process your data based on your consent. You may withdraw your consent at any time with effect for future processing by notifying the possible contacts listed at the end of this notice. Employees, who are involved in the respective processing activity, have access to the data.

Shareholders’ Meetings

For the purposes of information and communication on investment-related topics as well as the preparation and execution of shareholders’ meetings, GSW Immobilien AG and GEHAG Vierte Beteiligung SE, acting as joint controllers with DWSE, process shareholders’ names, contact details, type and number of shares, voting behavior, instructions and the name of the bank involved. The legal basis for the processing concerning the preparation and execution of and follow-up to shareholders’ meetings as well as enabling the exercise of shareholders’ rights is Art. 6 (1) (c) GDPR in conjunction with the provisions of the German Stock Corporation Act and the German Law on Measures under Company, Cooperative, Association, Foundation and Residential Property Law to Combat the Effects of the COVID-19 Pandemic (“COVID-19 Act”). The legal basis for the processing related to enabling the exercising of shareholders’ rights and communication with shareholders is Art. 6 (1) (f) GDPR. Our legitimate interest in this respect is the proper execution of the shareholders’ meeting. Employees, who are involved in the respective processing activity, have access to the data. In addition, the list of participants must be made available to shareholders and shareholder representatives pursuant to Section 129 of the German Stock Corporation Act. For general information on the duration of processing, please refer to the section “How long do we process your data?” In deviation from the information in that section, data related to shareholders’ meetings is deleted upon expiration of the fifth calendar year following the shareholders’ meeting. If data is processed in the context of resolutions of the shareholders’ meeting, it is stored for as long as the resolutions are retained in order to comply with legal obligations or in the legitimate interests of the company. Otherwise, data relating to communications with investors is deleted 10 calendar years after the termination of the partner or shareholder status. The processing of contact details for compulsory information and for holding the shareholders’ meeting is mandatory by law. Communication, information and participation in the shareholders’ meeting are not possible unless contact details are provided.

Supervisory Board Remuneration

For the purposes of submitting tax declarations regarding the remuneration of the supervisory board, GSW Immobilien AG and GEHAG Vierte Beteiligung SE, acting as joint controllers with DWSE, process the names, contact details and dates of birth of supervisory board members as well as their tax numbers, the amount of remuneration and payment details. The legal basis for processing the data is Art. 6 (1) (c) GDPR. Employees, who are involved in the respective processing activity, have access to the data.

Share Exchange (Financial Accounting and Voting Rights Management)

For the purposes of financial accounting, management of voting rights, the collection of data on stock exchanges and the management of validation certificates, GSW Immobilien AG, acting as a joint controller with DWSE, processes information on the submission of GSW shares for exchange as well as master data of shareholders and transaction volumes, as notified by Deutsche Bank. The legal basis for the processing is Art. 6 (1) (c) GDPR in conjunction with Section 201 of the German Stock Corporation Act with regard to information on voting rights and commercial register applications and, in all other cases, Art. 6 (1) (f) GDPR. Our legitimate interest in this respect is the ability to validate the transaction data. Employees, who are involved in the respective processing activity, have access to the data.

Insider Registers

For the purposes of maintaining insider registers, GSW Immobilien AG, acting as a joint controller with DWSE, processes master data and contact details of executives, employees, service providers, (future) contractual partners or other companies, as well as information about their function within the company. The legal basis for processing the data is Art. 6 (1) (c) GDPR, especially in conjunction with Art. 18 of the Market Abuse Regulation and Section 39 WpHG. Employees, who are involved in the respective processing activity, have access to the data. For general information on the duration of processing, please refer to the section “How long do we process your data?” In deviation from the information in that section, data processed in connection with insider lists is processed for five years and then deleted.

