Greystar operates in accordance with applicable data protection legislation and has registered the data processing with the Dutch Data Protection Authority (in Dutch: “College bescherming persoonsgegevens”).
We do not collect or maintain information on our website from those we know are under 16, and we do not permit children under 16 years of age to become registered users of our website. No part of our website is structured to attract anyone under 16. By disclosing Personal Information through this website you represent that you are above 16 years of age.
What Personal Information does Greystar collect?
Greystar processes the following Personal Information of Tenants (where applicable):
(last name, given name(s), gender, address, postal code and city, date of birth, identity document (e.g. passport and Campus ID), identity document number, identity document expiry date, residence permit details (if applicable), telephone number and e-mail address, student registration date, student registration number, educational institution/university (and start/end date of registration with such institution), student status (full-time/substudy), (preferred) rental starting date, (preferred) building and details regarding the use thereof, (preferred) size of accommodation and details regarding the use thereof, state of the accommodation, details of lease/tenancy agreement (e.g. rent and compensation for supplies and services).
In addition, Greystar may also process (where applicable) the number of individuals in the Tenant’s household and their ages, the Tenant’s occupation, employment information, education, the kind of services provided to the Tenant, the Tenant’s national identification number to the extent permitted by applicable law, bank account number, debit/credit card number, bank or investment account, debit card or credit card balance, payment history, and information pertaining to Tenant’s creditworthiness, assets, income and/or liabilities.
In each case, the Tenant will only be required to provide Personal Information that we need in order to meet the purposes below and all to the extent permitted by applicable law.
For what purposes does Greystar collect, process and/or use Personal Information?
Greystar collects, processes and uses Personal Information of Tenants for the following purposes:
- to provide our services and facilitate our business;
- to perform background screenings to ensure a safe housing environment;
- to determine Tenant’s credit worthiness;
- for the entering into, implementation, execution and performance of the lease/tenancy agreement/relationship;
- to take steps at the request of the (potential) Tenant prior to entering into a lease/tenancy agreement;
- for direct marketing purposes (to the extent permitted by applicable laws);
- for the purposes of system administration;
- for the reporting of aggregated rental information;
- to audit the use of our website;
- to comply with or in accordance with any applicable law and/or court/regulatory orders;
- in order to prevent and address suspected illegal acts, frauds, situations involving potential threats to the safety of any person, or as otherwise required by law;
- to help us defend against claims and/or establish or exercise any legal right that we may have;
- to protect the rights, property and safety of Greystar employees, Tenants and others.
If you provide Personal Information to us it may be transferred to and processed on computers in the US and other countries that do not provide an adequate level of protection similar to the level of protection within the European Union. Do not provide your Personal Information to us through this website if you have concerns about the transfer thereof outside of your country, or if the laws in your country restrict these types of transfers.
Notwithstanding the foregoing, as a general rule, Greystar will not disclose Personal Information to third parties except when we have your permission; when we believe it is necessary for the implementation, execution and/or performance of the lease/tenant contract/relationship; or when we believe we have a legitimate interest/requirement to do so. You will find a list of examples below:
- Personal Information may be shared with contractors/service providers who work with/for us (in order to facilitate our business and/or provide services to us) pursuant to an agreement which contains reasonable confidentiality arrangements and which meets further requirements under applicable data privacy laws;
- We may share Personal Information within the Greystar group of companies (in order to facilitate our business and meet the processing purposes outlined above in this policy);
- Personal Information may be disclosed in order to comply with or in accordance with any applicable law and/or court orders and/or in order to prevent suspected illegal acts, frauds, situations involving potential threats to the safety of any person, or as otherwise required by law;
- Personal information may be disclosed (e.g. to government authorities, courts and legal advisors) in order to help Greystar defend against claims and/or establish or exercise any legal right that Greystar may have;
- Personal Information may be disclosed in order to ensure the proper performance of any lease/tenancy relationship and if you are a student this may include sharing information with educational institution/university authorities.
- In the event that Greystar goes through a business transaction, such as a merger, being acquired by another company, or selling all or part of its assets, Personal Information may be disclosed accordingly (e.g. to the party that acquires the assets).
When we make use of third party services, we (i) diligently choose our third party service providers, and (ii) ensure that such third party service providers adopt adequate technical and organizational security measures to safeguard the Personal Information and use the Personal Information only as instructed by us and for no other purposes.
Online payments via third party service provider
As indicated in the above overview we may appoint third parties to provide services to us or on our behalf. A good example is our use of a third party credit/debit card processor to collect/process transaction information using credit and debit cards and their processing of credit/debit card payments for us. When you make online payment to us through our website, you will move to the website of this third party processor for the payment process and then will be returned back to Greystar’s website when this process is completed.
You may review our credit/debit card processor’s security policy through the following link: SagePay Security Policy.
