This is the privacy statement of Residence32 B.V. and Corporate Booking Desk B.V., both are limited liability companies, incorporated and existing under the laws of the Netherlands, holders of the tradename and known as Corporate Housing Solutions, with its offices at Torenallee 57, 5617 BB Eindhoven, the Netherlands. Residence32 B.V. and Corporate Booking Desk B.V. are joint data controller of this website.

The privacy statement is published on www.corporatehousingsolutions.nl. Residence32 B.V. is registered in the trade register (KVK) with number 60765429 and Corporate Bookingdesk B.V. is registered in the trade register (KVK) with number 69189994.

Corporate Housing Solutions processes information about individuals on a daily basis. In doing so, Corporate Housing Solutions abides by the law. Corporate Housing Solutions respects the privacy of the persons about whom it receives information and treats the information strictly confidential. In this privacy statement, we explain which personal data Corporate Housing Solutions processes and for what purposes. We advise you to read this privacy statement carefully.

Privacy officer

Arianne Nabbe, mail: privacy@corporatehousingsolutions.nl, is our privacy officer. Please contact Arianne at the indicated email address if you have any questions.

Personal data

Corporate Housing Solutions processes different types of personal data for different purposes. The personal data and purposes are explained below.

Services

In order to provide our services, we require the following data:

• Name, home, work and email addresses, telephone numbers, date of birth, gender, family composition, current country of residence, flight details and credit card details;
• Lifestyle information such as room preferences, and other information necessary to fulfil special requests (e.g., health conditions that require special room or housing accommodations);
• Copy of identity cards, employment contracts, employer’s declaration, pay slips, or bank statements. We only request these types of information for our Rental Solution or Buying Solution services in order to establish the eligibility to purchase / rent properties and/or to send these documents to the landlord or real estate agent of the property to be rented/purchased.

This allows us to process your request, contact you, provide our services and keep you informed of the process. When necessary for our services, we provide your personal data to third parties.

This data will be stored in a secure portal in which you will upload the information yourself. Access to the data in the secure portal is limited to persons authorized for access.

Comfortable Living app

You can download the Comfortable Living app for free. Through our app, you can easily find information about your apartment and contact the Reservations team of Corporate Housing Solutions. You can activate the app via a token that is provided by Corporate Housing Solutions and which you can connect with your personal email address.

 (Direct) Marketing

In order to obtain new orders, we collect commercially interesting information about companies, such as the position of a company in the market, the possible (further) interest of the company in our services and the persons within the company with whom we want to get in touch or have already done so. Of these persons, we collect contact details, notes on (telephone) conversations and visit reports. Similar information is collected about (potential) lessors and other suppliers. This information is carefully organized and stored in a database that is only accessible to authorized employees. We do this based on our legitimate business interests.

Application procedure

Corporate Housing Solutions collects and processes data from applicants through personal contacts, by mail, by e-mail and/or by phone calls. We collect, among other things, the applicant’s name, gender, contact details, letters of motivation, information about the educational level and employment history. This data is relevant to the job application process and will be deleted no later than 4 weeks after completion of the process. If you give your consent, Corporate Housing Solutions may store your personal data for a longer period of time in its administration, in order to be able to contact you again in the future.

Employees

Corporate Housing Solutions also processes personal data of employees, within the framework of the employment contract and on the basis of legal grounds. For information about the processing of personal data of employees, please refer to the personnel handbook.

Contact form

You can contact us by completing our digital contact form. In order to provide you with the best possible service, we ask you to fill in your title, name, address, postal code, city, e-mail address and your message to us.

Newsletter

Through our website you can subscribe to our newsletter. By means of the newsletter, we inform you about current offers, interesting specials and news. To send our newsletter, we need your e-mail address, title and name.

Social media

Corporate Housing Solutions can be found on various social media, such as Facebook, and LinkedIn. Corporate Housing Solutions uses social media plugins on its website. When you click on one of these buttons and register with your social media account, information is shared with the social media website and may be shown on your profile. In addition, we may use your personal data when you use features on social media websites and/or apps, such as a “Facebook like”. If such a feature is used by you, we may obtain your personal data through the social media in question.

In addition, buttons are included on the website to promote the web pages of our social media accounts. These buttons work by means of a code originating from the social media platform. As soon as you click a button, this code places cookies, enabling the social media platform to receive your personal data. For example, your IP address. We refer you to the privacy statements of the social media platforms concerned in which it is explained which personal data they collect.

