Supplementary Privacy Notice Regarding 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 the handling of your application for financial assistance under the Emergency Program for the Creation of Additional Housing through the online application process.
1 Purposes and Legal Basis for Data Processing
We process your personal data to review an application for funding and to administer potential project funding under the Emergency Program for the Creation of Additional Housing using the funds allocated for this purpose in the budget. In the event of a positive decision regarding project funding, we will also process your data in connection with the review and verification of the statements of expenditure you are required to submit, as well as, if applicable, in connection with an informal exchange of information following the completion of the construction project.
The legal basis for the processing of your personal data is Article 6(1)(c) of the GDPR in conjunction with the City of Aachen’s guidelines for the municipal emergency program to create additional housing, dated January 1, 2025 — 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 us your consent.
2 Consequences of Failure to Provide Required Data
Unless you provide us with your personal data, we cannot determine whether the requirements for granting a subsidy for the review of your proposed construction project using funds from the Emergency Program to Create Additional Housing have been met. Consequently, we will not be able to provide you with any financial support or disburse any grant funds to you.
3 Categories of Processed Data
As part of the administrative process, the following categories of data are collected and processed:
- Last name, first name, address, phone number, fax number, email address, and bank account information of the applicant, as well as, if applicable, details regarding the existence of a power of attorney
- Information regarding the type, location, and ownership status of the residential property in question; the type and scope of the planned attic conversion or addition; the expert(s) who will conduct the (planned) assessment; and the (estimated) costs of preparing the assessment report.
4 Recipients or Categories of Recipients of the Data
We do not share your data with third parties. Your data is processed exclusively by the relevant departments of the City of Aachen.
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 application and approval process and, if applicable, for the audit process to verify that the funds were used for their intended purpose.
For data concerning the receipt of cash benefits in accordance with the City of Aachen’s guidelines for the municipal emergency program to create additional housing, effective January 1, 2025, the retention period is 6 years after the case is closed, see Section 59(2) of the North Rhine-Westphalia Municipal Budget Regulation (KomHVO NW). In this context, a case is considered closed once the grant has been disbursed, unless any legal disputes are still pending.
If a claim by the Department of Housing, Social Affairs, and Integration (e.g., a demand for repayment) is still outstanding, the data will be retained for 30 years in accordance with the provisions of the Code of Civil Procedure (ZPO) or the German Civil Code (BGB), because the claims do not become time-barred until then. The period is calculated based on the date of the most recent attempt at enforcement.
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.