Securities Transactions of Executives

For the purposes of recording and publishing securities transactions of executives and closely related persons, GSW Immobilien AG, acting as a joint controller with DWSE, processes master data and transaction volumes. The legal basis for processing the data is Art. 6 (1) (c) GDPR, especially in conjunction with Art. 18 of the Market Abuse Regulation and Section 39 WpHG. Employees, who are involved in the respective processing activity, have access to the data. For general information on the duration of processing, please refer to the section “How long do we process your data?” As an exception, data processed in connection with insider lists is processed for five years and then deleted.

Shareholder Data

For the purposes of correspondence with shareholders, GSW Immobilien AG, acting as a joint controller with DWSE, processes names, contact details, dates of birth and information on fund units of shareholders of GSW funds. The legal basis for processing the data is Art. 6 (1) (b) GDPR. Employees, who are involved in the respective processing activity, have access to the data. For general information on the duration of processing, please refer to the section “How long do we process your data?” In deviation from the information in that section, the time limits for the erasure of data processed as part of the management of GSW funds do not begin to run until the fund no longer exists.

Exercise of Data Subject Rights

If you exercise your data subject rights in relation to us, DWSE and the group companies mentioned above, acting as joint controllers, process your personal data sent in this context to respond to your request. The legal basis for this processing is compliance with a legal obligation in accordance with Art. 6 (1) (c) GDPR. Employees, who are involved in the respective processing activity, have access to the data. For general information on the duration of processing, please refer to the section “How long do we process your data?”

What data do we process from employees?

For the purposes of executing the employment relationship, personnel administration, including wage, salary and pension accounting (here for BauBeCon Wohnwert GmbH), time recording, management of insolvency-protected value credit accounts, certificate preparation, travel expense accounting, controlling, implementation of educational measures and company health management, leasing offers, performance and potential evaluations, surveys and feedback, succession planning, organization of operational processes, including access and driver’s license controls, documentation of work-related accidents, and handling of internal and external communications, the company employing the (former) employee, acting as a joint controller with DWSE, processes the data required for the respective area of responsibility, namely name, address, date and place of birth, gender, business contact details, where applicable, photographs, bank details, tax-related data, contract data, including information on salary, weekly working hours, dates of joining and leaving the company, probationary period, information on severe disability or equal status, where applicable, social security data, vacation data and sickness notifications, information on reimbursement of travel costs or expenses, information on insurance relationships, including information on pension schemes, information on the organizational unit, driver’s license information, information on work-related accidents, information on educational history and participation in training, performance and potential evaluations, as well as data arising from the use of company information and communication systems. The legal basis for processing the data is Art. 6 (1) (b) GDPR in conjunction with Section 26 (1) BDSG, and Art. 9 (2) (b) GDPR in conjunction with Section 26 (3) BDSG with regard to health and equality data, and Art. 6 (1) (c) GDPR to the extent that we are subject to a legal obligation to process the data. Such obligations result in particular from tax and social security law. On this basis, we also process proof of marital status that contains information on relatives. With regard to driver’s license checks as well as access control, the legal basis for the processing is Art. 6 (1) (f) GDPR. Our legitimate interest in this respect is the ability to provide proof of authorization to drive company vehicles or to protect the right of access to the premises and the security of data processing. With regard to data processing in connection with maintaining insider lists and securities transactions of executives, please refer to the relevant sections. The data processing in connection with the use of conference systems is described in the section “Service Providers and Business Partners”. If video surveillance takes place at rental or administrative buildings, you will find information on data processing in this respect in the section “Video Surveillance at the Head Office and Service Points”. Employees, who are involved in the respective processing activity, have access to the data. For general information on the duration of processing, please refer to the section “How long do we process your data?” In deviation from the information in that section, data processed as part of driver’s license checks is deleted within one year after termination of the employment relationship. Data from annual appraisals is deleted 3 years after termination of the employment relationship. Data in internal directories is deleted within one calendar month after termination of the employment relationship. Log data of access controls is deleted annually. Data from onboarding surveys is anonymized after three months.

Is it necessary to provide the data?