Use of personal data

We do not share your personal data with companies, organizations and individuals outside Corporate Housing Solutions, except in one of the following circumstances.

Performance of a contract

Provision of your personal data to third party organizations is permissible where it is necessary to fulfil our contractual obligations to you. This includes providing a (potential) lessor, utility providers, employer and/or government authorities etc. with your personal data.

With your consent

With your consent, we may transfer your personal data to other parties. The consent is only valid if it is clear what you are consenting to and what the consequences will be.

For external processing

We provide personal data to our partners so that they can process data for us, based on our instructions and in accordance with our privacy policy and other appropriate confidentiality and security measures. Our partners include our IT suppliers and administrator of the CRM system.

For legal reasons

We share personal data if we believe that disclosure is necessary to comply with applicable laws, regulations, legal process or requests from governmental authorities.

Data protections requirements third parties

Unless otherwise precluded by legal process, we require third parties to protect your personal data in a similar manner as set forth in this Privacy Statement and abide by applicable privacy laws and regulations.

Use of Email

We will use your email address to send a confirmation and, if necessary, may use the other information to contact you for help in processing the reservation. We also may use your email address to:

• send you pre-arrival confirmation details;
• respond to your queries via mail or our app;
• communicate repair, housekeeping or maintenance activities;
• communicate emergency or crisis-related information;
• send you copies of your bills when you request them; and
• send you periodic satisfaction or market research surveys.

Transfer of personal data outside the European Union

Corporate Housing Solutions may transfer your personal data from the Netherlands to other countries. Countries within the European Economic Area (EEA) have an equivalent level of protection for personal data as the Netherlands. Subject to the general requirements of privacy laws and regulations, we may transfer your personal data. We may do this, for example, for the purpose of proper business operations.

Outside the EEA, we will only transfer your personal data if there is an adequate level of protection. Corporate Housing Solutions will use model contracts approved by the European Commission.

Retention period

We will not retain your personal data any longer than necessary, unless we are legally obliged to retain your personal data for a longer period. Our basic principle is that we will only keep personal data for as long as it is necessary to be able to provide you with our services. After this period, we will delete your personal data to the extent possible. Any personal data uploaded in our portal will be deleted within 6 weeks after the services are completed or otherwise terminated.

Protection of information

Corporate Housing Solutions takes the protection of your data seriously and takes appropriate action to prevent misuse, loss, unauthorized access, unauthorized disclosure and unauthorized changes.

If a data breach occurs, and it is likely that the breach poses a risk to an individual’s rights and freedoms, Corporate Housing Solutions will notify the appropriate supervisory authority without undue delay, at the latest within 72 hours after having become aware of the breach. If the data breach poses a high risk to those individuals affected then we will inform these individuals without undue delay, at the latest within 72 hours after having become aware of the breach. unless the risk is no longer likely to materialize.

If you have the impression that your “personally identifiable” information is not well protected, or there are signs of misuse, then please contact our data controller via privacy@corporatehousingsolutions.nl.

Cookies

In order to ensure that the website functions properly, Corporate Housing Solutions makes use of techniques involving the processing of personal data, such as cookies.

A cookie is a small text file that is stored on the visitor’s device (electronic device) when visiting a website for the first time. The purpose of cookies is to collect information about a person, the website or statistics. Some cookies are also intended to improve the user experience of the website.

Types of cookies

We distinguish between functional and non-functional cookies. We always place functional cookies. These are necessary to make the website work properly and do not process any personal data other than for the purpose for which these personal data are entered. These cookies are used to allow the website to remember choices you made and provide for enhanced, more personal features.

Non-functional cookies process personal data outside your field of vision. That is why we always ask for your permission before we place these cookies.

Non-functional cookies are, for example, analytical cookies. These cookies are not necessary for the website to function. However, analytical cookies do tell us which parts of the website we can improve and, for example, measure the popularity of certain pages. Non-functional cookies have many different purposes, but mainly enable us to improve our services. For example, they allow us to measure how often our website is used and what information visitors are looking for.

We use the following non-functional cookies.

Analytical cookies

With analytical cookies, we collect statistics on the use of the website by its users. The statistics generated by analytic cookies give us insight into how often our website is visited, how long visitors stay, the information visitors search for, and the most frequently visited pages. This helps us improve our website and optimize our user experience.

