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AFI Europe Privacy Notice

How We Collect, Use and Protect Your Personal Data Across Our Services and Properties

  1. Who We Are and What This Notice Covers

AFI Europe N.V. (“AFI Europe”, “we”, “us”) respects your privacy and is committed to protecting your personal data in accordance with applicable data protection laws, including the EU General Data Protection Regulation (GDPR).

This Privacy Notice explains how we collect, use, share and protect your personal data in connection with our activities, including:

  • Operating our website and online platforms,
  • Responding to inquiries and rental applications,
  • Managing tenancy relationships,
  • Maintaining safety on our properties (e.g., CCTV),
  • Conducting recruitment processes.

 

It applies to website visitors, tenants, residents, prospective tenants, visitors to our properties, and job applicants. Please also refer to our separate Cookie Policy to understand how we use cookies and similar technologies on our website.

If you have any questions about this Notice, you can find our contact details in the section “Contact Us”.

  1. Personal Data We Collect

We collect different types of personal data depending on how you interact with us.

You may give us personal data when you fill out a form on our website, contact us, apply to rent an apartment, visit one of our properties, or apply for a job. This may include your name, contact details, rental preferences, and any other information you choose to share.

We also collect some information automatically when you visit our website, such as your IP address, browser type, device details, and pages viewed. If you interact with our online ads or social media posts, we may receive data about those interactions from the relevant platform.

If you find one of our properties on a real estate website and submit a form there, we may receive your contact details and message from that platform.

If you are in the process of renting a property with us, we may ask for personal data to prepare or review the rental agreement: for example, identification documents, address, employment information, and financial details. If you become a tenant, we continue to process data such as your lease details, payment history, and maintenance requests.

When you visit our properties, your image may be captured by CCTV for safety and security purposes.

Job applicants may provide CVs, cover letters, and other details during the recruitment process.

  1. Why We Process Your Data

We only use your personal data when we have a valid legal reason to do so. These are the main reasons why we process your data:

To enter into or carry out a contract with you

We need personal data to prepare, sign, and manage rental agreements or other contracts. This includes verifying your identity, handling payments, and staying in touch about your tenancy.

To comply with the law

In some cases, we are legally required to process your data. For example, we may need to keep financial records, report to public authorities, or respond to legal obligations.

To protect our legitimate interests

We use personal data for tasks like managing our properties, responding to inquiries, maintaining security (including CCTV), and improving our services. When we rely on this basis, we always consider your rights and interests.

When you give us your consent

If you sign up to receive marketing updates or newsletters, we will only send them with your consent. You can withdraw this at any time by using the unsubscribe link or contacting us.

  1. How We Collect Your Data

We may collect personal data in the following ways:

Directly from you  

You may provide data when you contact us, fill out a form on our website, apply to rent an apartment, sign a contract, apply for a job or otherwise when you engage us voluntarily.

Automatically from your device  

When you visit our website or interact with our emails, we collect certain technical data such as IP address, browser type, and pages viewed. Please refer to our Cookie Policy for more details.

From third-party platforms  

If you submit your details through a real estate website or interact with our online ads, we may receive your data from those platforms. This includes real estate portals, search engines, and social media platforms such as Facebook or TikTok. In these cases, we receive only the information needed to follow up on your request or interest. Please note that the privacy policies and terms of those third-party platforms may also apply, and we encourage you to review them when engaging through those channels.

From other parties involved in a contract  

In some cases, a customer or tenant may provide us with your data—for example, if you are a co-tenant or resident listed in a rental agreement. We rely on them to ensure they have your permission where needed.

  1. Who We Share Your Data With

We sometimes share your personal data with other parties when it’s necessary for our work. This includes:

  • Service providers who help us run our business, such as IT support, cloud hosting, marketing tools, and payment processors  
  • Companies in the AFI Europe group, if needed to provide services or manage properties  
  • Partners and contractors who help us handle property rentals, customer communication, or maintenance  
  • Public authorities or regulators, when we are legally required to do so

When we share data with external service providers, we ensure they only use it on our instructions and protect it in line with legal requirements.

Some of these service providers or tools may be based outside the European Economic Area. In those cases, we make sure appropriate safeguards are in place, such as standard contractual clauses approved by the European Commission.

  1. How Long We Keep Your Data

We keep your personal data only for as long as necessary to achieve the purposes described in this notice, unless the law requires us to keep it longer.

