Helvetica

 

Information on Data Protection

Welcome to the Website of the Helvetica Services GmbH.

We, Helvetica Services GmbH, Kantstraße 115 in 10627 Berlin, Tel: +49 (0)30 – 467 242 840, E-Mail: This email address is being protected from spambots. You need JavaScript enabled to view it., and our affiliated companies hereby inform you about our processing of personal data. You may contact us by writing to us at the above address or via telephone or e-Mail.

External data protection officer is
Dr. Annette Demmel, SPB DPO Services GmbH, Unter den Linden 21, 10117 Berlin, E-Mail: This email address is being protected from spambots. You need JavaScript enabled to view it..

We outline below the most important information concerning the typical data processing operations separated according to data subject groups. For certain data processing operations, which only concern specific groups, our obligations to provide information will be fulfilled separately. The term “data” used in the following text solely refers to personal data within the meaning of the General Data Protection Regulation (GDPR).

  1. Website visitors
  2. Tenants
  3. Prospective tenants
  4. Event participants
  5. Service providers, business partners and their employees
  6. Video surveillance of properties and building site documentation
  7. General information and rights of data subjects
  8. Changes to this data privacy notice

 

1. Website visitors

1.1 The controller of the data processing when using the website is Services GmbH, Kantstraße 115, 10627 Berlin.

You can reach the controller by mail, telephone or the email address specified above.

1.2 Server protocol data: For each request received, our web server processes a range of data, which your browser automatically transmits to our web server. This includes the IP address currently assigned to your device, the date and time of the request, the time zone, the specific page or file accessed, the HTTP status code and the data volume transferred as well as the website from which your request originated, the browser used, your device’s operating system and the set language. Our web server uses this data in order to display the content of the website on your device in the most optimal way. Information on the use of cookies is available separately in our Cookie Policy.

1.3 The purpose of the data processing is to depict the corporate group on the Internet and communicate with applicants, interested parties, tenants and business partners. The purpose of evaluating user behavior on the website is to design the website appropriately.

1.4 The legal basis for the processing when using the website is Article 6 (1) (b) GDPR (usage agreement for the website). The legal basis for analyzing user behavior is Article 6 (1) (f) GDPR (legitimate interests, i.e., designing the website appropriately).

1.5 Protocol and communication data will not be disclosed to third parties unless special circumstances exist. In the event of a suspected crime or investigations, data may be transmitted to the police and the public prosecutor’s office. We use service providers by means of commissioned data processing for the provision of services, especially for the provision, servicing and maintenance of IT systems.

1.6 IP addresses are made anonymous after 24 hours at the latest. Pseudonymous usage data is deleted after three months in each case. Communication content is deleted after six calendar years.

1.7 It is not possible to use the website without disclosing personal data such as, e.g., IP address. It is not possible to communicate via the website without providing data. It is possible to use the website if an objection has been made against the pseudonymous usage analysis.

 

2. Tenants

2.1 The controller of the data processing is the specific company of the Deutsche Wohnen Group that is named in the lease agreement. The contact details can be found in the lease agreement or in the data privacy policy annexed to your lease agreement.

You can reach the controller by mail, telephone or the email address specified above.

2.2 Purpose: We process your data for the purposes of executing the lease as well as the management, ongoing maintenance and development of our real estate. If your apartment has a digital heating control system, we process its data in order to control the heating. If your apartment or the building has a digital locking system, we process the data in order to control the locking of the building. If you subscribe to our newsletter for tenants, we also process your email address for this purpose. If rented or administrative buildings have video surveillance, the data is processed for the purposes of exercising the domestic authority as well as the detection and prosecution of crimes. We also process your data in order to determine comparable rent and to review the lawfulness of the rent amount.