Unless otherwise specified in the description of each processing activity, the data specified in each processing activity must be provided. Otherwise, we will not be able to conclude or perform the contract with you, you will not be able to use the services offered, you will not be able to enter our company premises, we will not be able to carry out an application procedure, you will not be able to use the whistleblower system or we will not be able to provide a requested service.

Are automated decisions made?

We do not use any automated individual decision-making processes.

Who receives your data?

In the course of our business activities, we use various processors whom we engage to process data pursuant to Art. 28 GDPR, in particular for the operation of our IT systems and communication tools, the management, maintenance, refurbishment and development of properties, new rentals and existing tenant management, customer service, finance, human resources, digital and analog marketing, corporate administration, general logistics, business development, compliance and auditing.

The recipients of data may include banks in order to process payments as well as local utility providers to ensure the supply of apartments with water, heat and energy. In addition, lawyers, tax advisors or auditors receive data in the course of their work for us if knowledge of the data is necessary for their work. We transmit data to cooperation partners, who are responsible for providing services to you on their own, such as insurers or cable network operators. Due to legal obligations, we transmit data to government or social insurance agencies; in the case of suspicion of a criminal offense or in preliminary proceedings, data may be transmitted to the police and public prosecutor’s office. Log and communication data is not disclosed to third parties unless special circumstances exist. Employee data may be transmitted in particular to health insurance companies, pension and long-term care insurance companies, the German Federal Employment Agency, direct insurance companies, companies for the provision of capital-forming benefits, tax offices, administrative professional associations, chambers of industry and commerce, and training providers, if and to the extent that the transfer is necessary to perform the relevant tasks.

Where is your data processed?

In general, we process your data within Germany or other countries of the European Union. If, in exceptional cases, your data is also processed in countries outside the European Union, in so-called third countries, this is done with your consent or based on the EU standard contractual clauses for the transfer of personal data to processors in third countries. You can obtain a copy at https://eur-lex.europa.eu/legal-content/DE/TXT/?uri=CELEX%3A32010D0087. If a transfer to third countries takes place, this is described in the context of the information on the corresponding processing activity.

How long do we process your data?

We erase your data as soon as it is no longer required for the necessary purpose and there are no retention obligations. Unless otherwise stated in the description of the processing activity, we process contract- and accounting-related data in observance of the retention periods under tax and commercial law for a period of up to ten calendar years after the end of the contract. In the case of data processing based on your consent, we process your data until you withdraw your consent. After such withdrawal, we process information on the consent given for the purpose of securing evidence for a further period of three years. If you object to the processing pursuant to Art. 21 (2) GDPR, we erase your data within four weeks of your objection, unless otherwise required by law or if we are obliged to block this.

What rights do you have?

  • Obtain information on the categories of data processed, the purposes of processing, any recipients of the data and the intended retention period under Art. 15 GDPR,
  • Obtain rectification or completion of inaccurate or incomplete data under Art. 16 GDPR,
  • Object to data processing based on a legitimate interest on grounds relating to your particular situation pursuant to Article 21 (1) GDPR; if the data processing is carried out for the purpose of direct marketing or profiling in connection with direct marketing, you may object to the processing at any time pursuant to Article 21 (2) GDPR and obtain the erasure of data, provided that the requirements pursuant to Article 17 GDPR are met; this applies in particular if the data is no longer required for the intended purpose or you have objected to the processing or withdrawn your consent,
  • Obtain restriction of data, provided that the requirements under Art. 18 GDPR are met, in particular insofar as erasure is not possible or the obligation to erase is disputed,
  • Have the data concerning you, which you have provided to a controller, transmitted in a commonly used, machine-readable format in accordance with Art. 20 GDPR, or to request the transmission to others; if the processing is based on your consent or a contract, you have the right to have the data you have provided transmitted, provided that this does not adversely affect the rights and freedoms of others,
  • Withdraw your consent at any time with effect for the future (Art. 7 (3) GDPR); this does not affect the processing carried out before such withdrawal.

