Data protection

Controller
This privacy policy applies to all companies in the CLAUS Group. These are:

CLAUS Immobilienmanagement GmbH;
KAPALL Immobilienmanagement GmbH;
BEB REAL INVEST GmbH;
KIWI Objektbetreuung GmbH;
EFK Projektsteuerung GmbH;
CLAUS Technical Solutions GmbH.

The privacy policy also applies to the websites www.claus.berlin and www.kapall.berlin. The website is the responsibility of:

CLAUS Immobilienmanagement GmbH
Am Borsigturm 53
13507 Berlin

 

Introduction
The aim of this privacy policy is to make you aware of how we handle your personal data when you visit our web pages. On these pages you will also find additional information telling you which of your data we process when you contact us offline and why. Below are general details and information according to Art. 13 and 14 of the General Data Protection Regulation (GDPR):

Information according to Art. 13, GDPR: tenants, owners, business partners
Information according to Art. 13, GDPR: service providers and suppliers
Information according to Art. 13, GDPR: personnel data, applications

We’ve also described your rights regarding your data further below. These apply equally to all data processing described here, whether it’s on or outside the web pages.


Data processing on this website
Essentially, the following apply: You can use these pages without our knowing or trying to find out your identity. Personal data (‘digital traces’) left when visiting a website include not only data entered, for example, in contact forms, such as names and postal addresses, but also IP addresses.


Personal data are all the details that identify a person directly or make a person directly identifiable by matching up other characteristics. We term ‘personal data’ in all of the following texts as ‘data’.


IP addresses
An IP address is the number assigned to a computer (or laptop, tablet, smartphone, etc.) that identifies the device on the internet. So, for example, when web pages are accessed on the internet, the IP address of the computer accessing the website must be known. However, we don’t know the identity of each respective user, nor do we try to find out. IP addresses are collected on these pages to assess the security of the technology and are deleted after one year.


When you access our website, www.claus.berlin, information is automatically sent in the background from your browser to our site’s server. This information is saved temporarily in what’s known as a log file. Strictly speaking, your IP address is not collected or stored by us in its entirety. The collection / storage only occurs in a shortened, and so anonymised form.

The following information is collected automatically when you access our pages and is deleted after one year:

An IP address is the number assigned to a computer (or laptop, tablet, smartphone, etc.) that identifies the device on the internet. So, for example, when web pages are accessed on the internet, the IP address of the computer accessing the website must be known. However, we don’t know the identity of each respective user, nor do we try to find out. IP addresses are collected on these pages to assess the security of the technology and are deleted after one year. When you access our website, www.claus.berlin, information is automatically sent in the background from your browser to our site’s server. This information is saved temporarily in what’s known as a log file. Strictly speaking, your IP address is not collected or stored by us in its entirety. The collection / storage only occurs in a shortened, and so anonymised form.


The following information is collected automatically when you access our pages and is deleted after six months:

date and time of access
name and URL of the page accessed
website from which access was gained (referrer URL)
browser used and possibly the operating system of your computer, as well as the name of your service provider

We need these data because:

the smooth establishment of a connection with the website must be ensured
system security and stability must be assessed and monitored
various other administrative tasks are carried out in the process

Art. 6 para. 1, s. 1 (f), GDPR permits the collection of your data for these purposes (legal basis). The purposes of data collection listed above constitute legitimate interests.

Besides this, we use cookies and other services when people visit our website. You can find out more about the details of this below under ‘Cookies’ and ‘Analyse tools’.


Using our contact form
If you want to contact us to request a quote, you can send us a message using our contact form. Besides your enquiry, a valid e-mail address is required, along with your name, so that we can respond to your enquiry.

Data processing for the purpose of enabling you to establish contact with us complies with Art. 6, para. 1, s. 1 (a), GDPR, on the basis of your freely granted consent.

If you ask us for a quote using the contact form, your enquiry will be archived for six years. Other enquiries and associated data that are entered in the contact form will be automatically deleted once your enquiry has been dealt with.



