AktivBo - Data privacy information

Data privacy information

Who is collecting my data?
BizSpace Ltd (BizSpace) will be the data controller of all data collected through the tenant survey. BizSpace is part of the Sirius Facilities GmbH group (Sirius Facilities). Your data may be shared to Sirius Facilities for the purpose of responding to your queries and Sirius Facilities will use your data as outlined in this privacy notice. BizSpace have commissioned AktivBo to conduct our tenant survey. AktivBo are a service provider for tenant surveys and will be conducting the survey and processing the data on BizSpace's behalf. For this purpose, BizSpace has sent a list of names, postal addresses, and other administrative details in encrypted form to AktivBo. AktivBo handles the data carefully in accordance with all applicable data protection legislation (including the Data Protection Act and UK General Data Protection Regulation (UK GDPR)). Your data will not be processed for purposes other than undertaking the tenant survey. Further processing of your data for the purpose of benchmarking will only take place after anonymisation of your data. AktivBo uses service providers by way of order processing for the provision of services, in particular for the provision, maintenance, and care of IT systems. Further details, and AktivBo's privacy policy can be found here.

Why is this data being collected?
The purpose of the data processing is to conduct the tenant survey in order to assist BizSpace in understanding our customers and improving our service. The legal basis for collecting personal data under the customer survey is legitimate interest, specifically BizSpace's legitimate interest in collecting customer satisfaction information under Article 6 (1) (f) of the UK GDPR. If you do not wish to provide data, or you object to the processing of your data, you may not be able to complete the survey which may limit our ability to measure satisfaction and to improve our service.

How does this survey work? Am I anonymous?
All survey participants receive a standardised questionnaire with a random number. This number was assigned individually to all survey participants and the assignment was made by AktivBo independently of BizSpace. This number is independent of the data of the survey participants and is not known to BizSpace. This means that the survey participants are anonymous to BizSpace and its employees. The results of the survey will therefore be communicated to BizSpace in an anonymous manner. BizSpace will not establish a connection between a tenant and the survey result and will not ask AktivBo any questions in this regard. Only AktivBo can assign names and random numbers and thus send reminders to survey participants who have not yet taken part. AktivBo arranges for the online questionnaires to be sent out.

How long is this data kept for?
The data will be stored for the duration of the survey. After completion of the survey, and at the latest after one hundred working days, all personal data is deleted. AktivBo confirms the deletion to BizSpace.

How does BizSpace know that there is a need for improvement in the property I rent?
The survey results can be assigned to regions and properties. This gives BizSpace the opportunity to initiate targeted measures to meet the needs of the survey participants. For properties in which fewer than five tenants took part in the survey, no survey result is displayed. AktivBo provides BizSpace with the survey results in anonymised and grouped form, so that assessments of individual tenants are not recognisable.

Contact Details
You can send your questions about data protection to datenschutz@siriusfacilities.com.

Sirius Facilities GmbH can be contacted as follows:
E-mail: datenschutz@siriusfacilities.com
Address: Sirius Facilities GmbH Lennéstrasse 3 10785 Berlin

Data transfers and automatic decision making
Your data will only be transferred outside of the UK where there are appropriate safeguards in place. This includes transfers to AktivBo in the European Union. Data transfers to the European Union are permitted in UK data protection law because the European Union provides an equivalent level of protection for use of your data as provided in the UK. For further information on data transfers please contact us using the contact details set out above.

BizSpace does not use any automated decision-making processes.

Your rights
You have rights regarding the personal data we store on your behalf. These are:

  • The right to access a copy of your personal data.
  • The right to object to processing.
  • The right to have your personal data corrected and completed if it is inaccurate or incomplete.
  • The right to have your personal data erased, unless BizSpace is legally obliged or entitled to further processing or retention.
  • The right to object to the processing insofar as the data processing is carried out for the purpose of direct marketing or profiling. If the processing is carried out on the basis of a balance of interests, you may object to the processing by stating the reasons arising from your particular situation.
  • The right to revocation of consent for processing if data is processed on the grounds of consent.
  • The right to lodge a complaint with a supervisory authority for data protection, which in the case of the UK is the Information Commissioner's Office www.ico.org.uk.

In order to discuss any of your rights in relation to your data please use the contact details set out above.

Further Information
If you are looking for more information on how we process your personal data please use the contact details set out above or access the BizSpace website privacy policy which can be found here.

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