Processing of customers’ personal data

Heka is the controller of your personal data

As the data controller, Helsingin kaupungin asunnot Oy (Heka) is responsible for ensuring that the personal data of you, the customer, is processed in the manner required by data protection legislation.
 

On what basis do we process your personal data?

Tenancy

We process your personal data to implement the tenancy and the rights and obligations associated with it. During your tenancy, the processing of your personal data is based on a statutory obligation and the rental agreement between you and Heka.

We need your personal data in the following matters related to the tenancy to offer you the best possible living experience:

• monitoring of rent and other payments
• maintenance of the register of occupants
• electronic defect notifications and their processing
• monitoring of apartment-specific consumption and energy data
• measures related to the maintenance and repair of the apartment
• key management
• parking space, sauna and laundry room booking
• door opening service
• communications about repairs to the apartment or property
• communications related to the tenancy
• information related to customer service
• delivery of rent receipts
• measures related to the collection of rent and other costs related to the apartment
• feedback and customer satisfaction surveys.

In addition to this information, we process your health information related to the coronavirus pandemic as sensitive data if you provide this information to Heka during your communications with us (e.g. during a phone call or in a defect notification). Heka will only process this health information for the duration of the coronavirus emergency. 

Newsletter mailing list

When you join the newsletter mailing list, your personal data will be processed based on your consent. You will give your consent in writing when you subscribe to the newsletter mailing list using the form on Heka’s website.

We use the personal data you provide to send you newsletters at regular intervals. The newsletter provides up-to-date information on Heka’s operations, housing and tenant activities, among other things.

If you no longer want to receive the newsletter, you can unsubscribe from the mailing list at any time via the unsubscribe link in the newsletter.

Apartment Exchange Market (Asunnonvaihtopörssi in Finnish)

We store your personal data in the Apartment Exchange Market so that we can maintain your username and allow you to file an apartment exchange notice, receive messages from other users or the Apartment Exchange Market and respond to apartment exchange notices submitted by others. 

Ekoekspertti mobile application

In the Ekoekspertti mobile application, you can participate in the development of environmental matters in your housing community in a digital environment. Once you have registered as a user of the Ekoekspertti mobile application, we will process your personal data for the following purposes:

• provision of the application and management of the user relationship
• development of the application and its content
• personalisation of the application and its content
• realisation of the functionality of the application and its technical development
• realisation of the safety of Heka and the users of the application, prevention of misuse in the application
• user and application communications.

Additionally, the processing of personal data is based on the terms of use of the application, which you accept when you register as a user. 

Customer service units’ camera surveillance

The customer service units of Heka’s regional offices carry out camera surveillance. Our customer service units use camera surveillance to ensure the safety of our employees and customers visiting the customer service unit.

We process the video recordings of the camera surveillance based on a legitimate interest.

The camera surveillance in the customer service units is not targeted at individuals but at the customer service premises in general.
We only look at the customer service camera surveillance recordings when investigating disturbances.

Personal data collected on you

Tenancy

We collect the name, personal identity code, contact information and the dates of moving in and out of the main tenant and the main tenant’s partner or spouse. 

For other adult customers living in Heka’s buildings, we collect the name, date of birth, contact information and dates of moving in and out.

For underage customers living in Heka’s buildings, we collect the name, date of birth and dates of moving in and out.

During the tenancy, we also collect the following necessary personal data:

• information on the rental agreement  
• changes in housing and tenancy (e.g. change in family size, notice for the register of occupants, sublease permit, lease transfer, termination of the rental agreement)
• key returns
• parking space, sauna and laundry room booking
• defect notifications you have made and maintenance and repair work carried out in the apartment
• information on replacement and evacuation housing
• information on apartment exchanges
• complaints regarding living in your apartment and notices and warnings issued
• information on the payment of rent
• debt collection and eviction measures
• customer transaction information.

During the tenancy, we collect the following sensitive personal data:

• coronavirus-related health information for the duration of the coronavirus emergency.

Newsletter mailing list

When subscribing to the newsletter mailing list, you must provide at least your email address.

If you wish, you can also provide the following personal data when subscribing to the mailing list:

• your name
• the regional office in whose area of operation you live
• background information on your tenant activity.

