Thank you for visiting the Quartillion website and for your interest in our student apartments. Data protection and data security are particularly important to us, and of course, this also includes the protection of your personal data.

The aim of this privacy policy is to inform you about the data which is processed when you visit our website. Your personal data will be treated in strict confidence. Quartillion complies with the relevant data protection regulations when processing your data.

Data processing

The data which is processed depends on which of our online services are used:

Visiting the website & cookies

The Quartillion website can be used without providing personal data. For technical reasons, your Internet browser automatically transmits data to our web server when you access our website. This includes the date and time of access, the URL of the referring website, the files accessed, the amount of data sent, the browser type and version, the operating system and your IP address.

So-called "cookies"are used for this purpose. A cookie is information that a web server sends to a browser and which the browser in turn sends back to the same web server when it accesses it later (so-called "browser"or "session cookie"). Cookies make it possible to store information between website visits and allow a web server to recognise the visitor's browser and thus the visitor, and also for the visitor to remain recognised throughout a session.

Most of the cookies we use are so-called "session cookies". They are automatically deleted at the end of your visit. This data is also stored separately from other data entered in the context of the use of our website. It is not possible for us to assign this data to a specific person.

A cookie can only contain information that the website provider itself sends to the user; the user's private data cannot be read. Please also note that cookies can only be retrieved by the creator of the cookies, i.e. by us.

Can I prevent the use of cookies?

Depending on the browser used, you can prevent cookies from being set. All you have to do is adjust your browser settings. The procedure varies from browser to browser. Depending on the browser, settings can also be made to delete all cookies after you exit the browser. 

Contact form

When you contact us (using our contact form) your data is stored and used for the purpose of processing. For this purpose, only the entries necessary for processing are mandatory fields (last name, first name, email address, request, text of message); any further details you provide are voluntary. Your data is stored for the duration of the processing and deleted after the purpose has been fulfilled, taking into account legal retention periods.

Application & tenancy

In the case of an enquiry relating to an apartment ("Apply" button), personal data has to be provided in order for us to process your interest in becoming a tenant. These include your name, address, email address and student status. Furthermore, information such as a self-disclosure (necessary tenant data), proof of income and your matriculation certificate are required to process your interest in renting an apartment. At the latest at the beginning of your tenancy, your data will be verified by means of an official photo ID. Proof of liability insurance is also required. You have the option of uploading the documents or sending them to us by post. The documents are only kept by us for as long as is necessary for the application or the processing of the tenancy, taking into account the legal retention periods.

After a successful application you will receive an email with a verification link - only then will your application be activated. You can request access to the applicant portal via your email. The applicant portal is not necessary for processing the application and is only used for uploading further documents.

Your application will be stored for a period of three months and then automatically deleted. If you actively agree (opt-in), your application will be stored for a period of up to six months.

After a rental agreement has been signed, you can carry out various activities via the tenant portal. Services such as the use of the noticeboard may require the entry of personal data (e.g. car-sharing offers). The decision in this regard always lies with the user. In the case of room bookings, your name will be displayed in the tenant portal with "First name N."Your tenant ID is known to the property manager (see "disclosure to third parties" below) for purposes of traceability in the event of damage during use of the room.

Usage of the myRENZbox parcel box system

Data protection for the usage of the myRENZbox parcel box system

The following statements provide supplementary data protection information in the event that you have decided to use the myRENZbox parcel box system (PBS) in Quartillion.

General information, e.g. on the parties responsible, the right of appeal at the supervisory authority responsible and the data protection officer, continue to apply.

You have the option to receive parcels via the PBS when you are not at home. For this purpose, you conclude a user agreement with us as the operator, and our management company, OMEGA Immobilien Management GmbH (hereinafter referred to as the "representative") manages the system. Your first and last names as well as your email address are required to create an account for you on the online management portal of the PBS. In the next steps, you must provide your data (additionally: your mobile phone number) to parcel service together with permission for your parcels to be left.

The online management portal of PBS is operated by Erwin Renz Metallwarenfabrik GmbH & Co KG (hereinafter "RENZ"). RENZ processes personal data on behalf of and for the intended purpose of Trei Real Estate Köln-Ehrenfeld GmbH, for the use of the PBS.

RENZ and the representative of the operator act for this purpose as processors according to Art. 4 No. 8 GDPR.

1)    Which data is processed?

a)    User account in the myRENZ portal
A user account in the myRENZ portal is required to use the PBS.