The exact retention period depends on the type of data and how it’s used. For example:

  • If you contact us through a form but don’t become a tenant, we may keep your inquiry for a limited time to respond and follow up  
  • If you rent with us, we keep your data for the duration of the contract and for a period afterward, to meet tax, legal, or property management obligations  
  • CCTV footage is kept only for a short period, unless needed to investigate an incident  
  • Job applicant data is usually kept for a limited time after the recruitment process ends

We regularly review our retention periods and delete or anonymize data when it’s no longer needed.

  1. How We Protect Your Data

We take the security of your personal data seriously. We use a combination of technical tools and internal processes to protect it from unauthorized access, loss, or misuse.

This includes limiting access to personal data only to those who need it, keeping our systems up to date, and training our staff on data protection. We also require our service providers to meet high standards of data security when they handle your information on our behalf.

While no system is 100% secure, we regularly review our practices to reduce risk and protect your privacy.

  1. Automated Decision-Making

We do not use automated decision-making that has a legal or significant effect on you—such as automatically approving or rejecting rental applications without human involvement.

We may however use tools that help us personalize our communication based on your preferences or activity, for example by showing you relevant properties or offers. This type of profiling does not affect your rights or access to our services.

You can object to the use of your data for marketing purposes at any time.

  1. Your Rights 

You have rights over your personal data. These include the right to:

  • Access the data we hold about you  
  • Ask us to correct or update inaccurate or incomplete information  
  • Ask us to delete your data in certain situations  
  • Object to how we use your data, especially for marketing  
  • Ask us to limit or pause how we use your data  
  • Request a copy of your data in a portable format  
  • Withdraw your consent at any time, if we are processing your data based on consent

If you want to exercise any of these rights, please contact us using the details below. We may ask for proof of identity to protect your data.

You also have the right to file a complaint with the Data Protection Authority, but we encourage you to contact us first so we can try to resolve your concern.

  1. Contact Us

If you have any questions about this Privacy Notice or how we handle your personal data, you can contact us:

By email: dataprotection@afi.global  

By post: AFI Europe N.V., Herengracht 456, 1017CA Amsterdam, The Netherlands

  1. Additional Information for Specific Groups

This section gives extra clarity depending on how you interact with us:

  • Visitors to Our Properties  

If you visit one of our buildings, your image may be captured by CCTV for safety and security purposes. We use this data only to maintain a secure environment and, if necessary, investigate incidents.

  • Wi-Fi Users at Our Properties  

If you use guest Wi-Fi provided on our premises, certain technical information—such as your device identifier, connection time, and activity logs—may be processed for security monitoring, troubleshooting, and to provide the service.

  • Residents (not listed on the rental agreement)  

In some cases, a tenant may provide your details if you live in the apartment but are not listed on the agreement. We use this information only for essential communication (e.g. safety or building updates) and rely on the tenant to ensure you’re informed.

  • Children  

Our services are not directed to children under the age of 16. We do not knowingly collect personal data from children unless required for legal or contractual reasons (for example, in connection with a tenant’s household). If we become aware that we have collected personal data from a child without appropriate consent or legal basis, we will delete it.

  • Job Applicants  

We process your application data to manage recruitment and may retain it for a limited period after the process ends, unless you request otherwise.

  • Contractors, Service Providers, and Their Employees  

If you work with us as a contractor or service provider, we may collect your contact details and other relevant business information to manage our relationship and perform contractual obligations.

  • Business Partners and Associates  

We may process your professional contact information as part of our ongoing cooperation or communication. This includes representatives of suppliers, corporate clients, or collaboration partners.

  1. Direct Marketing

With your permission, we may contact you from time to time with updates about our properties, services, or special offers that may interest you.

We will only send marketing messages (such as emails, text messages, or promotional calls) if you have given us clear consent to do so. This applies even if you already use our services.

You can change your mind at any time. Our messages will include an option to unsubscribe, or you can contact us directly to opt out. Choosing not to receive marketing won’t affect your access to our services.

We do not share pr sell your personal data with third parties for their own marketing purposes.

  1. Changes to This Privacy Notice

We may update this Privacy Notice from time to time, for example to reflect changes in our services, legal obligations, or how we use personal data.

If we make any significant changes, we’ll let you know, either on our website or, if appropriate, by contacting you directly.

We encourage you to review this notice occasionally so you stay informed about how we protect your privacy.