What personal data do we process?
When you create your own myHospi profile, you provide us with at least your login credentials, as well as some basic details necessary for the service to work, such as your name, age, gender, nationality, and study (discipline and year). When you complete your profile, you can share with us additional information, such as details on your personality, lifestyle, interests, student associations and photos. To add certain content you may allow us to access your camera or photo album. Of course, the decision on which extra content to add is completely up to you. However, a lack of information can affect the usability and functionality of the app. You can use MyHospi to find housing accommodation. This service is provided through the use and processing of aforementioned data. This data is used to build a profile of the user, with which the user can apply for student accommodation. Besides, MyHospi offers the service to advertise accommodation. The user provides information about the accommodation and sometimes the first names of the people currently living at the accommodation. These names are not shared with third parties, but are limited to the message provided by the user. For the chat to function we need to transfer your communications. This entails the messages a user sends to an accommodation the user applies for. The content will be safe and encrypted.
You choose to participate in surveys or respond to questions, you may also us provide us with important insights for our service. Lastly, we collect information about your activity. For example, frequency and duration of usage of the application.
What type of processing activities do we perform?
In order to provide you with the best possible service, we need to collect, store, consult, use, transfer, analyse and – in some circumstances – share your data with third parties. We shall upon request also alter or erase personal data (see: ‘What are your rights?’).
For what purposes do we process personal data?
- Provide our services and administer your account
We process your information to deliver our services. We collect your name, age, nationality, gender, email address, study (discipline and year), the photos and personal bio’s you upload and the statistics of the progress you make to create a comprehensive myHospi profile.
- Social media purposes in order to inform housing seekers
We might use the publicly shown houses on the mobile application in our social media communication in order to inform house seekers a new house is set available on the app. The information we will communicate will only exist of the name of the house and the publicly shown message houses chose to write on their profile as well as the shared picture. We will not communicate addresses.
- Maintain & improve our services
We also collect & consult your information to ensure our services are working as intended and to understand how our services are used. We may do this by asking you to rate us in which case you provide us with information. Your answers will be disconnected from you profile and anonymized.
- Communicate with you
We process data we collect, like your email address, to interact with you directly. For example, we may send you a notification if we detect suspicious activity or if accommodation matching your preferences has been found. Or we may let you know about upcoming changes or improvements to our services.
- Protect you and us
We use data to help improve the safety and reliability of our services. This includes detecting, preventing, and responding to fraud, abuse, security risks, and technical issues that could harm myHospi or our users.
Legal grounds for processing
We collect and store your personal data to administer your account and to provide and maintain the service you’ve asked for under the contract you agreed to whilst purchasing myHospi in the app store. We do this on the basis of consent. Our primary goal is to help people find a house whilst the process of finding a new roommate is made more efficient for houses. To do so, we need your consent prior to sharing your data with other users to. From time to time, we may ask for your consent to use your information for other reasons. Such consent must be unambiguous, freely given, specific and informed. If you choose to provide us with sensitive information, i.e. your racial or ethnic origins, sexual orientation and religious beliefs, we require explicit consent. We also need your consent for the processing of your communications in the myHospi chat. Consent can at all times be withdrawn. After withdrawal, we can store the personal data for a period of 30 days, which is necessary to adequately ensure the safety from the deletion of the data. After consent has been withdrawn, your personal data shall not be processed for any other means than adequate termination.
- Legitimate interests
In pursuance of our legitimate interest to store your profile on a server we transfer data to Embite (‘processor’).
In pursuance of our legitimate interest to keep myHospi safe and reliable we use data to detect prevent and respond to fraud, abuse, security risks, and technical issues.
In pursuance of our legitimate interest to provide you with a safe experience we use your data to notify you when we detect suspicious activity.
In pursuance of our legitimate interest to keep myHospi up to date we use your data to let you know about upcoming changes or improvements to our services.
In pursuance of our legitimate interest to keep improving myHospi we use ratings you provide us with to ensure our services are working as intended and to understand how our services are used.
In the event that we sell or buy any business or assets, in which case we may disclose your personal data to the prospective seller or buyer of such business or assets, sharing your personal data is necessary in the pursuance of our legitimate interests. We will try to minimize such disclosure to only that which is reasonably necessary and, where possible, to provide you with notice of such disclosure.
- Legal obligation
We are under a duty to disclose or share your personal data in order to comply with any legal obligation that may be imposed upon us. We will try to minimize such disclosure to only that which is reasonably necessary and, where possible, to provide you with notice of such disclosure.
- Processors and third parties
Your personal information is transferred to and stored by Embite (‘processor’). We do not process data outside the borders of the European Union.
For how long do we store personal data?
We will process your data at least for as long as your profile is active. When you chose to – wholly or partially – delete your myHospi profile we immediately stop collecting and start removing it from the product and our systems. We first try to ensure that the data is no longer visible and can no longer be used to personalize your myHospi experience. We then start a process designed to safely and completely remove the data from our storage systems. Safe removal is important to protect our users and customers against unintended data loss. Complete removal of data from our servers is just as important for the peace of mind of users. This process generally takes about 30 days from the time of removal. This often includes a recovery period of up to 60 days in case data is unintentionally deleted.
What are your rights?
We find it important that you are aware of your rights and how to use them. Under the General Data Protection Regulation (GDPR) you have a number of rights free of charge. In summary, those include rights to:
- Access to your personal data (you can request your data at firstname.lastname@example.org)
- Require us to correct any mistakes in your information which we hold
- Require the erasure of personal data concerning you in certain situations
- Receive the personal data concerning you which you have provided to us, in a structured, commonly used and machine-readable format and have the right to transmit those data to a third party in certain situations
- Object at any time to processing of personal data concerning you for direct marketing
- Object to decisions being taken by automated means which produce legal effects concerning you or similarly significantly affect you
- Object in certain other situations to our continued processing of your personal data (including processing based on profiling)
- Otherwise restrict our processing of your personal data in certain circumstances
- Withdraw your consent
- To file a complaint with the relevant authority (Autoriteit Persoonsgegevens)
Automated decision-making & profiling
Automated decision-making and profiling are invisible functions which form the core of our service. We use these functions to help you connect with other users. We use your profile and those of other uses as input for our advanced deposited algorithms to find matches and make recommendations. This is done on the basis of the information you provided us with, such as age, nationality and study.
We take appropriate measures to ensure that all personal data is kept secure including security measures to prevent personal data from being accidentally lost, or used or accessed in an unauthorised way, for the duration of your use of our services. Those processing your information will do so only in an authorised manner and are subject to a duty of confidentiality. We also have procedures in place to deal with any suspected data security breach. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so. Once we have received your information, we will use strict procedures and security features in order to prevent unauthorised access.
Who is responsible for the processing of your data?
Which cookies do we use?
- Functional or necessary cookies.
Functional cookies make sure myHospi functions correctly and adequately.
- Analytical cookies
With Analytical cookies, Embite collects personal data. With this data, we can analyse how the website or application of myHospi functions. With these statistics, we can keep improving our services to the benefit or our users.
- The anonymisation of the IP-adress of the user
- Technical features, such as which browser has been used, the language of preference, or which device has been used
- From which page you have arrived at myHospi
- When and how long you have visited myHospi
- Whether you use any of the services myHospi offers
If you have any questions or if you would like to exercise any of the mentioned rights, please contact us using our contact details below and provide us with enough information to identify you. Also, let us know the information to which your request relates.
Company name: myHospi
Email address: email@example.com
Phone number: +31 (0)85 1045928