Privacy and Terms
Introduction
Your privacy is important to us, which is why we have prepared this privacy policy to describe how we process and protect your data. This policy also contains information about your rights as a data subject.
Controllers
Notar Sverige AB, corporate ID number 556783-6316, address Artillerigatan 42, 114 45 Stockholm, is a franchisor (hereinafter referred to as “Notar Sweden” in running text). The business consists of franchisees, local estate agent offices (hereinafter referred to as “Estate Agent Offices” in running text)..
Notar Sweden and/or any Estate Agent Offices within the business may process your data in the capacity of controller in accordance with applicable data protection legislation.
Contact details for your local Estate Agent Office can be found via the following link: https://www.notar.se/kontakta-oss
Contact details for head office are as follows:
Email: info@notar.se
Phone: +46 (0)200 275 275
Postal address for matters relating to privacy and personal data:
Personal Data Controller, Notar Sverige AB, Artillerigatan 42, 114 45 Stockholm, Sweden
Who collects personal data?
You may need to directly or indirectly provide your personal data to Notar Sweden and/or our Estate Agent Offices. This may occur in conjunction with the sale or purchase of a home, when you submit an enquiry to indicate your interest in a property, when you use web pages and services that are part of a website administered by Notar Sweden, or when you come into contact with us in some other way, for example by phone, via email or at our viewings.
What is personal data, and which types of personal data do we collect?
Personal data is any information that can be directly or indirectly associated with a living natural person. Examples of personal data include name, address, location data, personal ID number or some other identification number, phone number, email address, IP address and images.
The types of personal data we collect are primarily the personal data you provide to us when you sell or buy a home with us, use our digital services, submit an enquiry to indicate your interest in a property, create a Home Search profile, attend a viewing or subscribe to a newsletter.
This may occur when you contact us by phone or via email or social media, when you attend our viewings or visit our offices, or when you use our website. When data is created through use of our services or when you come into contact with us in a manner described above, information about you may be saved in circumstances where such data is needed to provide you with help and resolve your enquiry, for example when booking a viewing. Such personal data may include, for example, your name, phone number, address or email address. The same applies when you contact us to enquire about or order some other service from us, e.g. with regard to advertising or our viewings, in which case your personal data may be saved in relation to you as the contact person.
In order to comply with requirements prescribed in legislation applicable to estate agents, we also collect certain types of information in conjunction with the sale or purchase of a home. This information primarily relates to you and your home. Such personal data may include your name, personal ID number, phone number, email address, account number and loan details. The data may also include images, address details and other types of information, including information available via public registers.
Your activities on our website, in social media and when you use our digital services may provide us with data on how you navigate in the service and the type of property and geographical area in which you are interested. We may also obtain information from our business partners, e.g. an advertiser may provide us with information about what has happened after you have clicked on a property listing or other advert displayed on our website.
Data collected from someone other than you
When applying to attend a viewing or use our services, or in conjunction with the sale or purchase of a home, a stakeholder or buyer/seller may provide personal data concerning other persons, either in connection with joint attendance of a viewing or in conjunction with the sale or purchase of a home.
In such circumstances, we assume that the party providing this information has received consent to do so from the person to whom the data relates. In order to ensure that your personal data is kept up to date and correct, we may need to obtain information from private and public registers.
Processing and storage of personal data
We use various IT services and IT systems in the course of our business activities. Internally, we process personal data in our real estate agency and sales systems and in our customer database. Some of these systems store information in hardware that is installed locally, in which case access to such data is only available to our own staff. Certain types of data are stored at our external cloud service providers and consultants or in cloud solutions, which means that we transfer personal data to the service provider, in which case the service provider is our processor responsible for processing the data on our behalf, and only in accordance with our instructions and requirements applicable to the processing of personal data.