The data stored includes the following:

• The IP address, which is made anonymous;
• Technical characteristics, such as the browser you use;
• The search words you use;
• Which platform type you have used;
• Which page you came from on our website

Tracking cookies

These are cookies that are used to identify an Internet user on a website. By using tracking cookies, we can record the Internet pages you visit. The information about your website visits allows us to derive your preferences and interests. We can use this information to make personal offers.

Advertising cookies

We use advertising cookies to show personalized advertisements and to measure the effectiveness of an advertising campaign. The advertising cookies are necessary to actually show the advertisements.

Blocking and removing cookies

If you do not wish our website to store cookies on your computer, you can indicate this in the cookie message you receive when you first visit our website.

Have you already accepted our cookies? Then you will no longer see this message and you must remove the cookies yourself (if you wish).

You can also opt to block the use of cookies via your browser. Consult the help section of your browser for more information. If you block the use of all cookies, our website will work less efficiently, and some functions may not work. We advise you to block only undesirable cookies. You can do so in your browser settings.

When your personal data are processed using cookies, you can still exercise the rights summarized below under “Your rights”.

Your rights

You have a number of legal rights: access, correction or supplement, erasure of data, restriction of processing, transfer of digital data and the right to object. We will explain these rights below. We will also explain how you can exercise these rights against us.

Right to access

At your request, we will inform you in writing whether we are processing personal data about you. You will need to identify yourself upon request by means to be determined by Corporate Housing Solutions depending on the specific circumstances. In our response, we will explain which of your personal data we have, are or will process and provide you with a copy. We will also explain the purposes for which the data has been, is being or will be processed, with whom the data will be shared, how long it is expected to be stored and what other rights you have.

Improvement or supplementation

If you have had access to the processing of your personal data, you can request us to correct inaccuracies or supplement incomplete data. We will motivate our response. If we make a correction or supplement, you will receive an additional statement from us. This statement will also be sent to any recipients of your incorrect or incomplete data.

Data erasure

You can request us to delete your personal data in our systems in one or more of the following cases:

• the personal data are no longer necessary for the purposes for which we have processed them;
• You withdraw your consent for (further) processing; and there is no longer any other basis for processing;
• You lodge a motivated objection, and there are no compelling reasons not to honour your objection;
• the personal data have been processed by us unlawfully;
• we have to delete your personal data on the basis of a legal obligation;
• we have collected your data through mobile phone or internet services.

Restriction of processing

If you have reported an inaccuracy or incompleteness in your personal data to us, you can request us to restrict the processing for as long as we are dealing with your request. You may also ask us to restrict the processing of your data if you believe that we are processing your data unlawfully or no longer need it, or if you have objected to the (further) processing of those data. After receipt of your restriction request, we will only process your personal data after we have obtained your consent or for compelling reasons (such as legal proceedings).

Transfer of digital data

If you have provided us with personal data in a structured, common digital file format, and we have processed your data with your consent or in the performance of a contract with you, you have the right to ask us for a copy of this data. In such cases, you can also ask us to forward your data directly to another service provider.

Objection

You may object at any time to the processing of personal data relating to you. This applies in particular to profiles that we have created on the basis of your personal data. We will cease processing your data upon receipt of your objection, unless we can provide compelling legitimate reasons that outweigh your interests, rights and freedoms.

If we process your personal data for direct marketing purposes, you may object at any time, and we will immediately cease the processing.

Exercising your rights

If you wish to exercise one or more of the rights listed above, you can contact us at the e-mail address privacy@corporatehousingsolutions.nl. Corporate Housing Solutions will decide on your request within 4 weeks, unless we inform you within that period that we need a little more time.

Are your personal data processed on the basis of your consent? If so, you have the right to withdraw your consent. Any withdrawal of your consent will not affect any previous processing based on that consent.

Liability

Despite the care and attention devoted to the management of this website, it is possible that it may contain inaccurate information. Corporate Housing Solutions shall not be held responsible for technical or editorial errors contained in this website, nor for any consequential loss resulting from the use or temporary unavailability of this website or the links to third-party websites.

Complaint

You also have the right to lodge a complaint with the supervisory authority. The competent supervisory authority is the Dutch Data Protection Authority (www.autoriteitpersoonsgegevens.nl).

Contact

For questions or comments about the processing of your personal data, and to use your above-mentioned rights, please contact Corporate Housing Solutions via our privacy officer: Arianne Nabbe, Corporate Housing Solutions, address: Torenallee 57, 5617 BB, Eindhoven, the Netherlands, mail: privacy@corporatehousingsolutions.nl