To exercise any of the aforementioned rights, please contact Deutsche Wohnen SE, Mecklenburgische Str. 57, 14197 Berlin, datenschutzanfragen(at)deuwo.com.

You also have the right to lodge a complaint against the data processing with a data protection supervisory authority.

Changes to this privacy information

The currently valid version of the data protection information applies. We reserve the right to amend and change this data protection information. The changes and/or amendments may include parts of the data protection information or the data protection information in its entirety. The current version of the data protection information can be found at any time at https://www.deutsche-wohnen.com/footer/datenschutz.

Privacy information in the case of third-party management for Berlinovo Wohnimmobilien GmbH

Care and transparency is the basis for a trusting cooperation with our customers. We therefore inform you about how we process your data and how you can exercise your rights under the General Data Protection Regulation (GDPR). Which personal data we process for what purpose depends on the respective contractual relationship.

Who is responsible for the processing?

Berlinovo Wohnimmobilien GmbH acquired an extensive portfolio of properties in September 2021. Berlinovo Wohnimmobilien GmbH is a subsidiary of Berlinovo Immobilien Gesellschafts mbH and thus belongs to the berlinovo group. The sale was carried out by subsidiaries of Deutsche Wohnen SE. Deutsche Wohnen Immobilien Management GmbH and Deutsche Wohnen Management GmbH are also subsidiaries of Deutsche Wohnen SE and were previously in charge of managing the portfolio. It was agreed between berlinovo and Deutsche Wohnen that those two subsidiaries of Deutsche Wohnen SE would continue the management of the sold properties from 2022-01-01 to 2022-12-31 within the framework of joint controllership. For this purpose, a joint controllership agreement pursuant to Art. 26 GDPR was concluded between berlinovo and Deutsche Wohnen.

Thereafter, until 31.12.2022, joint controller within the meaning of Art. 4 No. 7 GDPR are:

Berlinovo Wohnimmobilien GmbH

Hallesches Ufer 74 – 76

10963 Berlin

info(at)berlinovo.de

www.berlinovo.de

Management: Alf Aleithe, Silke Andresen-Kienz

and

Deutsche Wohnen Immobilien Management GmbH

Mecklenburgische Straße 57

14197 Berlin

kundenservice(at)deutsche-wohnen.com

www.deutsche-wohnen.com

Management: Lars Urbansky, Nadine Degen, Stefanie Koch

and

Deutsche Wohnen Management GmbH

Mecklenburgische Straße 57

14197 Berlin

kundenservice(at)deutsche-wohnen.com

www.deutsche-wohnen.com

Management: Dr. Katrin Wolff, Dirk Sonnberg

and

Deutsche Wohnen Kundenservice GmbH

Mecklenburgische Straße 57

14197 Berlin

kundenservice(at)deutsche-wohnen.com

www.deutsche-wohnen.com

Management: Nadine Degen, Lars Urbansky, Stefanie Koch

From 2023-01-01, only Berlinovo Wohnimmobilien GmbH will then be sole controller of the data processing.

How can I contact the data protection officer?

You can reach our data protection officer (DPO) as follows:

a) For Berlinovo Wohnimmobilien GmbH

Berlinovo Wohnimmobilien GmbH

Abteilung Datenschutz

Hallesches Ufer 74 – 76

10963 Berlin

hereafter: berlinovo

or via e-mail to datenschutz(at)berlinovo.de

b) For Deutsche Wohnen Immobilien Management GmbH, Deutsche Wohnen Management GmbH, Deutsche Wohnen Kundenservice GmbH

hereafter: Deutsche Wohnen

via e-mail to datenschutzanfragen(at)deuwo.com

or

Dr. Annette Demmel, SPB DPO Services GmbH

Unter den Linden 21

10117 Berlin

or via e-mail to annette.demmel(at)spb-dpo-services.com

How are the tasks divided between the joint controllers?

