Privacy Policy

Introduction

NovaConsultant B.V. ("we", "our", or "us") is committed to protecting your privacy and personal data. This Privacy Policy explains how we collect, use, store, and protect your personal information when you use our website and residential leasing services.

As a company registered in the Netherlands (Registration Number: NL27291836), we comply with the General Data Protection Regulation (GDPR) and Dutch data protection laws.

Data Controller Information

The data controller for your personal data is:

Data Collection

We collect personal data that you provide to us directly and information that is automatically collected when you use our website. The data we collect includes:

Information You Provide

• Contact details (name, email address, phone number, postal address)
• Property information (for landlords seeking our services)
• Housing requirements and preferences (for tenants)
• Financial information for tenant screening and credit checks
• Employment and income verification details
• Communications with our team

Automatically Collected Information

• Website usage data (pages visited, time spent, click patterns)
• Device information (IP address, browser type, operating system)
• Location data (general geographic location based on IP address)
• Cookies and similar tracking technologies

How We Use Your Information

We use your personal data for the following purposes, based on our legitimate business interests and legal obligations:

• Service Provision: To provide residential leasing services, property management, and tenant placement
• Communication: To respond to enquiries, provide updates, and maintain client relationships
• Tenant Screening: To conduct background checks, credit assessments, and reference verification
• Legal Compliance: To comply with Dutch rental regulations and legal requirements
• Business Operations: To manage our business, maintain records, and improve our services
• Marketing: To send relevant information about our services (with your consent)
• Website Improvement: To analyse website usage and enhance user experience

Cookies and Tracking Technologies

We may use cookies and tracking technologies for analytics, advertising, and remarketing purposes, including Google Ads. These technologies help us measure campaign effectiveness, deliver relevant advertisements, and improve our services. You can manage your cookie preferences at any time through our cookie consent banner.

For detailed information about the cookies we use, please see our Cookie Policy.

Legal Basis for Processing

Under GDPR, we process your personal data based on the following legal grounds:

• Contract Performance: To fulfil our contractual obligations for property management and leasing services
• Legitimate Interests: For business operations, service improvement, and client communication
• Legal Obligation: To comply with Dutch rental laws and regulations
• Consent: For marketing communications and non-essential cookies

Data Sharing and Disclosure

We may share your personal data with the following parties when necessary for our services:

• Credit Reference Agencies: For tenant screening and credit checks
• Previous Landlords: For reference verification
• Employers: For income verification (with consent)
• Legal Advisors: For legal compliance and dispute resolution
• Service Providers: Third-party providers who assist with our operations (under strict confidentiality agreements)
• Regulatory Authorities: When required by law or regulation

We do not sell your personal data to third parties for marketing purposes.

Data Retention

We retain your personal data only for as long as necessary to fulfil the purposes for which it was collected:

• Client Records: For the duration of our business relationship plus 7 years for legal and tax purposes
• Tenant Applications: Successful applications are retained for the tenancy period plus 7 years; unsuccessful applications for 2 years
• Website Data: Analytics data is typically retained for 26 months
• Marketing Data: Until you withdraw consent or request deletion

After the retention period, we securely delete or anonymise your personal data.

Your Rights

Under GDPR, you have the following rights regarding your personal data:

• Right of Access: Request information about what personal data we hold about you
• Right to Rectification: Request correction of inaccurate or incomplete data
• Right to Erasure: Request deletion of your personal data (subject to legal obligations)
• Right to Restrict Processing: Request limitation of how we use your data
• Right to Data Portability: Receive your data in a structured, machine-readable format
• Right to Object: Object to processing based on legitimate interests or for direct marketing
• Right to Withdraw Consent: Withdraw consent for processing that requires it

To exercise any of these rights, please contact us at [email protected] or +31 76 308 0173.

Data Security

We implement appropriate technical and organisational measures to protect your personal data against unauthorised access, alteration, disclosure, or destruction. These measures include:

• Encrypted data transmission and storage
• Regular security assessments and updates
• Access controls and staff training
• Secure backup and recovery procedures
• Incident response and breach notification procedures

International Data Transfers

We primarily process your data within the European Union. If we need to transfer data outside the EU, we ensure appropriate safeguards are in place, such as:

• Adequacy decisions by the European Commission
• Standard Contractual Clauses approved by the European Commission
• Other legally recognised transfer mechanisms

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. We will notify you of any material changes by posting the updated policy on our website and updating the "Last updated" date.

We encourage you to review this Privacy Policy periodically to stay informed about how we protect your personal data.

Contact Information

If you have any questions about this Privacy Policy or our data processing practices, please contact us:

If you are not satisfied with our response, you have the right to lodge a complaint with the Dutch Data Protection Authority (Autoriteit Persoonsgegevens) at autoriteitpersoonsgegevens.nl.