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PRIVACY POLICY ROOMER | PROMOIR BV
October 4th 2018

PRIVACY STATEMENT

GENERAL
As Roomer we cannot escape the processing of data from our customers. Roomer takes your privacy seriously and maintains a strict privacy policy. We use the following principles with respect to privacy:
1. We handle your personal information carefully. This means, among other things, that we do not use your personal data any further than is strictly necessary and also treat all personal data internally as confidential.
2. We take all reasonable precautions to protect your personal data and ensure that our suppliers do the same.
3. We adhere strictly to the General Data Protection Regulation (GDPR) and other laws and regulations concerning the processing of personal data.

This privacy statement indicates how we handle your personal data.

PRINCIPLES
As Roomer we cannot escape the processing of data from our customers. Roomer takes your privacy seriously
We only process your data to the extent permitted by law. The principles that we use for this are:
● agreement; all data necessary for the performance of an agreement;
● legal duty; information that we must pass on to, for example, the tax authorities, the police and other government agencies;
● Legitimate interest; information that we need for internal management, representation of our interests and security, whereby the weighing has been made between the weight of the interest of Roomer and the violation of your privacy;
● vital importance; in case of life-threatening or emergency situations;
● unambiguous permission; other personal data will only be processed on the basis of your permission and this may always be withdrawn.

PURPOSES
Roomer needs your personal data for the following purposes:
● We collect your personal data for the implementation or application of laws and regulations. In some cases we are obliged to provide information to government agencies;
● In some cases we collect your personal data for archive management, scientific, statistical or historical research;
● We collect your personal data for mail registration and email archiving;
● In the context of security, we collect your personal data by means of surveillance video camera. With this we protect people, buildings, sites and business. We do this with the aid of clearly visible video cameras;
● Any other purposes.

WHICH PERSONAL DATA DO WE USE FROM YOU?
We collect the following personal data from you:

CATEGORY OF THE PERSON INVOLVED
● Name, address and place of residence-data
● Telephone number
● E-mail address
● Gender
● Date of birth
● Etc.

CATEGORY OF PERSON CONCERNED
● Name, address and place of residence-data
● Telephone number
● E-mail address
● Gender
● Date of birth
● Etc.

PROCESSORS, THIRD PARTIES AND COVENANTS

PROCESSORS
We enter into processing agreements with all our processors to ensure privacy protection. If you have questions about these or other processors, please contact our privacy officer via privacy@roomerpms.com

THIRD PARTIES
Roomer only provide your details to third parties that we have engaged for the above activities. We only provide information that is necessary for the third party to perform his or her task. In addition, pursuant to the law, Roomer is obliged to provide personal data in some cases to competent authorities such as the police (in the context of a criminal investigation) or the tax authorities. We are extremely careful with these requests. Roomer has taken measures to ensure that your data are used by the third party exclusively for the above purposes.

COVENANTS
Roomer can exchange personal data on the basis of cooperation agreements with, for example, municipalities, police and healthcare institutions. The exchange of information must take place within the legal framework and will not comprise more personal data than is strictly necessary. In covenants, we make agreements about which data we exchange, for what purpose, on the basis of which legal basis, which security Roomer applies and how the parties involved can exercise the rights that they are entitled to. With this we create frameworks that are necessary for the valid exchange of personal data. More information about the current covenants and the corresponding frameworks for data exchange will be included in the processing register of Roomer.

DATA PROTECTION
The protection of your personal data is our top priority. Your data stored with us is therefore protected by technical and organizational measures. We regularly check the technical safety measures. If necessary, we will adapt these to the latest state of the art. These rules also apply to processors, including companies that process and use data on our instructions and according to our instructions. Access to data is limited; only employees who really need access to the work will also receive this access. In addition, our employees are required to maintain confidentiality of your information.

STORAGE PERIODS
Roomer does not keep your data longer than is permitted by law and is necessary for the work. How long certain data is stored depends on the type of personal data and the purposes for which they are processed. When the terms have expired, your personal data will be deleted and destroyed by us in a secure manner. We think it is important that the destruction of data is done with care. It is possible that your data has ended up in our archive in the past that do not (or no longer) belongs there. We do our best to delete this data as much as possible, where necessary through natural progress.

YOUR RIGHTS
As a data subject, you have the following rights:
● Right to information

You have the right to receive information in clear language about how and why data processing takes place. This applies both for the case that the personal data is collected by you and when this happens via others.
● Right to access and notice

You have the right to request your own personal data that is known to us, to ask for which purposes that data is used and with whom these personal data are shared. You also have the right to receive a notice of this. If personal data of a third party are included in the file in which you wish to inspect, then these personal data will be protected.
● Right to correction and addition

You have the right to have data corrected or supplemented if the data is incorrect or incomplete.
● Right to data erasure
– Personal data are no longer necessary for the purposes for which they were collected;
– The personal data have been processed unlawfully;
– You withdraw your permission (if the processing is based on this).

You have the right to request Roomer to delete data of you (data erasure). This request must be granted in, inter alia, the following cases:

● Right to restriction
– You dispute the accuracy of the personal data; the processing is limited during the period we need to verify the accuracy of the personal data;
– The processing is unlawful and you oppose the erasure of the personal data and, instead, request that the use be restricted;
– We no longer need the personal data for the processing purposes, but you need it for the establishment, exercise or substantiation of a legal claim;
– You objected to the processing and are awaiting the answer to the question whether the legitimate grounds of Roomer outweigh those of you.

You have the right to ask to (temporarily) restrict the processing of your personal data (to stop the use of the data), if one of the following points applies:

● Data portability
You have the right to data portability, also known as transferability of data. This means that you have the right to obtain your personal data, which you have provided to Roomer, in a structured and current digital file. You also have the right to transfer that personal data to another organization without being hindered by us.
This right only applies to data that are:
– digitally processed, and
– Which are processed in the context of the rental agreement or on the basis of permission.

● Right to objection
The right to objection is also known as the right to resist. If the processing of personal data takes place on the basis of the principle of justice ‘interest of the organization’1, then you have the right to object to the processing of your personal data.

1 The legal basis ‘interest of the organization’ is a trade-off between the legitimate interest of Roomer and the privacy rights of the data subject. Whether this legal basis is applicable can be found in the processing register. You can submit your request regarding the above rights in writing to the privacy officer via privacy@roomerpms.com. We handle your request within one month.

THE WEBSITE
Roomer collects and uses your personal data on the website in the first place to provide you with (web) services and to communicate with you. Your data is also used for conducting research and performing analyses, with the aim of improving our services and our website.
Roomer processes the data from you on its website which can be read in the cookie statement..

CHANGES TO THE PRIVACY STATEMENT
We reserve the right to change this privacy statement. In order to keep well informed about the way in which we handle your personal data, we advise you to review this statement from time to time.

CONTACT
If you have any questions or comments in response to this privacy statement, please contact our privacy officer via privacy@roomerpms.com or via +31 8588 80277.

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