2.3 The legal basis for the processing is Article 6 (1) (b) GDPR (lease agreement) and Article 6 (1) (c) GDPR (legal obligations). The one-time transfer of the tenant’s data to the local utility providers upon moving in takes place in accordance with Article 6 (1) (f) GDPR (legitimate interests, i.e., the interests of the utility provider in the data of potential consumers). When reviewing, enforcing or rejecting claims, the legal basis is Article 6 (1) (f) GDPR (legitimate interests, i.e., enforcement of claims or defense against claims). The legal basis for our internal quality assurance system is Article 6 (1) (f) GDPR (legitimate interests, i.e., quality assurance of internal processes). We send out our tenant newsletter on the basis of your consent (Article 6 (1) (a) GDPR). If rented or administrative buildings have video surveillance, the legal basis is Article 6 (1) (f) GDPR (legitimate interests, i.e., exercising the domestic authority as well as the detection and prosecution of crimes). When processing data to determine comparable rent and to review the lawfulness of the rent amount, the legal basis is Article 6 (1) (f) GDPR (legitimate interests, i.e., market-oriented prices for leasing) and Article 6 (1) (c) GDPR (legal obligation).

2.4 The data recipients may include banks for the settlement of payments. Authorities and agencies may be recipients within the scope of their functions if we are obligated or entitled to transfer the data. In addition, data may be transferred in individual cases to collection service providers, lawyers and courts. Upon moving in, the tenant’s data (name, address) is transferred once to the local utility providers. In the event of a suspected crime or investigations, data may be transferred to the police and the public prosecutor’s office. In connection with determining comparable rent, recipients may include public authorities, service providers and other real estate companies. Furthermore, we use service providers by means of commissioned data processing for the provision of services, especially for the provision, servicing and maintenance of IT systems and for taking meter readings for utility cost billing or for the maintenance of the digital heating control system.

2.5 All contract and accounting-related data will be saved for a period of ten calendar years after termination of the contract in accordance with the retention periods under tax and commercial law. Enforceable court decisions are kept for 30 calendar years, unless the claim is settled earlier. Recordings of video surveillance systems are usually deleted after six days at the latest. If you use our digital heating control system, all data saved in this system will be automatically deleted when you move out. Alternatively, you can delete the data in the digital heating control system yourself on the tablet computer at any time.

2.6 Tenants are obligated to provide data by law and under the contract. The lease cannot be established and executed if the data is not provided.

 

3. Prospective tenants

3.1 The controller of the data processing in connection with expressions of interest, viewing appointments or an application for a concrete object is the Helvetica Services GmbH, Kantstraße 115 in 10627 Berlin. You can reach the controller by mail, telephone or the email address specified above.

3.2 We process your data for the purpose of offering suitable objects and entering into a lease agreement. Directly prior to entering into a lease agreement, we conduct a credit check. We receive information about credit standing from, for example, Schufa Holding AG.

3.3 The legal basis for the processing is Article 6 (1) (b) GDPR (measures prior to entering into the lease agreement). The credit check is carried out on the basis of Article 6 (1) (f) GDPR (legitimate interests, i.e., checking the creditworthiness of contractual partners).

3.4 In the case of credit rating inquiries, we submit your identification data (e.g., name, date of birth and current address) to credit agencies (e.g., Schufa Holding AG, Creditreform Berlin Brandenburg Wolfram KG, Creditreform Mainz Albert & Naujoks KG), which then provide us with credit rating information. We also use service providers by means of commissioned data processing for the provision of services, especially for the provision, servicing and maintenance of IT systems.

3.5 Personal data is processed during the leasing process and is then deleted no later than four weeks after completion of this process. Data provided voluntarily is deleted immediately if the person concerned is not suited for the specific lease offer. If consent has been granted for the further retention of data for the purpose of providing additional lease offers, the data is processed for a period of four months from receipt of consent and is deleted thereafter.

3.6 Prospective tenants are obligated to provide personal data by law and under the contract. We cannot make an offer or establish a lease if personal data is not provided.

3.7 Information on the Right to Revoke Consent
You are entitled to revoke your consent to the storage of your data for the purpose of providing alternative lease offers at any time with effect for the future. Please send us your revocation using one of the contact options specified above. Your data will then be deleted for this purpose.

