Privacy policy

Expat Rentals attaches great importance to the protection of your personal data. In this privacy policy we want to provide clear and transparent information about how we deal with personal data.

We do everything we can to safeguard your privacy and therefore handle personal data with care. Expat Rentals complies in all cases with the applicable laws and regulations, including the General Data Protection Regulation. This implies that we in any case:

  • Process your personal data in accordance with the purpose for which they were provided, these purposes and types of personal data are described in this Privacy policy;
  • Processing of your personal data is limited to the minimum data necessary for the purposes for which they are processed;
  • Ask for your explicit consent if we need it for the processing of your personal data;
  • have taken appropriate technical and organisational measures to ensure the security of your personal data;
  • Do not pass on personal data to other parties, unless this is necessary for the execution of the purposes for which they were provided;
  • Be aware of your rights regarding your personal data, want to point this out to you and respect them.

As Expat Rentals we are responsible for the processing of your personal data.

Processing of personal data of customers or suppliers

Expat Rentals is a rental agency specialised in the following activities:

  • Mediation in supply and demand for rental properties
  • Performing management work for rental properties;
  • Assistance with the purchase of real estate;

In this context, we collect, process and distribute personal data from (potential) tenants, (potential) homeowners, (potential) buyers of real estate. We collect and distribute this data via various websites, by e-mail, by telephone, via special applications and via hard copy documents and forms.

We use your data for the following purposes:

  • Maintaining contact with (potential) tenants and residents to find a rental property that meets their housing requirements;
  • Maintaining contact with (potential) landlords who are looking for a suitable tenant;
  • Draw attention to advertised properties through publication via websites such as Funda, Pararius, Expat Rentals website and mailing lists.
  • Screening of (potential) tenant and (potential) lessor to prevent illegal or otherwise cross-border activities. This is done in the context of our duty of care and to comply with legal and local regulations:
  • Drawing up a rental agreement between the tenant and the lessor;
  • Requesting additional services for tenants such as utilities, TV, internet and cleaning services;
  • Handling of questions, complaints and conflicts;
  • Property management for a homeowner;
  • Managing the ongoing relationship with the tenant of a property;
  • Maintaining a financial administration with regard to rent, fees and maintenance costs;
  • Maintaining contact with all relations for marketing activities, which takes place via e-mails (newsletters) and / or social media;
  • To carry out internal reports and analyses with regard to the housing portfolio in order to improve our service.

We collect the following data for this:

A) When renting a home

  • Name, address, telephone number, e-mail address, bank details;
  • Gender, marital status;
  • Copy of ID;
  • The reason for renting the property;
  • Date of registration and deregistration of the property, as well as the reason for deregistering;
  • The transaction price and date of the property;
  • Description, features and photos of the property;
  • Other information and documents that the owner has provided us with regard to his / her property.

B) When renting or buying a home

  • Name, address, telephone number, e-mail address, nationality, date of birth;
  • Company details;
  • Gender and marital status;
  • Employer;
  • Employment contract, payslip, annual figures, employer's statement and other income data;
  • Number of residents, housing requirements, pets;
  • Copy of ID;
  • Chamber of Commerce extract;
  • Rental agreement and inspection report;
  • Your search profile with your housing requirements;
  • The transaction price and date of the rented property;
  • Other information that you have provided to us.

Personal data of suppliers are processed by Expat Rentals for the following purpose(s):

  • Administrative purpose;
  • Communication about the assignment;
  • The execution or issuing of an instruction.

The basis for this personal data is:

  • The agreed assignment;
  • For the above purpose(s) Expat Rentals may request the following personal data from you:

    • Name;
    • (Business) Telephone number;
    • (Business) E-mail address;
    • Gender;

    Your personal data will be stored by Expat Rentals for the above processing(s) for the period:

    • During the term of the agreement and thereafter for a maximum of 7 years.

    Processing of personal data of Employees

    Personal data of Employees are processed by Expat Rentals for the purpose of the following objective(s):

    • Execution of the employment agreement.

    The basis for this personal data is:

    • The employment agreement.

    For the above objective(s) Expat Rentals may ask you for the following personal data:

    • Name;
    • Telephone number;
    • E-mail address;
    • Date of birth;
    • Salary data;
    • Copy of ID;
    • BSN number;
    • Bank details.
    • Other data that relates to the employee provided by organisations such as, UWV, tax authorities, health and safety services, etc.

    Your personal data will be stored by Expat Rentals for the above processing(s) for the period:

    • During the period that one has a contract and thereafter for a maximum of 7 years.

    Distribution to third parties

    We may distribute the information you provide to us to third parties if this is necessary for the purposes described above.

    For example, we use a third party for this purpose:

    • Taking care of the internet environment of the AVG programme;
    • Taking care of the (financial) administration of Expat Rentals

    We never pass on personal data to other parties with whom we have not concluded a processing agreement. We will of course make the necessary arrangements with these parties (processors) to guarantee the security of your personal data. Furthermore, we will not provide the information provided by you to other parties, unless this is legally required and permitted. An example of this is that the police request (personal) data from us as part of an investigation. In such a case, we must cooperate and are therefore obliged to provide this information. We may also share personal data with third parties if you give us written permission to do so.

    Within the EU

    We do not provide personal data to parties established outside the EU.

    Retention period

    Expat Rentals will not retain personal data longer than necessary for the purpose for which they were provided or as required by law./

    Security

    We have taken appropriate technical and organisational measures to protect your personal data against unlawful processing, for example the following measures;

    • All persons who may know about your data on behalf of Expat Rentals will be bound by the confidentiality of your data.
    • We have a user name and password policy on all our systems;
    • We make backups of the personal data in order to be able to restore them in the event of physical or technical incidents;
    • We regularly test and evaluate our measures;
    • Our employees are informed about the importance of personal data protection

    Rights concerning your data

    You have the right to inspect, rectify or delete the personal data we have received from you. You can also object to the processing of your personal data (or a part thereof) by us or by one of our processors. You also have the right to have us transfer the data provided by you to yourself or on your instructions directly to another party. We may ask you to identify yourself before we can comply with the aforementioned requests.

    If we are allowed to process your personal data on the basis of permission given by you, you always have the right to withdraw this permission.

    Complaints

    If you have a complaint about the processing of your personal data, please contact us directly. If we can't find it out together with you, we find it very annoying. You always have the right to submit a complaint to the Personal Data Authority, which is the supervisory authority in the field of privacy protection.

    Questions

    If you have any questions or comments about our Privacy Statement, please contact us!

    Expat Rentals
    Panamalaan 5F
    1019 AS Amsterdam
    info@expatrentals.com
    020 47 00 749