E-mail
You can send us an e-mail via our website, and use this option in particular for an application.
The legal bases for data processing for the purpose of an application by e-mail are § 26, Federal Data Protection Act (BDSG), Art. 6, para. 1 (a) and Art. 6, para. 1 (f), GDPR.
E-mails, along with any attachments, are processed for the purpose of carrying out the application process and are only saved for as long as the process lasts. After that, they are saved for a further six months and then deleted. They will only be saved beyond that with your consent.
The legal basis for data processing for the purpose of responding to a general enquiry sent by e-mail is Art. 6, para. 1 (f), GDPR. Our legitimate interest here in terms of the provision is in making contact possible by e-mail through the website. Your enquiry will be saved until we’ve responded to it, and then it will be deleted.

Passing data on
We generally don’t pass on data received to third parties when you visit our pages.

An exception to this rule, and the passing on of your data, may occur if:
you’ve given us your express permission to do so (Art. 6, para.1, s. 1 (a), GDPR)
passing on the data is necessary because we want to claim legal rights and we have no reason to assume that you have a particular interest worth protecting in not having your data passed on (Art. 6, para. 1, s. 1 (f), GDPR).
we have to pass on your data because we are obliged to do so by law (Art. 6, para. 1, s. 1 (c), GDPR)

Cookies:
We use cookies on our pages. These are small files that your browser creates automatically, and which are saved on your terminal device (laptop, tablet, smartphone, etc.) when you visit our site. Cookies don’t harm your device, and don’t contain viruses, Trojans or other malware.
Information arising in connection with the particular device used is stored in the cookie. But this doesn’t mean that we instantly have knowledge of your identity. On the one hand, using cookies helps to make it more convenient for you to take advantage of our offers. So we use so-called session cookies to identify the individual pages that you’ve already visited on our website. These are automatically deleted when you leave our site.
In addition, we use temporary cookies, which are stored for a pre-determined period on your device, also to optimise user-friendliness. If you visit our site again to take advantage of our services, your previous visit will be automatically recognised, along with your settings and any data entered, so that you don’t need to select or enter these again.
On the other hand, we use cookies to record and analyse the use of our website statistically for the purpose of optimising our offers for you. These cookies enable us to know automatically, when you visit our site again, that you’ve previously visited. These cookies are deleted automatically after a pre-determined period.
The data processed by cookies are essential for the specified purpose of safeguarding our legitimate interests, as well as those of third parties, in accordance with Art. 6, para, 1, s. 1 (f), GDPR. Our legitimate interests in terms of this provision relate to the secure operation of the web pages.
Most browsers accept cookies automatically. You can, nevertheless, configure your browser so that no cookies are stored on your computer, or so that a message always appears before a new cookie is created. However, the complete deactivation of cookies might result in your being unable to use all of the functions on our website.

Google Fonts
We embed fonts from Google Fonts, but in doing so we don’t pass any data on to Google.
We embed fonts (Google Fonts) from the supplier, Google LLC, 1600 Amphitheatre Parkway, Mountain View, CA 94043, USA. Privacy policy: www.google.com/policies/privacy/, Opt-Out: adssettings.google.com/authenticated.

Google Maps
We embed maps from the Google Maps service of the supplier, Google LLC, 1600 Amphitheatre Parkway, Mountain View, CA 94043, USA. Privacy policy: https://www.google.com/policies/privacy/, Opt-Out: https://adssettings.google.com/authenticated.

Use of Matomo
Our website uses the web analytics service, Matomo. Matomo is an open source solution.
Matomo uses cookies. These are small text files that your web browser stores on your terminal device, and which enable an analysis of the website usage. Information generated by cookies about the use of our website is stored on our server. Before it’s stored, your IP address is anonymised.
Matomo cookies stay on your device until you delete them.
Matomo cookies are used on the basis of Art. 6, para. 1 (f), GDPR. As operators of this website we have a legitimate interest in the anonymised analysis of user behaviour, so that we can optimise our online offers and, whenever necessary, our advertising.
None of the information stored in Matomo cookies about the use of this website is passed on. The placement of cookies by your web browser can be prevented. However, some of the functions on our website might be limited as a result.
You can deactivate the storage and use of your data from here. Your browser can place an opt-out cookie to prevent the storage of Matomo usage data. If you delete your cookies, the Matomo opt-out cookie will also be removed. If you return to our website, the opt-out cookie preventing the storage and use of your data must be replaced.