 

4. Event participants

4.1 The controller of the data processing in connection with events is the company belonging to the Deutsche Wohnen Group, which holds the event. The contact details can be found in the invitation to the event.

You can reach the controller by mail, telephone or the email address specified above.

4.2 Purpose: We process your data for the purposes of sending invitations to events, holding events, documenting events through visual and sound recordings, and using the resulting recordings for press and public relation purposes. The visual and sound recordings produced may be submitted to journalists, media companies, press and photo agencies as well as platforms that may also be located abroad for press and public relation work, and may be published by us in printed or digital form.

4.3 The legal basis for the data processing in connection with invitations is Article 6 (1) (f) GDPR (legitimate interests, i.e., communications with contractual and business partners) if you are a contractual or business partner or our contact at a contractual or business partner, and, in all other cases, your consent (Article 6 (1) (a) GDPR). If you have registered for an event, the legal basis is Article 6 (1) (b) GDPR (contract to execute the event) and Article 6 (1) (c) GDPR (legal obligations, in particular, regulations under tax and commercial law). The legal basis for the preparation of visual and sound recordings is Article 6 (1) (f) GDPR (legitimate interest in documenting our events and our legitimate interest in depicting our company in the press and through public relation work). We will obtain your consent if we intend to disclose or publish images of you in which you are recognizable, or use such images in brochures or advertising materials, for press and public relation purposes. The legal basis is then your consent according to Article 6 (1) (a) GDPR.

4.4 Recipients: In addition, we use service providers by means of commissioned data processing for the provision of services, especially for the provision, servicing and maintenance of IT systems.

4.5 Archived visual and sound recordings of events as well as publications are usually not deleted. All contract and accounting-related data will be saved for a period of ten calendar years after termination of the contract in accordance with the retention periods under tax and commercial law.

4.6 The provision of data is a contractual obligation in order to receive invitations and participate in events. Invitations cannot be sent and it is not possible to participate in events if the data is not provided. The preparation of visual and sound recordings is not mandatory for participation in an event. If you do not want to be involved in visual and sound recordings, please inform our employees at the event location.

 

5. Service providers, business partners and their employees (unrelated to lease agreements)

 

5.1 The controller of the data processing is the company belonging to the Deutsche Wohnen Group with which the contractual relationship, contract initiation or another contractual obligation exists or will exist in the near future.

5.2 You can reach the controller by mail, telephone or the email address specified above.

5.3 The purpose of the processing is to prepare and execute the respective contract, contract initiation or other contractual obligation.

5.4  The legal basis for the processing is Article 6 (1) (b) GDPR (contract, contract initiation or other contractual obligation) in the case of contracts, contract initiation or other contractual obligations with natural persons, Article 6 (1) (f) GDPR (legitimate interests, i.e., communications with relevant contact partners) in the case of contracts, contract initiation or other contractual obligations with legal entities and, in all cases, Article 6 (1) (c) GDPR (legal obligations, in particular, regulations under tax and commercial law). The legal basis for the examination, enforcement and rejection of claims is Article 6 (1) (f) GDPR (legitimate interests, i.e., enforcement of claims or defense against claims).

5.5 Contact and contractual data may be disclosed to additional service providers, business partners as well as authorities and agencies if this is necessary for executing the contract, contract initiation or other contractual obligation. In addition, we use service providers by means of commissioned data processing for the provision of services, especially for the provision, servicing and maintenance of IT systems.

5.6 The data of contractual partners and service providers will be deleted 10 calendar years after termination of the contract, end of the contract initiation, or termination of any other contractual obligation.

5.7 The processing of the contact data of services providers and business partners is necessary in order to execute the contract, contract initiation or any other contractual obligation. If the data is not provided, communications during the execution of the contract, contract initiation or other contractual obligation may be significantly disrupted.

 

6. Video surveillance of properties and building site documentation

 

6.1 The controller of the video surveillance system is the company belonging to the Deutsche Wohnen Group, which exercises the domestic authority over the respective property. The contact data can be found at the address or on the sign at the construction site. You can reach the controller by mail, telephone or the email address specified above.

