Why do we collect personal information (purpose) and what kind of information do we collect (personal information) and on what basis (legal basis)?

Total Apartments AS collects and uses your personal information for different purposes depending on who you are and the point of contact. All collection of personal information is based on a purpose and is listed here:

1) Recipients of newsletters

A) Send out marketing, newsletters and provide information about our business to subscriptions.

In: Purpose: We have digital marketing in the form of newsletters.

II: Personal information: E-mail address, telephone number.

III: Legal basis: The processing takes place on the basis of consent, cf. GDPR article 6 no. 1 letter a. The personal data is stored as long as the person who has consented does not withdraw their consent, cf. GDPR article 17 no. 1 letter b. We delete the personal data when consent is withdrawn.

2) Answer inquiries:

A: Answer inquiries sent to Total Apartments AS

II: Purpose: We have contact points via e-mail, websites and social media. Inquiries sent to these contact points will involve the processing of personal data.

II: Personal information: Name, telephone number, e-mail address and any personal information that may result from the inquiry.

III: Legal basis: The basis for processing is GDPR Article 6 No. 1 letter f (balancing of interests). We have assessed it so that it is necessary for us to process personal data when we are contacted so that we can answer inquiries and further maintain communication.

3) The Website

A) Use of the website totalapartments.no and all associated subpages.

In: Purpose: We have a public website listed on the domain totalapartments.no, when visiting the website it will involve the processing of personal data.

II: Personal information: Public IP address

III: Legal basis: The basis for processing is GDPR Article 6 No. 1 letter f (balancing of interests). When using a website, your public IP address is sent to our web servers. This must be done in order for you to be able to download content from our web servers. The IP address is the only required personal information when using the websites, and we normally store IP addresses (logging) 12 months after a visit, or longer in case of suspected crime. The IP address is used in reviews and / or in block lists of our servers.

B) Cookies

In: Personal information: Country, city, gender and age.

II: Purpose: To obtain information about the use of our websites, we use cookies.

III: Legal basis: The basis for processing is GDPR Article 6 No. 1 letter f (balancing of interests). We have considered that it is necessary for us to do this in order to adapt the website to our users. However, we safeguard your privacy by only using the information for statistics and giving you as a user the opportunity to limit cookies (cookies) to only necessary. Should you choose to provide statistical cookies, it is not possible to identify you as an individual, even by collecting several of the personal information. You can find a complete overview of all Cookies we collect by clicking on the icon at the bottom left of the website.

4) Finances:

A) Registration of time and costs

In: Personal information: Full name, E-mail address, Telephone number, Address and any personal information that may accompany the purchase of services at Total Apartments AS.

II: Purpose: Time and costs incurred related to rental are registered in Total Apartments AS's time registration system, Property Management System and financial system.

III: Legal basis: The processing is authorized in GDPR article 6 no. 1 letter f (balancing of interests), as the registration is necessary to be able to keep a current overview of incurred costs and for correct invoicing of the work in retrospect.

B) Invoicing

In: Personal information: Full name, E-mail address, Telephone number, Postal address and any personal information that may accompany when purchasing services from Total Apartments AS.

II: Purpose: Contact information that is registered or sent by companies or private individuals is used to send invoices for services purchased from Total Apartments AS.

III: Legal basis: The basis for processing is GDPR article 6 no. 1 letter f (balancing of interests) as the processing is necessary to charge for services and a prerequisite for the operation of the business. Invoices are archived for five years after the end of the financial year, cf. the Accounting Act § 13.

C) Debt collection

I: Purpose: Personal information on invoices is processed by debt collection. In the case of legal recovery, personal information is processed on invoices and in case documents.

II: Personal information: Full name, E-mail address, Telephone number, Postal address and any personal information that may accompany the purchase of services at Total Apartments AS.

III: Legal basis: The processing is necessary to make a valid legal claim, cf. GDPR article 6 no. 1 letter f (balancing of interests). The personal information is stored for as long as this is necessary to assert and defend the legal claim.

D) Document keeping

I: Purpose: Personal information contained in accounting documents is stored for five years from the end of the financial year

II: Personal information: Full name, E-mail address, Telephone number, Postal address and any personal information that may accompany the purchase of services at Total Apartments AS.

III: Legal basis: cf. the Accounting Act § 13. The processing takes place on the basis of GDPR article 6 no. 1 letter c (legal obligation) and letter f (balancing of interests). Longer storage time may be necessary depending on the circumstances, e.g. in litigation, cf. GDPR art 6 no. 1 letter f.

5) Job seekers, references and attestants

A) Processing of personal data related to job seekers, references and certifiers.

In: Purpose: Total Apartments AS processes personal information about job seekers, references and attestants in connection with recruitment.

II: Personal information: We process personal information that appears in the application, CV, certificates, references and in connection with interviews.

III: Legal basis: The processing takes place on the basis of the data subject's request before a contract is entered into and a balancing of interests, cf. GDPR article 6 no. 1 letter f, as it is necessary to be able to carry out the recruitment process and assess the applicant's qualifications.

Data processors

Total Apartments AS does not pass on your personal information to others unless there is a legal basis for such disclosure. Examples of such a basis will typically be an agreement with you or a legal basis that requires us to release the information.

