Privacy Notice for the Use of Online Forms
In addition to the General Privacy Notice regarding the use of online forms, we are providing you with information here about the specific processing of your data in connection with your deregistration of publicly subsidized housing as a landlord or property manager (authorized representative) as part of the online process.
1 Purposes and Legal Basis for Data Processing
We process your personal data in connection with the written notification of publicly subsidized housing that is ready for occupancy or becoming available. The legal basis for the processing of your personal data is Article 6(1)(c) of the GDPR in conjunction with Sections 17 and 3 of the Act on the Promotion and Use of Housing for the State of North Rhine-Westphalia (WFNG NW)—in each case in conjunction with Section 3 of the North Rhine-Westphalia Data Protection Act (DSG NW).
In addition, we process your data as part of inventory and usage monitoring for publicly subsidized housing, e.g., in connection with the housing occupancy registry we maintain. The legal basis for the processing of your data in this regard is Article 6(1)(c) of the GDPR in conjunction with § 25 WFNG/No. 15.1 of the North Rhine-Westphalia Housing Use Regulations (WNB NW)—in turn in conjunction with Section 3 of the North Rhine-Westphalia Data Protection Act (DSG NW).
We are also required to process your personal data for statistical purposes. The legal basis for this is: Article 6(1)(c) of the GDPR in conjunction with Section 25(1) of the North Rhine-Westphalia Housing Act (WFNG NW), No. 15.3.3 of the North Rhine-Westphalia Housing Use Regulations (WNB).
In addition, the processing of your data in accordance with Article 6(1)(a) of the GDPR is also permitted if and to the extent that you have given your consent.
2 Consequences of Failure to Provide Required Data
As a landlord or property manager (authorized representative) of publicly subsidized housing pursuant to Section 17(1) of the WFNG NW, you are legally required to submit your personal data. Please note that violations of the reporting obligation pursuant to Section 27(1)(2) of the WFNG NW constitute an administrative offense and may be punishable by a fine of up to 3,000 EUR, per subsidized apartment/housing unit.
3 Categories of Processed Data
As part of the administrative process, the following categories of data are collected and processed:
a) Master Data/Contact Information:
- e.g., last name, first name, address, phone number, email address (optional information)
b) Information related to housing:
- Information about the rental property (address); location, size, amenities, and condition of the rental apartment; information about the previous tenant, the rent amount (base rent, utilities, costs for heat/heating/energy), and the date the apartment will become available
4 Recipients or Categories of Recipients of the Data
Your data will be disclosed, in accordance with the provisions of the WFNG NW—in particular Section 3—exclusively to NRW.BANK and the Aachen City Region, Office for Building Inspection and Housing Assistance (granting authority). 5 Retention Period & Deletion
Your personal data will be deleted by the Department of Housing, Social Affairs, and Integration of the City of Aachen as soon as it is no longer needed for the purposes of the registration and housing placement process.
Your personal data will be stored in the housing file as data to be collected regarding the occupancy status of the subsidized housing. The files must be retained until the end of the fifth year following the termination of the earmarking, i.e., the date on which the subsidies granted for the construction of the subsidized rental housing are/were repaid, § 25(1) WFNG in conjunction with No. 15 1.1 WNB NW.
If and to the extent that we process your data solely on the basis of the consent you have provided, we will delete your personal data as soon as you revoke your consent to the data processing.
Supplementary Privacy Notice for the Use of Online Forms In addition to the General Privacy Notice for the Use of Online Forms, we provide you with information here regarding the specific processing of your data in connection with your report of a suspected vacancy in residential or commercial retailas part of the online process.
1 Purposes and Legal Basis for Data Processing
We process your personal data solely for the purpose of handling your report and, as part of the investigation and clarification of the case you reported regarding a possible vacancy in residential or retail space, to be able to ask you any follow-up questions that may arise.
The legal basis for the processing of your personal data is Article 6(1)(a) of the GDPR—that is, the written consent you voluntarily provided to us for the processing of your data.
2 Consequences of Failure to Provide Required Data
In general, you may submit a report regarding vacant apartments or commercial spaces anonymously. However, if there are any uncertainties, we will not be able to contact you with follow-up questions.
3 Categories of Processed Data The following categories of data are collected and processed as part of the administrative procedure:
- Contact information, such as first name, last name, address, email address, and phone/cell phone number
4 Recipients or Categories of Recipients of the Data
We do not share your personal data with other government agencies or third parties.
However, the personal data you provide automatically becomes part of the government file. This means that we, as the Department of Housing, Social Affairs, and Integration, may under certain circumstances be legally obligated to disclose your personal data contained in the official file to third parties during the ongoing administrative proceedings—for example, through access to the file—or in any administrative court proceedings that may subsequently follow the administrative proceedings. In such cases, “third parties” may include, for example: the apartment owner, the property manager, owners or managers of commercial retail spaces, attorneys, administrative court staff, and judges.
If you wish to prevent your personal data—which may be included in official records—from being disclosed to third parties in connection with the enforcement of a right to access records in administrative proceedings or in any subsequent proceedings before an administrative court, you may exercise the option to give your consent exclusively for the anonymized processing of your personal data.
5 Retention Period & Deletion
Your personal data will be deleted by the Department of Housing, Social Affairs, and Integration of the City of Aachen as soon as it is no longer needed in connection with the process of investigating a possible vacancy in residential or commercial space—for example, because the suspicion of a vacancy was not confirmed in the specific case or the vacancy has since been resolved.
If and to the extent that we process your data solely on the basis of the consent you have provided, we will delete your personal data as soon as you revoke your consent to the data processing.