If you represent a company:

If the company you represent is in the queue for renting premises or submits an expression of interest, the Landlord and Nyfosa process personal data about you as a contact person in order to administer your place in the queue or your expression of interest.

Categories of personal data

Legal basis
  • Name
  • Other contact details, such as address, email address and phone number

Legitimate interest. The Landlord and Nyfosa have a legitimate interest in being able to administer and manage expressions of interest and the queuing system.

Retention period: Your personal data is processed for this purpose as long as the registered interest remains or until the company you represent is offered a premises.

 

When a company that you represent is offered to rent premises, the Landlord and Nyfosa need to process personal data about you as a representative of the company. Your personal data is processed in order to ensure that you and the company meet the requirements that the Landlord and Nyfosa impose on tenants in order to enter into a lease agreement, e.g. regarding creditworthiness.

Categories of personal data

Legal basis
  • Name
  • Personal identity number
  • Other contact details, such as address, email address and phone number
  • Credit information (if Nyfosa finds it appropriate)
  • Information from debt collection companies (if Nyfosa finds it appropriate)
  • Information from the Swedish Enforcement Authority (Sw. Kronofogdemyndigheten) (if Nyfosa finds it appropriate).
  • Various certificates of relevance (e.g. employment certificate)

Legitimate interest. The Landlord and Nyfosa need to process your personal data in order to evaluate that the company you represent is a suitable tenant to enter into an agreement with.

Legal basis for storing credit information

Legitimate interest: If you have been refused a lease agreement, Nyfosa has a legitimate interest in saving credit information, information from debt collection companies and authorities in order to be able to defend any legal claims.
Retention period: Your personal data which is processed for this purpose is retained as long as the data is up to date and relevant for the lease process. Credit information and information from debt collection companies and authorities are not stored.

During the time that the company you represent is renting premises, the Landlord and Nyfosa will process personal data about you as a representative in order to administer the lease agreement.

Categories of personal data

Legal basis
  • Name
  • Personal identity number
  • Other contact details, such as address, email address and phone number
  • Potential data from public registers
  • Data collected in the event of disturbance cases or other irregularities in the premises

Legitimate interest. The Landlord and Nyfosa process personal data about you as a representative of a company in order to fulfil and administer the agreement entered into with the company you represent.

Retention period: Your personal data is processed for this purpose for the duration of the lease agreement and for a maximum of 24 months after the tenant has left the rented premises in order to establish, defend or exercise any legal claims.

The Landlord and Nyfosa may process personal data about you if you have received keys in electronic key systems to gain access to the common areas of the property.

Categories of personal data

Legal basis
  • Name
  • Other contact details, such as address, email address and phone number
  • Role/title
  • Key receipts

Legitimate interest. The Landlord and Nyfosa process personal data based on our legitimate interest to manage access to premises or common areas.

Retention period: Your personal data is processed for this purpose until you return the key.

If the company you represent is in a queue for a parking space or for another right of use or makes an expression of interest for a parking space or another right of use, the Subsidiary/Landlord and Nyfosa process personal data about you as a contact person in order to administer your place in the queue or expression of interest.

Categories of personal data

Legal basis
  • Name
  • Other contact details, such as address, email address and phone number

Legitimate interest. The Subsidiary/Landlord and Nyfosa has a legitimate interest in being able to administer and manage expressions of interest and the queuing system.

Retention period: Your personal data processed for this purpose as long as the registered interest remains or the company you represent has been offered a parking space or another right of use.

When a company that you represent is offered a parking space or another right of use, the Subsidiary/Landlord and Nyfosa need to process personal data about you as a representative of the company. Your personal data is processed to ensure that the company you represent meets the requirements set by the Subsidiary/Landlord and Nyfosa in order to enter into a parking space or another right of use agreement.

Categories of personal data

Legal basis
  • Name
  • Personal identity number
  • Other contact details, such as address, email address and phone number

Legitimate interest. The Subsidiary/Landlord and Nyfosa need to process your personal data in order to evaluate that the company you represent is suitable to enter into an agreement with.

Retention period: Your personal data processed for this purpose will be retained for as long as it is up to date and relevant for the purpose of concluding a parking space or another right of use agreement.

During the time that the company you represent has a parking space or another right of use, the Subsidiary/Landlord and Nyfosa will process personal data about you as a representative in order to administer the agreement.

Categories of personal data

Legal basis
  • Name
  • Personal identity number
  • Other contact details, such as address, email address and phone number
  • Potential data from public registers

Legitimate interest. The Subsidiary/Landlord and Nyfosa process personal data about you as a representative of a company in order to fulfil and administer the agreement entered into with the company that you represent.

Retention period: Your personal data is processed for this purpose for the duration of the contractual relationship and for a maximum of 24 months after the tenant has left the rented object in order to establish, defend or exercise any legal claims

In exceptional cases, Nyfosa or the Subsidiary/Landlord uses camera surveillance on the property and/or the premises. When camera surveillance is being used, this is indicated by signs inside and/or outside the property. Camera surveillance is used to provide security by preventing crime and other disturbances.

Categories of personal data

Legal basis
  • Image and video

Legitimate interest. The Subsidiary/Landlord and Nyfosa process personal data about you as a result of camera surveillance for the legitimate purpose of being able to prevent and deter crime and other disturbances in connection with premises.

Retention period: The recorded material is stored for a maximum of 72 hours. In some cases, the material may be stored for a longer period in order to establish, defend or exercise any legal claims.

If Nyfosa sells the real estate company which is the Landlord of the company that you represent or which the company you represent has previously had a lease or another right of use agreement with, personal data may be processed and transferred to the buyer. Nyfosa also continues to process your personal data for some time after the sale has been completed.