Apartment Exchange Market (Asunnonvaihtopörssi in Finnish)

When you register for the Apartment Exchange Market, we will collect the following personal data on you:

• username
• email address
• latest login information.

If you wish, you can also provide your telephone number when registering for the Apartment Exchange Market.

Ekoekspertti mobile application

In the Ekoekspertti mobile application, we process the following personal data:

• your email address
• your username
• the Heka property you live in
• the challenges you have completed.

Customer service units’ camera surveillance

The camera surveillance footage of the customer service units is stored. 

Disclosure of your personal data

Heka may disclose your personal information to third parties in, for example, the following situations:

• Heka may disclose your personal information to Kela in matters related to the payment of rent and subsidies on the basis of law.
• Heka may disclose your personal data to the social authorities so that they can provide housing consultation services and assess the need for social services on the basis of law or your consent.  
• Heka may disclose your personal data to the City of Helsinki Housing Services for apartment exchange on the basis of law. 
• Heka may disclose your personal data to other authorities on the basis of the right of access to information under the relevant law.
• Heka may disclose your personal data when required by law, for example in connection with legal proceedings. 
• Heka may disclose your personal data to an insurance company for the purpose of processing claims for damages.
• Heka may disclose your personal data to trusted service providers who act as processors of personal data on Heka’s behalf and in accordance with Heka’s instructions. Such service providers include Heka’s debt collection partners, key management partners, IT system service providers and contractors, among others.
• Heka may disclose the list of occupants to the building committee for the purpose of the tenant meeting based on law. 
• Heka may disclose your personal data for scientific research or statistics.
• When you are moving out, Heka may disclose your contact information to the new resident for the purpose of showing the apartment if you give your consent.
• Heka will not disclose the personal data you provide in the Apartment Exchange Market to third parties.
• Heka may share the points you have gained in the Ekoekspertti mobile application to other users of the application for the purpose of completing community challenges and to display point rankings.

International data transfers

Heka will not process your personal information outside the European Union or the European Economic Area.

Retention of your personal data

Heka will only retain your personal information for as long as it is necessary. The determination of the retention period is influenced by the purpose of the use of the personal data and legislation.

Typically, Heka will retain your personal data throughout the duration of your customer relationship, after which the processing of your personal data may still be necessary for billing, debt collection and legal measures, for example.

We will retain the personal data you provide for the newsletter mailing list for as long as you wish to receive our newsletter.

The personal data you provide for the Apartment Exchange Market will be retained for as long as your username is active. Passive usernames are automatically deleted after three months from the last login.   

In the Ekoekspertti mobile application, we will retain your personal data for as long as you use the application. After that, it may be necessary to retain your personal data for implementation of legal measures, for example.

We retain the surveillance footage from our customer service units for 14 days from the time of recording, unless it is necessary to retain the footage for a longer period for reasons related to the implementation of the recording.

Your data protection rights

You have the right to access your personal data. You may correct and update your personal data. It is always easiest to correct and update personal data at Heka’s customer service unit.

You have the right to request the deletion of your data. However, Heka cannot delete all data, as some of your personal data is necessary to exercise the rights and obligations related to the tenancy. Living in Heka’s buildings requires the processing of personal data.

You have the right to restrict the processing of personal data within the limits of applicable data protection legislation.

If you want to access your personal data, please fill in this form. After you have submitted the form, Heka will verify your identity through an electronic signature service. You can also make an access request at Heka’s customer service unit, in which case you must have your ID with you.

Heka will strive to send you your personal data by email within 30 days of receiving the access request.You have the right to transfer your personal data to another controller within the limits of applicable data protection legislation. This applies to your personal data that has been collected with your consent or based on your tenancy. You do not have the right to transfer your personal data if the processing of your personal data is based on law.

You have the right to complain to the national data protection authority if you feel that Heka has violated data protection legislation in processing your personal data. In Finland, the complaint should be addressed to the Data Protection Ombudsman.

Protection of your personal data

Heka has the appropriate IT and administrative data security measures in place to protect your personal data. All people who have access to your personal data are bound by the duty of confidentiality.

Heka also requires proper data security from its partners. 

Do you have questions about data protection?

Legal Counsel Jenna Yli-Arvo acts as Heka’s data protection officer (DPO).

You can contact the data protection officer by email at tietosuoja(a)hekaoy.fi if you have any questions about our data protection practices.