1. Controller
Principal of Premico Management Oy
c/o Premico Management
Aleksanterinkatu 11, 00100 Helsinki
info@premico.fi
(hereinafter referred to as “we” or “Premico”)
2. Contact person
c/o Premico Management / Data Protection Officer
Aleksanterinkatu 11, 00100 Helsinki
info@premico.fi
3. About this privacy policy
Premico provides rental and property management services to housing companies and landlords who are its clients. These services include tasks related to establishing, maintaining, and managing tenant rental relationships, as well as managing and maintaining properties.
When handling tenants’ personal data, the respective housing company or landlord is generally considered the data controller, while the service provider, such as Premico, acts as the data processor. This privacy statement explains how personal data is typically processed in rental and property management services provided by Premico on behalf of its clients. More detailed information on data processing can be obtained directly from the respective landlord or housing company.
4. What are the grounds for processing and what purposes do we process personal data for?
The purpose of processing personal data within Premico’s operations is to provide rental and property management services. Personal data may be processed for tasks related to establishing, managing, and improving rental relationships and for organising services acquired for the housing company. Data may also be processed for purposes such as parking arrangements, tenant communications, customer service, measuring tenant satisfaction, and ensuring the quality of customer service. Additionally, personal data is processed to provide tenants with digital services delivered via the KomuHomes application.
The lawful basis for processing personal data may include fulfilling contractual rights and obligations, pursuing the legitimate interests of the data controller or a third party, complying with legal obligations, or obtaining the individual’s consent.
5. What data do we process?
We may process the following types of data in connection with rental and property management services:
- Basic information of the data subject: first and last name; personal identity number; date of birth; customer number; information about the apartment and move-in; details regarding rent, its payment, and any arrears or debt collection.
- Contact details of the data subject: street address; postal code; city; phone number; email address.
- Identifying information of the data subject: gender and preferred language, if essential for unambiguous identification or for fulfilling the rights and obligations of the data subject or data controller; information about vehicles.
- Employment-related housing: company and contact person details, including business ID; contact person’s name, phone number, and email address; signatory or proxy; billing address; and location information.
- Other information provided on rental application: pets (number/type); number and birthdates of children; reasons for moving; smoking preference; employment details (employer; job title; employment type; income); education details (institution; programme; estimated graduation date); pension details (amount); referee information (name, phone number, email address); and consent for credit checks.
- In case of ARA properties: additional information may include marital status; details of co-applicants; documentation of pregnancy; homelessness status; commuting-related details; and financial and property information.
- CCTV Monitoring: In properties with surveillance, data (e.g., video, audio, and timestamp) may be collected from individuals on the premises.
Providing personal data marked with an asterisk (*) on the application form is a prerequisite for establishing a contractual or customer relationship. Without the required personal data, we cannot provide the service.
6. Where do we collect the data from?
Personal data is primarily collected directly from the data subject during the move-in process through various communication channels (e.g., phone, mail, or email). Additional data may be gathered from login activities and usage of the housing company’s online portals. Public sources, authorities, and third parties (e.g., Suomen Asiakastieto Oy) may also provide data, subject to applicable laws, for purposes such as credit checks, identification, or compliance with legal obligations related to anti-money laundering and anti-terrorism financing.
7. Where do we disclose and transfer personal data and do we transfer data outside of the EU or EEA?
We may share personal data with Premico Group Oy, its subsidiaries, or affiliates when required to fulfill contractual obligations or other legitimate purposes. Data may also be shared with representatives of the housing company, service providers (e.g., maintenance companies, security firms), or authorities as mandated by law.
Data may be transferred outside the EU/EEA when necessary for technical implementation or processing purposes. Such transfers comply with applicable legal requirements, including standard contractual clauses issued by the EU Commission.
8. How do we protect the data and how long do we store the data?
We implement appropriate technical and organisational measures to safeguard personal data against destruction, loss, alteration, unauthorised access, and misuse. Personal data is processed confidentially, and access is limited to those requiring it for their tasks. Data is stored securely, and access to databases is restricted.
Data is retained only as long as necessary for the specified purposes or as required by law. Retention periods are reviewed regularly, and outdated or unnecessary data is corrected or deleted without delay.
9. What rights do you have as a data subject?
As a data subject you have the right to
- know whether we process data concerning you and, if so, access it and information on the processing of personal data as required by law;
- require us to correct any inaccurate or incorrect data concerning you and to have incomplete personal data completed;
- obtain the erasure of personal data concerning you in accordance with law (for example, when data is no longer needed and there is no lawful ground to store such data);
- withdraw or amend the consent you have possibly given for the processing of personal data;
- request restriction of processing of your personal data in accordance with law and, for example, when you wait for a response to your request regarding correction of your data;
- object profiling targeted at you and, in accordance with law, other processing of personal data where processing is based on the controller’s legitimate interest;
- have your data transmitted to another system in situations regulated by the applicable law.
A data subject may also file a complaint with the competent supervisory authority if the data controller has not complied with the data protection legislation applicable to its operations. In Finland, compliance with data protection legislation is supervised by the Data Protection Ombudsman. If you want to file a complaint with the Data Protection Ombudsman regarding processing of personal data in Premico’s operations you can contact the Data Protection Ombudsman’s office as instructed in www.tietosuoja.fi.
10. Contact information
For inquiries and requests concerning data processing or this statement, please contact the person named in Section 2.
11. Changes to the privacy policy
We may update this privacy statement. Changes will be posted with a date. Significant changes may be communicated via email or other means.
Changes:
8.12.2020: Address of Premico was updated.
2.3.2023: The privacy policy has been updated to improve readability. Contact information of the data protection officer has been added.
16.05.2023; Added purpose for data processing: measuring customer satisfaction and ensuring the quality of customer service.
14.12.2023; Added as the basis for data processing the possibility to provide residents with the digital services produced through the KomuHomes application they have subscribed to at any given time.
27.12.2023; Added examples to section 6.
12.6.2024: Added basic information about the data subject to section 5, added an example to section 7 and removed mention of debt collection.
24.6.2024: Information regarding the processing of personal data in connection with Premico’s property management services has been incorporated into the same privacy statement.