Categories of personal data

Legal basis
  • Name
  • Personal identity number
  • Other contact details, such as address, email address and phone number
  • Potential data from public registers
  • Data collected in the event of disturbance cases or other irregularities on premises

Legitimate interest. Nyfosa processes your personal data to manage the sale and transfer of your agreement from the seller to the buyer.

Retention period: Your personal data is processed for this purpose for up to 18 months after the sale is completed. Your personal data may also be stored in order for Nyfosa to be able to establish, defend or exercise any legal claims in connection with the sale.

When you are in contact with Nyfosa by phone or email and thereby provide personal data, your personal data is processed in order to handle your requests and offer you adequate service.

Categories of personal data

Legal basis
  • Name
  • Other contact details, e.g. email address and phone number
  • Other information provided by you when you contact Nyfosa

Legitimate interest. Nyfosa processes your data to be able to offer adequate service when you contact Nyfosa and to be able to process requests as needed.

Retention period: Your personal data is processed for this purpose for a maximum period of twelve (12) months.

Nyfosa processes personal data about you if you, during your visit at Nyfosa, connect to the network in Nyfosa’s premises.

Categories of personal data

Legal basis
  • IP address (if you connect to Nyfosa’s network)
  • Location information (if you connect to Nyfosa’s network)
  • Other information you provide in connection with your contact with Nyfosa

Legitimate interest. Nyfosa processes your data to be able to offer adequate service and to be able to process requests as needed when you visit our premises.

Retention period: Your IP address and location information are stored for three (3) months.

Nyfosa processes personal data when you contact Nyfosa via our digital channels (e.g. our website or our social media platforms such as LinkedIn and X (former Twitter)) in order to be able to handle your inquiries and offer you adequate service. Depending on your choices and settings regarding cookies when you visit Nyfosa’s website, some personal data may be collected for statistical purposes. Read more about Nyfosa’s use of cookies in Nyfosa’s cookie-policy.

Categories of personal data

Legal basis
  • Username (when contacting via social media)
  • IP address (if you visit the website)
  • Location information (if you visit the website)
  • Other information provided by you in connection with the contact with Nyfosa, such as name, email address and phone number

Legitimate interest. Nyfosa processes your data to be able to offer adequate service when you contact Nyfosa and to be able to process requests as needed.

Retention period: Your personal data processed for this purpose is deleted annually. Your IP address and location information are stored for up to 14 months.

Nyfosa and the Subsidiary process personal data about you if you enter into an agreement with Nyfosa and/or the Subsidiary as a representative of a supplier or partner or if you are a contact person for such a supplier or partner.

Categories of personal data

Legal basis
  • Name
  • Other contact details, e.g. email address and phone number
  • Role/title

Legitimate interest. Nyfosa and the Subsidiary process your personal data for the legitimate interest of being able to administer and fulfil the agreement with the supplier or partner that you represent or are a contact person for.

Retention period: Your personal data is processed for this purpose for the duration of the contractual relationship and also after the contractual period to the extent necessary for Nyfosa’s/the Subsidiary’s legitimate interest in retaining contractual history.

When you submit your personal data, or when someone else submits information that contains your personal data or that can indirectly identify you, in Nyfosa’s whistleblower function, Nyfosa processes your personal data in order to handle the submission and investigate the potential misconduct or malpractice. Information submitted to the function may also include personal data of third parties and during the investigation, Nyfosa may process personal data of other persons who are linked to the potential misconduct or malpractice. More information about Nyfosa’s whistleblower function can be found here.

Categories of personal data

Legal basis
  • Name if provided
  • Other contact details, e.g. email address and phone number if provided
  • Other information provided to the whistleblower function that constitutes personal data such as some parts of the description of the incident
  • Other information handled during the investigation such as witness statements that include personal data
  • Information about the consequences of the investigation
 Legal obligation. If the subject of the reported matter falls under the Swedish Act (2021:890) on the Protection of Persons Reporting Irregularities (the “Whistleblower Act”), personal data is processed to comply with the provisions of the Whistleblower Act.

Legitimate interest. If the subject of the report does not fall under the Whistleblower Act, Nyfosa has a legitimate interest to process personal data to ensure that Nyfosa’s business is carried out in compliance with applicable laws and Nyfosa’s ethical guidelines and to handle HR related implications.

Legal basis for sensitive personal data
The establishment, exercise or defence of legal claims. If Nyfosa processes sensitive personal data about you in connection with a whistleblower case, e.g. health data or criminal data, Nyfosa does so, depending on the situation, because the processing is necessary for reasons of substantial public interest, or is necessary for the purposes of carrying out the obligations and exercising specific rights in the field of employment, or is necessary in order to establish, defend or exercise a legal claim.

Retention period: Personal data will normally be stored for 30 days from the completion of the investigation but in no case longer than two years unless further storage is necessary due to the Whistleblower Act or other legislation, or if storage is necessary to establish, defend or exercise legal claims. Personal data that is not relevant for the investigation will be deleted without undue delay.

Nyfosa processes your personal data in order for Nyfosa to be able to fulfil legal obligations such as the storage obligation under the Swedish Accounting Act.

Categories of personal data

Legal basis
All personal data described above that may be relevant to the legal obligation.

Legal obligation. Nyfosa processes your personal data to the extent required to fulfil our legal obligations.

Retention period: Your personal data is processed for this purpose as long as Nyfosa has a legal obligation to process it. For example, according to the Swedish Accounting Act, Nyfosa has an obligation to store your personal data up to and including the seventh year after the end of the calendar year in which the financial year ended.