Total Apartments AS uses data processors to collect, store or otherwise process personal information on our behalf. In such cases, we will enter into agreements to ensure information security at all stages of the processing. We have entered into a data processor agreement with the following external partners and suppliers:

• PRO ISP AS (corporate identity number 896 907 662) regarding the operation of web services.
• Zaui Tech AS (corp. No. 925 038 547) regarding operation of Property Management System (PMS).

We do not disclose personal information in other cases or in other ways than those described in this privacy statement, unless you explicitly encourage or consent to this or the disclosure is required by law.

All processing of personal data that takes place takes place within the EU / EEA area.

Storage time

We store your personal information with us for as long as is necessary for the purpose for which the personal information was collected.

This means, for example, that personal data that we process on the basis of your consent will be deleted, if you withdraw your consent. Personal information we process to fulfill an agreement with you is deleted when the agreement has been fulfilled and all obligations arising from the contractual relationship have been fulfilled.

Accounting legislation otherwise requires us to store certain accounting documents for a specified period of time. When a specific purpose requires storage for a given period of time, we ensure that the personal data is used exclusively for the relevant purpose during this period.

Your rights

A) Right to withdraw consent

I: If a processing of your personal data is based on consent, you can withdraw your consent at any time. If the consent is withdrawn, it does not affect the legality of previous processing based on the consent before it is withdrawn, see GDPR article 7.

B) Right of access

I: As a general rule, you have the right to demand access to the personal data processed about you, see GDPR article 15. The right of access does not apply to personal data as mentioned in the Personal Data Act § 16, including personal data subject to statutory duty of confidentiality.

C) Right to rectification

I: According to Article 16 of the GDPR, you may have the right to have incorrect personal information corrected. As a general rule, you also have the right to have incomplete personal information supplemented, including by submitting a supplementary declaration.

D) Right to demand limited treatment

I: According to Article 18 (1) of the GDPR, you may have the right to demand that the processing of personal data about you be restricted. If the processing has been restricted, the data controller shall, with the exception of storage, only process the personal data for processing specified in the Privacy Ordinance art. 18 no. 2. If the processing has been restricted, you have the right to be notified before the restriction is lifted.

E) Right to protest against treatment

I: According to Article 21 (1) of the GDPR, you have the right to protest against the processing of personal data about you which is based on a legitimate interest under Article 6 (1) (f) of the GDPR. SBDL may continue to process the personal data if there are compelling justifiable reasons for the processing that takes precedence over your interests, rights and freedoms or to establish, assert or defend legal claims.

F) Right to data portability

I: According to Article 20 of the GDPR, you may have the right to receive personal data about you in a structured, commonly used and machine-readable format and have the right to transfer the data to another data controller.

II: You have the right to have the personal data transferred directly to another data controller (for example a rental company) if it is technically possible.

G) Right to delete ("right to be forgotten")

I: According to Article 17 of the GDPR, you may, on further terms, have the right to have personal information about you deleted. Total Apartments AS will as far as possible accommodate a request to delete personal data, but can not do so if there are compelling reasons for not deleting, for example that Total Apartments AS has a statutory storage obligation or continued storage is necessary to determine, do applicable or defending legal claims.

You can read more about the content of these rights on the Data Inspectorate's website: www.datatilsynet.no .

To exercise your rights, you must contact us by e-mail at post@totalapartments.no . We will respond to your inquiry as soon as possible.

In case of inquiries, we will ask you to confirm your identity or provide additional information before we allow you to exercise your rights against us. We do this to make sure that we only give access to your personal information to you - and not someone who pretends to be you.

Safety and routines

Total Apartments AS has established procedures for handling personal information in a secure manner. The measures are of a technical and organizational nature. Total Apartments AS makes regular assessments of the security of systems used for handling personal data. Agreements have been entered into that require our data processors to ensure satisfactory information security.

Access to personal information is limited to personnel who need access to perform their tasks. Internal guidelines have been established for the processing of personal data. Training of employees is provided with regard to security and use of IT systems.

Personal information stored in the Total Apartments AS IT system may be available to us or to our suppliers in connection with system updates, implementation or follow-up of security measures, error correction or other maintenance. The basis for processing is GDPR article 6 no. 1 letter f (balancing of interests) and Total Apartments AS 'obligation to have satisfactory information security and internal control, cf. GDPR articles 5 no. 1, 24, 32 and 6 no. 1 letter c.

It may be relevant to hand over personal information to public authorities, suppliers (IT, remote archives, accounting, auditing, debt collection, etc.), partners and customers. Total Apartments AS does not pass on personal information to others unless there is a legal basis for such disclosure. Examples of such a basis could be a consent, that the extradition is necessary to fulfill an agreement, that there is a legal basis that necessitates extradition or that Total Apartments AS has a sufficiently legitimate interest.

Total Apartments AS uses data processors to process personal data on our behalf. The data processors act in accordance with the data processor agreement entered into.

Complaints

If you believe that our processing of personal data is not in accordance with what we have described here or that we in other ways violate the privacy legislation, you can complain to the Data Inspectorate.

You can find information on how to contact the Data Inspectorate on the Data Inspectorate's website: www.datatilsynet.no .

Changes to the statement

Should there be a change in our services or changes in the regulations on the processing of personal data, it may lead to a change in the information you have provided here. Updated information will always be readily available on our website. Users of this site should therefore check the privacy statement regularly to update themselves on the latest edition. Continuation of use of the website means that any changed privacy terms are accepted.