Business partnerships
Notar Sweden conducts business operations via Estate Agent Offices (franchisees) and business partners. In order to provide property-related services and products with regard to areas such as estate agent services, mortgages, electricity subscriptions, insurance policies, etc., we share personal data with Notar Sweden's group companies and with our business partners. The processing is based on an assessment of legitimate interest and is necessary to facilitate the legitimate interest of Notar Sweden, group franchise companies and our business partners in providing you with property-related services and products. We never sell your data to a third party. We may, however, share your data with our business partners in circumstances where our partner provides a service or delivers a product as part of our offering (e.g. services/products relating to photography of a property, mortgages, electricity subscriptions, etc.), or if you, as our customer, have ordered an optional service (e.g. inspection of a property).
Purpose of our processing
The overall purpose of our processing of your personal data is to enable us to administer your access to and use of our services, and to develop and improve our business operations and your customer experience.
When you have entered into a contract, booked attendance at a viewing, submitted a bid on a property, replied to an enquiry or booked a meeting with us, we use your personal data to send you a confirmation in relation to the matter at hand. Such confirmations are sent to the email address or mobile phone number you have provided. We may also use your personal data to provide you with information about upcoming viewings or offers, or to ask questions about your visit after it has been completed. We also use personal data to enable compliance with our legal obligations, e.g. with regard to accounting records.
Development of our services
We may use personal data to enable analysis, development and improvement of our offers and services. This mainly applies to our digital services in situations where we analyse user behaviour to improve the functionality and performance of such services in order to make them more user-friendly. This primarily occurs through analyses of anonymised data at an aggregated level although, as an exception, personal data may be used in circumstances where this is relevant. We may use information about our users for the purpose of personification. This means that we use data collected about you and your use of our services to customise the appearance of website content when you visit our website, or to provide you, via email, SMS or some other means, with recommendations, customised services and relevant adverts based on your interests and the choices you have made when using our services. This may include recommendations regarding properties or services based on the nature of your visits or interest shown by other users. We also use cookies for the purpose of such personification. For more information about our use of cookies, please see: https://www.notar.se/information/cookie-policy
Marketing
Customer data may be used for marketing purposes by Notar Sweden, Estate Agent Offices or companies outside the group with which Notar collaborates in relation to direct marketing or other advertising via the postal service, email or SMS. In some cases, we share data with our business partners, for example to enable them to customise offers and marketing to you. We enter into data processing agreements to ensure that such business partners process data in accordance with applicable data protection legislation. If you are a buyer or seller, we may contact you to follow up your transaction or check whether you are in need of assistance with a valuation or some other such service. This contact may occur via email, phone or SMS. Prior to sending out a newsletter, your personal data (name, email address) may be transferred to Ungapped (a digital communication platform with tools for newsletter mailings) and Quedro (a CRM system), in which case the data is erased from these systems immediately after the mailing.
Processing, lawful basis and erasure
Your personal data may be processed on the basis of various lawful bases, e.g. to enable performance of our contract with you as our customer, based on consent provided by you, or based on an assessment of legitimate interest. This means that, even if you withdraw your consent, the processing of your personal data may continue based on another lawful basis. The same personal data may be saved in different locations for different purposes. Data that has been culled from one system may remain in another system where it is stored on the basis of another lawful basis or for another purpose for which such data is still needed. Your personal data is not stored longer than necessary to enable fulfilment of the purpose of the processing (please see the information provided further down in this policy). Storage/culling takes place for/after different periods of time, depending on the purpose for which the data is used and our legal obligations. This means that different types of personal data will be saved for different periods of time. We must save certain types of personal data for a longer time in order to fulfil our legal obligations. Below we provide details of the storage period applied in various circumstances. Your personal data is erased or anonymised when the data is no longer relevant in relation to the purpose for which it was collected.
Your right to receive information about the data that has been registered
You have the right to request information from us regarding details of the data we have registered about you and the purpose for which such data has been saved. To request such information, please see the contact details provided under the section above entitled “Controllers”. In order to protect your privacy, we require that you can verify your identity in an appropriate manner when requesting information regarding details of the data we have registered. You can also visit one of our local offices to obtain a register extract, provided you can verify your identity via an appropriate means of identification.
