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Privacy Statement

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Privacy Statement

Privacy Policy Rotterdam Rental Service

Introduction At Rotterdam Rental Service, we value the privacy of our clients, tenants, and website visitors. In this privacy policy, we explain what data we collect, how we use and protect it, and your rights concerning your personal data. This privacy policy applies to all services provided by Rotterdam Rental Service, including rental mediation, property management, and relocation services.



1. Data Controller

The data controller responsible for processing personal data is: Rotterdam Rental Service Parklaan 3 3016 BA Rotterdam Email: info@rotterdamrentalservice.com Phone: +31 85 060 36 22



2. What Data Do We Collect?

2.1 For Clients (Landlords)

  • Name, address, and contact details (phone and email).
  • Bank account information (for payments and settlements).
  • Details about the rental property (e.g., address, energy label, WWS report, and rental price).
  • Documents such as a copy of the energy label and HOA regulations (if applicable).

2.2 For Tenants (Applicants and Current Tenants)

  • Name, date of birth, and contact details.
  • ID proof (for identification and screening).
  • Income information, such as payslips, employment statements, or Chamber of Commerce extracts.
  • Bank account information (for payments).
  • Preferences and specifications for the desired rental property.

2.3 For Website Visitors

  • IP address, browser details, and data on your use of our website (via cookies).
  • Contact details entered via forms, such as registration or contact forms.


3. Purposes of Data Processing

3.1 For Clients

  • Facilitating rental mediation and property management.
  • Communication about contracts, inspections, and financial matters.
  • Drafting legal documents such as lease agreements.

3.2 For Tenants

  • Mediating rental agreements.
  • Conducting detailed tenant screenings.
  • Communication about viewings, contracts, and payments.

3.3 For Website Visitors

  • Improving our website and services.
  • Responding to inquiries submitted via contact forms.
  • Sending relevant marketing information (with your consent).


4. Legal Basis for Processing

We process personal data based on the following legal grounds:

  • Performance of a Contract: To provide services to clients and tenants.
  • Consent: For sending marketing communications or using cookies.
  • Legal Obligation: Such as maintaining financial records.
  • Legitimate Interest: For improving services and preventing fraud.


5. Data Retention Periods

We do not retain personal data longer than necessary for the purposes for which it was collected, unless legally required otherwise. Retention periods include:

  • Contract Data: Retained for up to 7 years after the agreement ends (for tax and legal purposes).
  • Tenant Screening Documents: Retained for up to 1 year after the rental period ends.
  • Contact Data of Website Visitors: Retained for up to 1 year after the last point of contact.


6. Sharing Data with Third Parties

We only share personal data with third parties if necessary to provide our services or comply with legal obligations. These parties include:

  • Financial service providers (e.g., banks for payments).
  • Legal advisors (e.g., for drafting lease agreements and resolving disputes).
  • Service providers such as photographers and maintenance companies. We establish data processing agreements with these parties to protect your data.


7. Data Security

We implement appropriate technical and organizational measures to protect your personal data against loss, misuse, and unauthorized access. These measures include:

  • Data encryption (where necessary).
  • Secure servers and access control systems.
  • Regular monitoring of our IT infrastructure.


8. Your Rights

You have the following rights regarding your personal data:

  • Right to Access: Request an overview of your personal data.
  • Right to Rectification: Correct inaccurate or incomplete data.
  • Right to Deletion: Request the removal of your data (if legally permitted).
  • Right to Object: Object to the processing of your data for specific purposes.
  • Right to Data Portability: Receive a copy of your data in a structured, commonly used format.
  • Right to Restriction: Request temporary suspension of data processing. To exercise these rights, contact us at info@rotterdamrentalservice.com. We will respond within 4 weeks.


9. Cookies and Tracking

We use cookies and similar technologies to enhance the functionality of our website and gather statistical data. You can manage your cookie preferences through your browser settings.



10. Changes to This Privacy Policy

We reserve the right to amend this privacy policy. The latest version will always be available on our website. We encourage you to review this policy regularly.



11. Contact

For questions or complaints about this privacy policy or the processing of your personal data, please contact us at:

You also have the right to file a complaint with the Dutch Data Protection Authority via www.autoriteitpersoonsgegevens.nl.