6.2 If rented or administrative buildings or other buildings and the surrounding areas have video surveillance, the purpose of the processing is to exercise the domestic authority as well as detect and prosecute crimes and enforce civil claims.

6.3 If rented or administrative buildings or other buildings and the surrounding areas have video surveillance, the legal basis is Section 4 (1) no. 2, 3 of the German Federal Data Protection Act of 2017 (BDSG-2017) in connection with Article 6 (1) (f) GDPR (exercising the domestic authority, detection and prosecution of crimes, enforcement of civil claims).

6.4 Recipients: The recordings are only evaluated in the case of a suspected violation of the domestic authority or a suspected criminal offence. In these cases, the relevant data may be transmitted to law enforcement authorities, courts and lawyers. We also use service providers by means of commissioned data processing for the provision of services, especially for the provision, servicing and maintenance of IT systems.

6.5 The recordings of video surveillance systems are usually deleted after six days at the latest. In the event of a suspected criminal offence, the relevant data is saved until conclusion of the criminal or civil proceedings.

6.6 If you wish to visit the head office or a service point of the Deutsche Wohnen Group, you will automatically be captured by cameras. It is not possible to visit these places without being recorded by the video surveillance system.

6.7 If there is automatic image documentation (still images and time lapse) of the construction progress at the construction site, the purpose of the data processing is to document and publish the construction progress. The construction cameras are thereby always configured in such a way that natural persons usually cannot be identified. The shooting interval for single images is at least 2 hours.

6.8 The legal basis for the documentation of construction progress is Article 6 (1) (f) GDPR (legitimate interest in reporting on building projects).

6.9 Recipients: Individual images and time-lapse recordings of construction sites are published on the Internet and are therefore accessible to everyone. We also use service providers by means of commissioned data processing for the provision of services, especially for the provision, servicing and maintenance of IT systems.

6.10 The recordings of construction cameras are not usually deleted automatically but permanently stored.

6.11 If you visit a construction site with documentation of the construction progress, it cannot be ruled out that the camera will capture you if it takes a snapshot at precisely that time.

6.12 The processing of data is necessary to exercise the domestic authority. Without the processing, law enforcement interests will be impossible to meet or can only be met with difficulty.

 

7. General information and rights of data subjects

 

7.1 There will be no transmission of data to third countries.

7.2 We do not use any automated individual decision-making procedures.

7.3 You have the right to obtain access to the personal data that we process about you at any time.

7.4 If your personal data is incorrect or incomplete, you have a right to obtain the rectification and to have incomplete personal data completed.

7.5 You have the right to request the erasure of your personal data at any time if we are not legally obligated or entitled to continue processing your data.

7.6 If the statutory requirements are fulfilled, you have the right to request a restriction of the processing of your personal data.

7.7 You have the right to object to the processing if the data is processed for the purposes of direct advertising or profiling. If the processing takes place based on a balancing of interests, you may object to the processing by specifying the reasons that result from your particular situation.

7.8 You have the right to receive the personal data concerning you, which you have provided to a controller, in a structured, commonly used and machine-readable format, and the right to transmit such data to another controller.

7.9 If the data processing is based on your consent or a contract, you have the right to transmit the data, which you have provided, except where the rights and freedoms of other individuals are affected.

7.10 If we process your data on the basis of a declaration of consent, you have the right to revoke your consent at any time with effect for the future. Any processing carried out prior to your revocation remains unaffected.

7.11 You also have the right to lodge a complaint with a data protection supervisory authority at any time if you believe that any processing of personal data infringes applicable law.

 

8. Changes to this data privacy notice

 

This data privacy notice applies in its current form. We reserve the right to supplement or amend this data privacy notice. Any amendments and/or supplements may concern parts of this data privacy notice or the data privacy notice in its entirety. The current data privacy notice is available at any time at: https://www.helvetica-services.com/en/data-protection-policy.

Updated: April 2019