Supplementary Privacy Notice Regarding the Use of Online Forms
In addition to the General Privacy Notice regarding the use of online forms, we hereby inform you about the specific processing of your data in connection with your report of a suspected misuse of residential space pursuant to Section 12 of the Act to Strengthen the Housing Sector in North Rhine-Westphalia (Housing Strengthening Act—WohnStG NW) in conjunction with Section 3 of the Statute on the Protection and Preservation of Housing in Aachen (Aachen Housing Protection Statute) dated February 18, 2022, as part of the online procedure.
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 the possible misuse of residential space, to be able to ask you any questions that may arise.
The legal basis for the processing of your personal data is Article 6(1)(c) of the GDPR in conjunction with § 12 of the Housing Strengthening Act (WohnStG NW)/§ 3 of the Aachen Housing Protection Bylaw—in each case in conjunction with Section 3 of the North Rhine-Westphalia Data Protection Act.
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
In principle, we can process your report of a possible misuse of residential space even if it is submitted anonymously. However, if anything is unclear, we will not be able to contact you with follow-up questions.
3 Categories of Processed Data
As part of the administrative process, the following categories of data are collected and processed:
Contact Information:
- e.g., first name, last name, address, email address, 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 property owner, the property manager, attorneys, administrative court staff, and judges.
If you wish to prevent your personal data, which is part of the official records, from being disclosed to third parties—possibly 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 as part of the process to investigate a possible misuse of residential space—for example, because the suspicion of misuse is not confirmed in the specific case or because the misuse of the residential space has ceased.
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.