Privacy Policy – Hendriks Housing
Hendriks Housing acknowledges that appropriate processing of personal data is an essential aspect of privacy law. To ensure this right, you can review in this statement what happens to your data. The practices of Hendriks Housing are naturally in accordance with the current Personal Data Protection Act and also with the General Data Protection Regulation, which came into effect in May 2018. By using our website, you indicate your acceptance of the privacy policy.
This privacy policy also applies to the use of our AI chatbot Henny.
Purposes of data processing
If you provide us with personal data by email, phone, web forms, or response cards, these will only be collected and used for the purpose for which you provide them. By providing your personal data, you consent to the processing of that data. The information collected by Hendriks Housing in this manner (digitally) is used to fulfill your request (for correspondence, information, and registration).
How do we obtain your personal data?
There are several ways in which we obtain your personal data. Typically, you provide these data to us yourself. However, there are occasions when a party for whom we perform services provides us with this information. For example, if you are a tenant and your landlord asks us to take care of the financial management of his property on our behalf. Additionally, we use cookies on our website, which are necessary for its operation and are used for statistical purposes. In all cases, we handle your data carefully.
Use of AI Chatbot Henny
On hendrikshousing.nl and HendriksHousing.com you can use Henny, our AI chatbot. Henny is a digital assistant that uses artificial intelligence (AI) to provide general information about rentals, home purchases, and our services. We ask that you do not enter personal or confidential data in the chat, such as your name, address, contact details, or financial information. The text you enter may be automatically analyzed to generate an appropriate response and to improve our services. Chat data may be stored temporarily and anonymized once it is no longer needed.
The processing of this data is based on our legitimate interests (Article 6(1)(f) GDPR) to improve our digital services. We share this data only with our technology partner(s) who enable the chatbot, with whom we have a data processing agreement in place.
With whom do we share your personal data?
We only share your personal data when it is truly necessary. We exclusively share your information with (prospective) tenants and landlords. Additionally, acting as processors on our behalf are our cloud provider, internet hosting companies providing services to us, internet design firms, other ICT service providers, and marketing companies. In all cases, we handle your data carefully.
Retention periods for personal data
In the case of contract execution, we retain your data for up to 5 years after the termination of this agreement (statute of limitations). Any copy of a passport and/or identity document, income information, payslips, employment contract, landlord statement, employer statement, and accountant’s statement are kept for a maximum of 3 months after the conclusion of an agreement. If you wish for us to destroy your data earlier, you must inform us of this yourself. Data used for marketing purposes are generally not deleted. Regarding data that we are required to retain based on tax accounting and administrative obligations, we adhere to the retention period of 7 years as stated in Article 52 of the General Tax Law (Algemene wet inzake rijksbelastingen).
Chat messages via Henny are retained for a maximum of two years and are then anonymized or deleted.
Sharing personal data with third parties
Hendriks Housing will in principle not provide your data to third parties and will only provide them if this is necessary for the implementation of a contract concluded with you or to comply with a legal obligation. With organisations that process your data on our behalf, we conclude a processing agreement to ensure the same level of security and confidentiality of your data. Hendriks Housing remains responsible for this processing.
Use of cookies on website
Hendriks Housing uses technical and functional cookies. A cookie is a small text file that is stored on your computer, tablet or smartphone the first time you visit this website. The cookies we use are necessary for the technical operation of the website and your ease of use. They ensure that the website works properly and, for example, remember your preferences. They also allow us to optimise our website. We also place tracking cookies that track your surfing behaviour so that we can offer tailored content.
You can opt out of cookies by setting your internet browser to no longer store cookies. You can also delete any information previously stored via the browser settings.
Right to access, correction, restriction, and deletion; right to lodge a complaint
You have the right to request access, correction, restriction, and deletion of your data. To do so, you can contact Hendriks Housing via info@hendrikshousing.nl.
If you have entered personal data into the chatbot, you may exercise your right of access, deletion (erasure), or objection in the same way as described in this policy.
Hendriks Housing will periodically review the privacy policy to ensure its ongoing relevance. We may also update this policy if changes are made to the operation of our AI chatbot Henny.