Privacy policy

Who is responsible for your data

The roles depend on the data.

For the data of candidates (people who send a rental request) and of tenants, the data controller is the lessor concerned. The lessor's name appears in the listing, then in your lease. A Zesty Solution SRL acts as processor: it processes this data on behalf of the lessor and according to the lessor's instructions.

For the contact form, the server logs and the visit data of the website, A Zesty Solution SRL is the data controller. Its registered office is at Rue Prairie Coppée 23, 7110 La Louvière, Belgium (company number 1017434384).

The data we process

• Rental request: your contact details (name, email address, phone number, postal address), the desired start date, the options and the co-tenants you add, and your message.
• Lease and tenant portal: identity, contact details, rented unit, rent, rental deposit, inventory of fixtures, payments, documents and messages exchanged with the lessor.
• Portal account: username, password kept in protected form, login dates.
• Contact form: name, email address and message.
• Server logs: IP address, date, pages requested, browser type.
• Website visits: visit statistics, collected by a tool built into the platform and hosted on our servers.

Each lessor can link its bank accounts to the platform. Bank transactions may then contain a tenant's name. This connection is described on separate pages: privacy of the bank connection and terms of the bank connection.

Why we use this data

• To handle your request and prepare the lease with the lessor.
• To manage the lease, the rents and the tenant portal.
• To answer your messages.
• To keep the website secure and running.
• To meet our legal obligations, in particular accounting ones.
• To measure the traffic of the website.

A rental request does not create a lease. We do not sell your data. We do not run advertising and no decision is made about you automatically.

On what basis we process your data

• For candidates and tenants: the steps taken before the lease is signed, then the performance of the lease, according to the lessor's instructions.
• For our accounting and legal obligations: the law.
• For the contact form, the security of the website and the measure of its traffic: our legitimate interest in running and protecting the website, and in answering the people who write to us.

You can object to processing based on legitimate interest.

How long we keep it

• Request and application: as long as the rental process needs it. They are deleted on request, or after 12 months without a lease.
• Lease data: for the legal retention periods, which are 10 years for accounting documents in Belgium.
• Contact form messages: 24 months.
• Server logs: 12 months.

Who we share it with

• The lessor concerned and its team.
• Our host, Contabo GmbH (Germany).
• Our email provider, Zoho Corporation B.V. (Amsterdam), whose data centres for European accounts are located in the Netherlands and Ireland.
• The bank connection provider, only if the lessor has turned it on for its accounts.
• Public authorities, when the law requires it.

These providers use the data only to provide their service to us. We do not give your data to third parties for commercial purposes.

Where your data is

The servers, the backups and the email service are located in the European Union. We do not transfer data outside the European Union. If a provider ever had to, we would rely on the safeguards provided by the GDPR.

Cookies

The website uses only technical cookies: session, language and protection against forged forms (CSRF). It also uses the visit tool of the platform, which sets its own cookies, on our own domain. There is no third-party tracker and no advertising. For this reason, the website does not display a consent banner.

You can delete cookies in your browser settings. The website will work less well without the technical cookies.

Your rights

You can ask for access to your data, its rectification, its erasure, the restriction of processing, its portability, or object to a processing.

For candidate and tenant data, you can contact the lessor or us. We will pass your request on to the lessor and help the lessor to answer it. We answer within one month. We may ask you for proof of identity.

Some data must be kept to comply with the law: we cannot erase it before the end of the legal period. To exercise a right, write to contact@spotonloc.com, stating your name and the email address used on the website.

Complaint

If you think your rights are not respected, you can lodge a complaint with the Data Protection Authority (Autorité de protection des données), Rue de la Presse 35, 1000 Brussels, www.autoriteprotectiondonnees.be.

Security

The connection to the website is encrypted. Access to data is limited to the people who need it, and the data is backed up. No system is perfect: in case of a data breach, we inform the people and the authorities concerned as the law requires.

Changes

We may change this policy. The date of the current version is at the top of the page. For an important change, we say so on the website.

Contact

For any question about your data: contact@spotonloc.com.