Securing Personal Information
Greystar observes reasonable technical and operational measures/precautions in order to safeguard and protect the security of Personal Information.
Payment information (such as credit card number or banking information) and information about the security vulnerability of users of our website is protected, by using Secure Sockets Layer (SSL) software, which encrypts the aforementioned information when viewed online.
While on a secured page, the lock icon on the bottom of Web browsers such as Firefox and Microsoft Internet Explorer becomes locked, as opposed to unlocked, or open, when users are just surfing.
More in general, we have put in place encryption software, which encrypts or distorts all data you submit to us through the use of our Online Rental Application. This encryption will be processed at 256 bits, making it a difficult code to hack into without the appropriate decoding software. Your Personal Information is immediately encrypted as you send it to us, and we then decode the encrypted data and process the converted data.
In addition, we limit access to Personal Information within our organization to employees who we believe reasonably need to receive such information to provide our services or in order to do their jobs. We also work hard to ensure that our employees are aware of the sensitivity of the Personal Information submitted to us and that they handle it with care, being careful not to allow any improper access by third parties.
No guaranteed perfect security
Because the security of all Personal Information associated with our Tenants is of utmost concern to us, we periodically review and improve our security and privacy policies as necessary when new technology becomes available.
Please be aware that we cannot fully guarantee the security of Personal Information, processed over the internet or otherwise. As in many computer systems, internet applications and software programs, unauthorized use, failure of hardware or software, etc. may be injurious to the confidentiality of Personal Information.
Notwithstanding the foregoing, we exercise great care in providing secure transmission of your Personal Information from your PC or mobile device to our servers and we believe we take adequate technical and operational measures to preserve your Personal Information against unnecessary collection, loss and/or misuse. Nonetheless, Greystar cannot ensure or warrant the security of any information you transmit to us, and you, therefore, do so at your own risk. Once we receive your transmission, we use industry standard efforts to safeguard the confidentiality of your Personal Information, such as firewalls and Secure Socket Layers, and our encryption techniques, as well. It is important, however, to remember that, despite these state of the art precautions, “perfect security” does not exist, especially not on the Internet.
Marketing e-mails and Opt-Out
We may send you commercial email messages regarding the property where you reside and various similar service available to you or through that property. To the extent required by applicable laws, we will request your consent to send you such information first.
You may choose to opt out of receiving future commercial email messages from us. Each email marketing communication sent by us contains a link with instructions on how to remove yourself from our email list. Please note that if you are a resident of a Greystar community and you opt out of receiving commercial email from us, you will continue to receive email from us regarding operational issues surrounding your apartment, your lease, and/or your community in order for us to perform our contracts with you.
Notification of Changes
We will not keep your Personal Information longer than necessary for achieving the purposes for which they were collected or subsequently processed, unless longer retention is required for (other) legitimate purposes (e.g. to comply with statutory obligations).
Data privacy rights: Correcting/Updating/Deleting/Deactivating/Blocking/Supplementing Personal Information
To the extent provided for by applicable data privacy laws you may have the right, freely and at reasonable intervals, to request Greystar to inform you as to whether Personal Information relating to you is being processed. You may also have the right to request Greystar to correct, supplement, delete or block your Personal Information in the event that the data are factually inaccurate, incomplete or irrelevant to the purpose(s) of the processing activities or if the Personal Information is being processed in any other way which infringes a legal provision. If you wish to exercise your rights please contact us by e-mail/telephone (firstname.lastname@example.org / 0202 620902). If you send us an e-mail, it should be clearly marked as data protection query and as being time sensitive.
If you need to make changes to the Personal Information included in your online user account (such as address, phone or email), we also provide other ways to correct, update or delete such information. This can usually be done at the registered user account settings page within our website or by contacting the property office using the information provided under the “Contact” tab on this website.
When a request for deletion is received, we will make all reasonable efforts to purge said data from our systems. Due to the nature of our service, some information may not be fully removed due to backups or archived copies; however, such information will only be used for achieving the purposes for which they were collected or subsequently processed.
Use of “Cookies”
We use persistent cookies on our website which are cookies that stay in your web browser between visits.
User Tracking : Google Analytics
These cookies are ‘analytical’ cookies. They allow us to recognise and count the number of visitors and to see how visitors move around the site when they’re using it. This helps us to improve the way our website works, for example by making sure users are finding what they need easily.
Most browsers are set up to accept cookies. If you want to change your cookie preferences, you can make these through your browser settings. Please remember that our cookies are often used to give you certain functionality and without them you may not be able to use some of our website.
You can also remove cookies that have already been set in your browser via your browser settings. If you are having trouble doing this or would like more information, the website http://www.allaboutcookies.org/ has information on how to do this across a range of browsers. The Microsoft cookies guide is also a great source of information about what cookies do http://www.microsoft.com/info/cookies.mspx. If you have any questions about how we cookies please get in touch with us.