Your first name, last name and email address are required for your user account. After your data has been transmitted, you will receive your access data to the myRENZ portal. After your first login with your login name and password, you must accept the user agreement with us as operator.

In the myRENZ portal, your password can be changed under "Access data". A telephone number must be entered here under landline telephone; this also works with a mobile phone number, which is used, for example, for text notifications. Here you can also view the user agreement and the privacy policy.

Mandatory fields under "User data" are your name, last name, email address and landline telephone number (or mobile phone number) fields. You can also enter optional fields such as your title or comfort zone (parcel boxes on a barrier-free floor), for example, which can be deleted at any time.

In order to receive parcels via DHL and Parcellock (dpd,gls and Hermes), it is necessary to create a user account and grant these service companies permission to deposit your parcels. This can be integrated under "Logistics". When the process is activated, your apartment data (if it has been entered) will be transmitted to the logistic service company and deleted when the process is deactivated.

Under "History", you can view the entire history of your parcel deliveries and collections. Information about the parcel delivery company and the usage of your parcel box is processed here. This information includes in particular the date and time it was opened, the length of time it was opened and the access authorization used.

b)    Processing operations by the operator or representative
We as the operator, or our administrator, process the data for the (remote) administration of the PBS, the granting and withdrawal of access authorizations for the users, the status and functional overview of the system, the service messages as well as the activation and deactivation of logistics processes.

c)    Processing operations by RENZ on behalf of the operator
RENZ processes the data on behalf of the operator for the purpose of evaluating the degree of utilization of the system, the boxes and the number of deliveries / collections. Furthermore, RENZ processes personal data provided within the scope of individual communication (e.g. by email, fax or via the online form provided) with RENZ via the indicated contact options in order to process the described request. RENZ is responsible for this data.

d)    Anonymous usage statistics
In order to be able to continually adapt the services to the needs of the users and to enable the problem-free use of the PBS, anonymous usage statistics may be recorded.
These include statistics on incoming / outgoing deliveries by date / time, the total use of the parcel box size by parcel service and total use of the parcel box size.

2)    Purpose and legal basis of data collection

Your data is processed exclusively for the use of the PBS.

The legal basis for the processing of the data is the fulfillment of the contract or the implementation of pre-contractual measures (Art. 6 Para. 1 lit. b GDPR), as well as the consent given in part for the optional data provided under "User data" in the management portal (Art. 6 Para. 1 lit. a GDPR).
In connection with section d) under item 1), personal data is processed on the basis of our legitimate interest in enabling the users of the PBS to operate or use the PBS without problems and to be able to check the cost-effectiveness of the PBS provided (Art. 6 Para. 1 S. 1 lit. f) GDPR).

3)    Who receives your data?

Your personal data can be transmitted to the following recipients:

  • Employees of the operator or their representatives of the PBS
  • RENZ employees for the management, maintenance and expansion of our portal
  • Logistics service providers and their employees
  • Service providers for services, software development, helpdesk (order processing)

We do not intend to transfer your data to recipients in countries outside the European Union or the Agreement on the European Economic Area in which a level of data protection comparable to that in the European Union cannot be automatically assumed.

4)    Storage periods

Your data will be deleted 14 days after termination of the user agreement or your revocation of the agreement, unless legal retention periods and / or longer storage within the scope of statutory limitation periods are necessary.

The user agreement begins with your consent and runs for an indefinite period of time. After termination of the tenancy this user agreement ends automatically or can be terminated by either party during the tenancy with a notice period of 2 weeks to the end of the month.

5)    Your rights regarding stored data

  1.  You have the right to free information about which of your personal data we process as well as to correction, deletion and restriction of data processing and to data transferability. In order to exercise these rights or obtain additional information, please contact us by email at info.koeln@quartillion.de
  2. Our privacy policy together with our responsibility and liability do not extend to the websites of third parties to which we are linked or to which you are forwarded. In addition, we are not responsible for the data processing that is carried out in these cases by the operators of these websites.

Use of Google Analytics

This website uses Google Analytics, an advertising analysis service of Google Inc. ("Google"). Google Analytics uses so-called "cookies", i.e. text files that are stored on your computer and enable the analysis of your use of the website. The information generated by the cookie about the use of this website is usually transferred to a Google server in the USA and stored there. However, if IP anonymization is activated on this website, Google will abbreviate your IP address within member states of the European Union or in other countries party to the Agreement on the European Economic Area beforehand. Only in exceptional cases will the full IP address be transmitted to a Google server in the USA and abbreviated there. On behalf of the operator of this website, Google will use this information to evaluate the use of the website, compile reports on the website activities and provide the website operator with further services associated with the use of the website and the Internet. The IP address transmitted by your browser in the context of Google Analytics is not merged with other Google data. You may refuse the storage of cookies by selecting the appropriate settings on your browser. However, please note that if you do this, you may not be able to use the full functionality of this website.