Right to rectification, withdrawal of consent and erasure
You have the right to request rectification of inaccurate personal data we possess concerning you. If personal data is no longer necessary for the purpose for which it was collected, or if you have withdrawn your consent and this is the lawful basis on which the processing is based (see below), you also have the right to request erasure of such personal data. To the extent that our processing of your personal data is based on consent provided by you, you have the right to withdraw your consent at any time. If you withdraw your consent, we will erase the personal data and cease the processing covered by the consent. However, please be aware that our processing may be based on several lawful bases. This means that, even if you withdraw your consent, the personal data in question may remain in our system for other purposes based on other lawful bases.
RRight to object, including in relation to direct marketing
To the extent that our processing of your personal data is based on an assessment of legitimate interest, you have the right to object to our processing. You also have the right to object to processing of your personal data for direct marketing purposes.
Right to data portability
You have the right to request that the personal data you have provided to us be transmitted to another controller in a machine-readable format.
Changes to this privacy policy
This privacy policy may be updated from time to time. The latest version can always be found at: https://www.notar.se/information/sekretess-villkor
Supervisory authority
You always have the right to submit a complaint regarding our processing of your personal data to a competent supervisory authority, which in our case is the Swedish Authority for Privacy Protection (IMY). For relevant contact details, please visit: www.imy.se.
Below we provide details of the storage period we apply to your personal data in various circumstances.
Processing of personal data for prospective buyers
Purpose | Data category | Storage period | From when | Lawful basis | Controller |
|---|---|---|---|---|---|
| Direct marketing | Email address, phone number, address, name | 2 years | From when the object has been sold | Legitimate interest (marketing of services) | Estate Agent Office & Notar Sweden |
| Maintain register of prospective buyers and facilitate the sale/purchase of objects | Name, email address, phone number | 2 years | From when the object has been sold | Legitimate interest (performance of the estate agent assignment) | Estate Agent Office |
| Maintain a list of bids submitted | Name, phone number, email address, bids submitted | 10 years | From when the bidding process has been completed | Legal obligation | Estate Agent Office |
| Administer enquiries indicating interest in a property | Name, phone number, email address | 2 years | From registration | Legitimate interest (performance of the estate agent assignment) | Estate Agent Office |
| Fulfil archiving obligation pursuant to the Swedish Estate Agents Act | All data necessary for FMI’s supervision | 10 years | From when the data has been collected | Legal obligation | Estate Agent Office |
| Prospective buyers with ongoing services such as Home Search, Value Monitor or similar services | Name, email address, phone number, address | Ongoing during the ongoing service (erased upon request) | From registration | Performance of contract | Estate Agent Office & Notar Sweden |
Processing of personal data for buyers & sellers
Purpose | Data category | Storage period | From when | Lawful basis | Controller |
|---|---|---|---|---|---|
| Direct marketing | Email address, phone number, address, name | 5 years | From possession | Legitimate interest (customer care, quality work) | Estate Agent Office & Notar Sweden |
| Measures to prevent money laundering and financing of terrorism | Account number, name, address, personal ID number, copy of ID document | 5 years | From when KYC (Know Your Customer) measures have been undertaken | Legal obligation | Estate Agent Office |
| Administration of property transactions, e.g. transfer of information to tenant-owner association, handling of bank loans, etc. | Name, personal ID number, address, email address, phone number, loan details | 10 years | From possession | Legal obligation | Estate Agent Office |
| Follow-up after the transaction | Name, email address, phone number | 5 years | From possession | Legitimate interest (customer care, quality work) | Estate Agent Office & Notar Sverige |
| Fulfil archiving obligation pursuant to the Swedish Estate Agents Act (buyer, seller, related parties) | All data necessary for FMI’s supervision | 10 years | From possession | Legal obligation | Estate Agent Office |
| Accounting purposes (seller) | Account number, name, estate agent fee | 7 years | From the end of the calendar year in which the relevant financial year has ended | Legal obligation | Estate Agent Office |
| Performance of the estate agent assignment | Information relating to the property, such as images | 1 years | From when the estate agent’s assignment on behalf of the seller has been completed | Legal obligation | Estate Agent Office |
Who collects your personal data, and with whom is the data shared?