XING Plugin
Our website uses functions of the XING network. The supplier is XING AG, Dammtorstraße 29-32, 20354 Hamburg, Germany.
When accessing a page with integrated XING functions, a connection is established with the XING servers. As far as we know, there is no storage of personal data. IP addresses are not stored, so there is no analysis of user behaviour.
You’ll find information about data protection and the XING share button in the XING privacy policy at: https://privacy.xing.com/de/datenschutzerklaerung.

Your rights regarding your data
According to Art. 15, GDPR, you are entitled ask for details of the data on you that we are processing.
In addition, if we have inaccurate or incomplete information about you, you can ask for the data to be corrected (Art. 16, GDPR).
You can also ask for your data to be deleted (Art. 17, GDPR). However, there may be cases in which we’re not permitted to or don’t have to delete your data, despite your request.
If you ask us to delete these data, we’ll check to find out if any such cases apply. If not, we’ll delete your data.
In certain cases, the alternative to deleting your data is to restrict the processing of your personal data (Art. 18, GDPR). It’s also worth letting us know how you want to proceed, so that we can check the legal provisions and find a way to reconcile both our interests.
If you think that we haven’t complied with the data protection standards in processing your data on our web pages, you can lodge a complaint with the Berlin Commissioner for Data Protection and Freedom of Information. Friedrichstraße 219, 10969 Berlin, mailbox@datenschutz-berlin.de.

Right to object
A few times in this privacy policy we’ve mentioned our ‘legitimate interests’, which permit us to process your data on our web pages. If we process your data on the basis of our ‘legitimate interests’, you can object to the processing of these data (Art. 21, GDPR). To object, however, you must provide ‘grounds relating to’ your ‘particular situation’, as stated in the relevant provision.
If you’d like to exercise your right to object, all you need to do is send an e-mail to datenschutz@claus.berlin. We’ll take your concerns into consideration and will let you know the outcome.

Data Protection Officer
The controller, according to Article 4, paragraph 7, GDPR, is
CLAUS Immobilienmanagement GmbH
Am Borsigturm 53
13507 Berlin
Tel.: +49 30 43009-0; fax: +49 30 43009-110
E-mail address: datenschutz@claus.berlin

Please direct any objections or withdrawals, or any requests for and enquiries regarding information by e-mail to our Data Protection Officer at datenschutz@claus.berlin, or by letter to the address above.

Data security
Our web pages are SSL-encrypted; i.e. the transfer of the data that you enter on these pages is protected. You can tell if the transmission of an individual page of our website is encrypted from the locked padlock symbol in the bottom status bar in your browser.
--- Information according to Art. 13 and 14, GDPR ---

Information according to Art. 13 and 14, GDPR – tenants, owners and business partners
You can find information here according to Art. 13, GDPR, about how we handle your data when you conduct business with us or intend to conduct business with us. This might be the case, for example, if you enter into a rental agreement with us, or engage us as agents for an apartment.

The purpose of data processing:
procurement and management of living space
drawing up rental agreements
complying with rental agreements
meeting the requirements of tax law and company law

Legal basis for data processing:
Art. 6, para. 1 (b), GDPR (contract, measures prior to a contract at the request of the person in question)
Art. 6, para. 1 (c), GDPR (compliance with a legal obligation to which the controller is subject)
Art. 6, para. 1 (f) (legitimate interests pursued by the controller)

Why do we need your data? (background information on the provision of data):
If you want to enter into a rental agreement with us, or if we procure living space for you, we don’t just need your contact details – we also need information about your personal relationships. That’s the only way that we can come up with a suitable offer for you, whether it’s to buy or rent.
Do we get information about you from anywhere other than from you yourself?
When concluding a rental agreement or a sales contract, we carry out a credit check through SCHUFA.

Information according to Art. 13 and 14, GDPR: service providers and suppliers
You can find information here about how we handle your data when you conduct business with us as a service provider or supplier.