The table below shows who is primarily responsible for data processing.

Processing step

Primarily responsible

collection and processing of personal data of prospective tenants in the context of new rentals until 2022-12-31

Deutsche Wohnen

collection and processing of personal data of tenants in the context of rentals until 2022-12-31 (including rent maintenance and rent collection)

Deutsche Wohnen

storage of tenant data in the customer database of Deutsche Wohnen

Deutsche Wohnen

if necessary, storage of tenant data in the customer database of berlinovo

berlinovo

dunning process for tenancies

Deutsche Wohnen

implementation of any legal action

berlinovo

Deutsche Wohnen

to respond requests of prospective tenants and tenants as data subjects

Deutsche Wohnen

to inform prospective tenants and tenants about data processing in accordance with Art. 13 and 14 GDPR

Deutsche Wohnen

 

As you can see from the list, Deutsche Wohnen remains primarily responsible for data processing in the context of letting and managing real estate until 31th December 2022. The joint controller ship ends then, so berlinovo becomes the sole controller of data processing on 2023-01-01. The processing steps listed above will then also be fully transferred to berlinovo.

If you are interested in any further information on the joint controllership between berlinovo and Deutsche Wohnen, please feel free to send an e-mail to datenschutzanfragen@deuwo.com.

Which personal data do we use?

If you have an enquiry, have us prepare an offer or conclude a contract with us, we will process your personal data. In addition, we process your personal data, among other things, to fulfil legal obligations, to protect a legitimate interest or on the basis of a consent given by you.

Depending on the legal basis, the categories of personal data are as follows:

  • Name, Surname
  • Address
  • Communication Data (telephone, e-mail-address)
  • Date of birth, place of birth
  • Contract master data, especially contract number, duration, period of notice, type of contract
  • Client history including the content of communications, records and evidence thereof
  • Invoice data / sales data 
  • creditworthiness data
  • Payment data / account data
  • Evidence in the context of the rental application including personal data in the context of the self-disclosure, if not included above
  • planning and control data
  • other data accruing during the implementation or handling of the tenancy relationship

In the course of contract initiation, we also use data provided to us by third parties. Depending on the type of contract, the following categories of personal data are involved:

  • Information on creditworthiness (via a credit agency)
  • Convictions concerning the law of property or criminal law

From which sources does the data come?

We process personal data that we receive from our customers, service providers and our suppliers and we also obtain your data from the following sources:

  • Credit agency: Schufa, Creditreform
  • Publicly accessible sources: commercial or association registers, debtor registers, land registers 
  • Data base: LexisNexis (https://www.lexisnexis.com/global/privacy/en/article-14-bis.page)
  • Other Group companies

Further information about Creditreform

We regularly check your creditworthiness when concluding contracts and, in certain cases where there is a legitimate interest, also for existing customers. For this purpose, we work together with Creditreform Boniversum GmbH, Hammfelddamm 13 in 41460 Neuss, from whom we receive the data required for this purpose. For this purpose, we transmit your name and contact details to Creditreform Boniversum GmbH. You can find the information pursuant to Art. 14 DGSVO on the data processing taking place at Creditreform Boniversum GmbH here: https://www.boniversum.de/eu-dsgvo/informationen-nach-eu-dsgvo-fuer-verbraucher/

The legal basis for the data processing within the scope of the credit assessment at Creditreform and Schufa is Art. 6 para. 1 p. 1 lit. f GDPR (legitimate interests). The legitimate interest is to check potential contractual partners prior to conclusion of the contract regarding their previous payment history to avoid or reduce a possible risk of default at our expense.

For what purposes do we process your data and on what legal basis?

We process your personal data in particular in compliance with the General Data Protection Regulation (GDPR) and the German Federal Data Protection Act (BDSG) as well as all other relevant laws.