Prospective buyers::
Purpose | Data category | Data collected by | Shared with |
|---|---|---|---|
| Direct marketing | Email address, phone number, address, name | Estate Agent Office | Notar Sweden / Estate Agent Offices / Vitec Software Group AB |
| Newsletter mailing | Name, email address | Estate Agent Office | Notar Sweden / Ungapped AB, Quedro Sverige AB |
| FMaintain register of prospective buyers and facilitate the sale/purchase of objects | Name, email address, phone number | Estate Agent Office | Notar Sweden / Estate Agent Offices / Vitec Software Group AB |
| Maintain a list of bids submitted | NName, phone number, email address, bids submitted | Estate Agent Office | Notar Sweden / Vitec Software Group AB |
| Administer enquiries indicating interest in a property | Name, phone number, email address | Notar Sweden / Estate Agent Office | Estate Agent Offices / Notar Sweden / Vitec Software Group AB |
| Fulfil archiving obligation pursuant to the Swedish Estate Agents Act | All data necessary for FMI’s supervision | Estate Agent Office | Notar Sweden / Estate Agent Offices / Vitec Software Group AB |
| Prospective buyers with ongoing services such as Home Search, Value Monitor or similar services | Name, email address, phone number, address | Notar Sweden / Estate Agent Office | Notar Sweden / Estate Agent Offices / Vitec Software Group AB |
| Financing solutions | Name, email address, phone number, address | Notar Sweden / Estate Agent Office | Söderberg & Partners AB |
Buyers & sellers:
Purpose | Data category | Data collected by | Shared with |
|---|---|---|---|
| Direct marketing | Email address, phone number, address, name | Estate Agent Office | Notar Sweden / Estate Agent Office /Vitec Software Group AB |
| Measures to prevent money laundering and financing of terrorism | Account number, name, address, personal ID number, copy of ID document | Estate Agent Office | Notar Sweden / Estate Agent Offices / Vitec Software Group AB |
| Administration of property transactions, e.g. transfer of information to tenant-owner association, handling of bank loans, etc. | Name, personal ID number, address, email address, phone number, loan details | Estate Agent Office | Notar Sweden / Estate Agent Offices / Vitec Software Group AB |
| Follow-up after the transaction | Name, email address, phone number | Estate Agent Office | Notar Sweden / Vitec Software Group AB |
| Fulfil archiving obligation pursuant to the Swedish Estate Agents Act (buyer, seller, related parties) | All data necessary for FMI’s supervision | Estate Agent Office | Notar Sweden / Estate Agent Offices / Vitec Software Group AB |
| Accounting purposes (seller) | Account number, name, estate agent fee | Estate Agent Office | Notar Sweden / Estate Agent Offices / Vitec Software Group AB |
| Performance of the estate agent assignment | information relating to the property | Estate Agent Office | Notar Sweden / Estate Agent Offices / Vitec Software Group AB |
| Financing solutions | Name, personal ID number, email address, phone number, address, information relating to the property | Estate Agent Office | Notar Sweden / Söderberg & Partners AB |
| Electricity subscriptions | Name, email address, phone number, address | Estate Agent Office | Rebel AB |
| Moving services | Name, email address, phone number, address | Estate Agent Office | Flyttsmart AB |
| Inspection & insurance companies | Name, personal ID number, email address, phone number, address | Estate Agent Office | Enspecta, Svensk Kvalitetssäkring, Anticimex, Gar-Bo |
| Audit | Name, personal ID number, email address, phone number, address, account number, information relating to the property | Estate Agent Office | Notar Sweden / External auditors |