The purpose of data processing:
the provision of all kinds of services
in particular, the provision of IT services

Legal basis for data processing:
Art. 6, para. 1 (b), GDPR (contract, measures prior to a contract at the request of the person in question)
Art. 6, para. 1 (c), GDPR (compliance with a legal obligation to which the controller is subject)

Legitimate interests of the controller:
Not applicable here.

Recipients of data:
internal positions

Transfer to other countries:
Does not occur.

Period of storage:
We’ll store your data for the duration of our contractual relationship. Once a business relationship comes to an end, we are bound by various national and international laws relating to the continued storage of your data. We are currently developing a deletion plan to enable the systematic deletion of personal data.
Your rights regarding your data:
Information according to Art. 13, GDPR: personnel data, applications

You can find information here about how we handle your data when you work for us or apply for a job with us.

Controller:

Legal notice
 
The purpose of data processing:
establishing working conditions
carrying out the application process

Legal basis for data processing:
26 Federal Data Protection Act (BDSG) in the version of 5th July 2017

Do we get information about you from anywhere other than from you yourself?

To verify professional qualifications for regulation purposes, and to determine the dependability of character of certain managerial staff, information is obtained from the following sources:
information from SCHUFA
authorities (driving licence and extract from the Central Trade Register)

Recipients of data:
We process personnel data and data from applicants only within the CLAUS Group. Only the staff of the personnel department and the managers of the respective companies in the CLAUS Group have access, as do, in the case of applications, and with the prior approval of the personnel department, cost centre managers, of whom the respective applicant may be a future colleague.
Transfer to other countries:
Does not occur.

Period of storage:
Personnel data: At the end of your period of employment with us we’ll save your personnel data for ten years. Tax law and company law regulations require us to do this.

Applications:
We’ll store your data for as long as your application process takes. If we don’t employ you after all, we’ll keep your documents for a further six months after your receipt of the rejection letter. After that they’ll be destroyed.
If we don’t employ you, but see from your documentation that you might be suitable for us in the future, we’ll keep your application, with your consent, for a further six months.
Your rights regarding your data:

Your rights regarding your data
In accordance with Art. 15, GDPR, you can ask us if we have any personal data on you at all. If we have any data on you, you can request information on a series of additional points concerning how we handle your data, such as the nature of the data, our reason for processing the information, and how long it will be stored for.
If we should have inaccurate or incomplete information about you, you can ask for the data to be corrected (Art. 16, GDPR).
You can also ask for your data to be deleted (Art. 17, GDPR). However, there may be reasons why we’re not permitted to or don’t have to delete your data, despite your request. These reasons are determined by law. If you ask us to delete your data, we’ll check to find out if any such reasons apply. If not, we’ll delete your data. In certain cases, the alternative to deleting your data is to restrict the processing of your personal data (Art. 18, GDPR). It’s also worth letting us know how you want to proceed, so that we can check the legal provisions and find a way to reconcile both our interests.
Art. 20, GDPR, stipulates that, in certain cases, and at your request, we must make your personal data available to you in a structured, commonly used and machine-readable format.
A few times in this privacy policy we’ve mentioned our ‘legitimate interests’, which permit us to process your data. If we process your data on the basis of our ‘legitimate interests’, you can object to the processing of these data (Art. 21, GDPR). To object, however, you must provide ‘grounds relating to’ your ‘particular situation’, as stated in the relevant provision.
If you’d like to exercise your rights as described here, all you need to do is send an e-mail to datenschutz@claus.berlin. Please be aware that we’ll have to verify your identity again to ensure that we’re actually giving information about your data, or your data itself, to you yourself. Once your identity has been successfully verified, we’ll attend to your matter and will contact you immediately.
If you think that we haven’t complied with the data protection standards in processing your data on our web pages, you can lodge a complaint with a data protection authority. You can find a list of the relevant data protection authorities in Germany here: https://www.bfdi.bund.de/DE/Infothek/Anschriften_Links/anschriften_links-node.html
Effective date of this privacy policy
Effective date of this privacy policy: May 2018. We reserve the right to make changes. If you have any questions regarding this privacy policy, please contact us via the following e-mail address: datenschutz@claus.berlin.