Data processing on the basis of a consent given by you (Art. 6 para. 1 lit. a GDPR)

If you have given us your voluntary consent to the collection, processing or transfer of certain personal data, then this consent forms the legal basis for the processing of this data.

In the following cases, we process your personal data on the basis of your consent:

  • If necessary, to send an e-mail newsletter about rental offers
  • to arrange appointments for viewing 
  • to pass on communication data to external service providers to arrange appointments in the context of defect rectification, renovations, refurbishments etc.

For the performance of a contract (Art. 6 para. 1 lit. b GDPR)

  • rental contract
  • Property management

To fulfil legal obligations (Art. 6 para. 1 lit. c GDPR) or in the public interest (Art. 6 para. 1 lit. e GDPR)

As a company, we are subject to various legal obligations. The processing of personal data may be necessary to fulfil these obligations.

  • Control and reporting obligations
  • Creditworthiness, age and identity checks 
  • Prevention of criminal acts 
  • Screening activities according to German “Geldwäschegesetz” (GwG)

On the basis of a legitimate interest of the controller (Art. 6 para. 1 lit. f GDPR)

In certain cases, we process your data to protect our legitimate interests or that of third parties:

  • Measures for building and plant safety
  • Consultation and data exchange with credit agencies 
  • to determine creditworthiness and default risks
  • to ensure IT security and operation
  • Repair and maintenance measures
  • Screening activities according to EU denial orders
  • to fulfil the duty to inspect service charge statements

To whom will your data be passed on?

In order to fulfil our contractual and legal obligations, we will pass on your data to different public and internal places, as well as external service providers.

External Service Providers:

  • IT service providers (e.g. maintenance service providers, hosting service providers) 
  • Service provider for file and data destruction
  • Printing services
  • Telecommunications
  • Payment service providers
  • Consulting
  • Service Provider for Marketing or Sales
  • Credit agencies 
  • Authorized dealers
  • Service provider for telephone support (Call-Center)
  • Web hosting service provider
  • Letter shops
  • Auditors and accountants
  • Caretaker service
  • tradespeople

Public bodies and authorities:

Furthermore, we may also be obliged to transfer you data to other recipients, such as public authorities to fulfil legal notification obligations.

  • Tax authority
  • Customs authority
  • Social insurance agency
  • Job centre
  • District authorities
  • Housing offices

Other:

  • Other tenants of berlinovo (insofar as they make use of their right to inspect the invoice receipts of the service charge statements and anonymisation of the tenant data is excluded by way of exception, cf. BGH ruling of 07.02.2018, ref. VIII ZR 189/17).

Finally, it may be necessary for us to process personal data within the berlinovo group or Deutsche Wohnen group for economic and organisational reasons. The transfer of data within the group only takes place insofar as this can be based on legitimate interests within the meaning of Art. 6 (1) lit. f GDPR in conjunction with Recital 47 and/or the necessary contracts have been concluded in accordance with Art. 26 and/or 28 GDPR.

Will your data be transferred to countries outside the European Union (so-called third countries)?

We do not and do not intend to transfer your personal data to Countries outside the European Union (and the European Economic Area "EEA"). If this cannot be avoided or should change in the future (e.g. due to the digitalisation of processes), then we only transfer your personal data to countries outside the European Union (and the European Economic Area "EEA") in accordance to Art. 44 et seq. GDPR. If there exists no effective adequacy decision for the third country, we will conclude EU standard contractual clauses (so called SSC) and will also take necessary additional measures to ensure a level of data protection equivalent to the European Union.

For how long do we store your data?

We store your personal data for as long as necessary to fulfil legal and contractual obligations.

If the storage of you data is no longer necessary to fulfil the legal or contractual obligations, we will delete your data unless the transfer is necessary for one of the following purposes:

  • Fulfilment of commercial and tax storage obligations, 6 or 10 years. § 257 HGB, §147 AO 
  • Preservation of evidence within the framework of the statutory limitation provisions. According to the statute of limitations of the German Civil Code (BGB), these statutes of limitations can in some cases be up to 30 years, the regular statute of limitations is three years
  • Preservation of evidence according to AGG: 6 months
  • Storage obligation according to § 8 GwG: 5 years

What rights do you have in connection with the processing of your data?