Preventing data recording via Google Analytics

You can also prevent Google from collecting the data generated by the cookie and relating to your use of the website (including your IP address) and from processing this data by downloading and installing the browser plug-in available under the following link tools.google.com/dlpage/gaoptout. For more information, please visittools.google.com/dlpage/gaoptout or www.google.com/intl/de/analytics/privacyoverview.html. We would like to point out that the code "anonymizeIp" has been added to Google Analytics on this website to ensure anonymous collection of IP addresses.

Use of Google Adwords

For our online service, we use the Google service "Google AdWords", and in this context the so-called "Google Conversion Tracking" function. Google Conversion Tracking sets a cookie for conversion tracking when you click on an AdWords ad; the corresponding cookies for "Google Conversion Tracking" are only valid for a limited time. If you select certain pages of our online offer, Google and we can recognise on the basis of the above-mentioned cookie that you have clicked on a specific advertisement and have been forwarded to our online offer. The information collected using cookies is used to generate so-called "conversion statistics"; in particular, it is used to track the total number of users who have clicked on a particular ad and were redirected to a page with a conversion tracking tag. The conversion statistics do not contain any information that personally identifies website users.

If you do not wish to participate in Google Conversion Tracking, you have the opportunity to object to its use. To do this, you can simply deactivate the corresponding Google Conversion Tracking cookie in your Internet browser. In this case, there is no entry in the conversion tracking statistics. The following website provides additional information about Google's privacy policy: www.google.de/policies/privacy/ (see also "Visiting the website & cookies"). 

Use of your data and disclosure to third parties

In the course of initiating a contract (interest in a tenancy) and if a rental contract is signed, your data will be forwarded to our partners OMEGA Immobilien Management GmbH, Cologne, (property management), our Internet cooperation partner, the operator of the student residence, Trei Real Estate Köln-Ehrenfeld GmbH, Mülheim an der Ruhr, as well as other technical service providers within the scope of website support, and processed there. Contracts have been concluded with all partner companies to ensure confidentiality and compliance with data protection requirements. Furthermore, it may be necessary to pass on contact data (e.g. a telephone number) to service providers within the framework of the tenant relationship, e.g. to coordinate appointments in the event of repairs or maintenance work on the rented property.

However, the companies involved may be required by law or a court order to disclose data. In this case we will only pass on your data to official institutions and authorities entitled to receive information, and only to the required extent.

Legal basis

We generally process your data on the following legal basis:

  • Consent, e.g. newsletter, enquiries: Art 6 a GDPR
  • Pre-contractual measures, execution of a rental agreement, e.g. tenancy: Art. 6 b GDPR
  • Legal obligations, e.g. retention obligations: Art. 6 c GDPR
  • Advertising without consent, tracking, cookies, e.g. to improve the online service and for technical reasons (legitimate interests): Art. 6 f GDPR

Rights of the data subject

For all questions regarding data protection you can contact us or our data protection officer directly. You also have the following rights as a data subject, which you can assert against us:

  • Information on the legal basis of the processing
  • Information about the personal data processed
  • Correction of data
  • Restriction of processing
  • Deletion of data
  • Data portability
  • Objection to the processing

Furthermore, you have the right to complain to a supervisory authority. The supervisory authority responsible for us is: "Die Landesbeauftragter für Datenschutz und Informationsfreiheit Nordrhein-Westfalen, Düsseldorf". If the processing is based on consent, you have the right to revoke your consent at any time without affecting the legality of the processing carried out on the basis of the consent prior to such revocation. 

Responsible party:

Trei Real Estate GmbH
- Quartillion -
Wissollstr. 5-43
45478 Mülheim an der Ruhr
+49 (0) 208 5806 6955
info@treirealestate.com

You will find more information about the responsible party in the legal notice.

Data protection officer:

Tengelmann Audit GmbH
Wissollstr. 5-43
45478 Mülheim an der Ruhr
datenschutz@t-audit.de

Right of modification

As operator of the website, Trei Real Estate GmbH reserves the right to change its security and data protection measures if this becomes necessary, for example due to technical developments. In such cases, we will also adapt our data protection information accordingly. You are therefore requested at all times to refer to the latest version of our data privacy statement. 

State October 2019