Every data subject has the right of access under Article 15 GDPR, the right to rectification under Article 16 GDPR, the right to erasure under Article 17 GDPR, the right to restriction of processing under Article 18 GDPR, the right to object under Article 21 GDPR and the right to data portability under Article 20 GDPR. The restrictions according to §§ 34 and 35 BDSG apply to the right of access and the right of erasure.

Right to object

You can object to the use of your data for advertising purposes at any time without incurring any costs other than the transmission costs according to the basic rates.

  • What right do you have in the event of data processing for legitimate or public interest? 

Pursuant to Art. 21 para. 1 GDPR, you have the right to object at any time to the processing of personal data concerning you on the basis of Art. 6 para.1 lit. e GDPR (data processing in the public interest) or Article 6 para.1 lit. f GDPR (data processing to protect a legitimate interest), this also applies to profiling based on this provision.

In the event of your objection, we will no longer process your personal data unless we can prove compelling grounds for processing that outweigh your interests, rights and freedoms, or the processing serves to assert, exercise or defend legal claims.

  • What right do you have in the event of data processing for direct marketing?

If we process your personal data for direct marketing purposes, you have the right pursuant to Art. 21 para. 2 GDPR to object at any time to the processing of personal data concerning you for the purpose of such advertising, this also applies to profiling insofar as it is associated with such direct marketing.

In the event of your objection to processing for direct marketing purposes, we will no longer process your personal data for these purposes.

Revocation of consent

You can revoke your consent to the processing of your personal data at any time. Please note that the revocation is only valid for the future.

Right to information

You may request information as to whether we have stored personal data about you. If you wish, we will inform you of the data concerned, the purposes for which the data is processed, to whom this data is disclosed, how long the data is stored and what further rights you are entitled to with regard to this data.

Further rights

In addition, you have the right to have your data corrected or deleted. If there is no reason for further storage, we will delete your data otherwise we will restrict processing. You may also request that we provide all personal information that you have provided to us in a structured, current and machine-readable format either to you or to a person or company of your choice.

In addition, there is a right to lodge a complaint to the responsible data protection supervisory authority (Art. 77 GDPR in conjunction with § 19 BDSG) or to Berliner Beauftragte für Datenschutz und Informationsfreiheit, Friedrichstraße 219, 10969 Berlin.

Assertion of your rights

  1. Until 2022-12-31

To exercise your rights, please contact us primarily by email at datenschutzanfragen@deuwo.com. Alternatively, you can also address your request to the controllers or data protection officers mentioned at the beginning using the contact details provided. We will process your requests immediately and in accordance with the legal requirements and inform you of the measures we have taken.

  1. From 2023-01-01

To exercise your rights, please contact berlinovo or its data protection officer using the contact details provided. We will process your requests immediately and in accordance with the legal requirements and inform you of the measures we have taken.

Is there an obligation to provide your personal data?

In order to enter into a business relationship, you must provide us with the personal data that is necessary for the execution of the contractual relationship or that we are required to collect by law (e.g. § 8 GwG). If you do not provide us with this data, it is not possible for us to carry out and process the contractual relationship.

Does an automated individual decision-making or profiling take place?

We do not apply automated individual decision-making within the meaning of Art.22 GDPR.

Changes to this information

If the purpose or manner of processing your personal data changes significantly, we will update this information in time and inform you about the changes.

Customer service for our tenants

Let us know your concerns via the following contact channels.

Via email kundenservice(at)deutsche-wohnen.com

By phone at +49 30 89786-0

Office hours:
Monday to Thursday from 7.30 a.m. to 5.30 p.m.
Friday from 7.30 a.m. to 4 p.m.

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