Privacy Policy

Coloc.io Management BV, hereafter called 'Coloc Housing', respects your privacy and we are committed to protecting it through our compliance with this privacy policy.

Contact information:

Coloc.io Management BV
Boulevard Saint-Michel 47
1040 Etterbeek
Belgium
Company number (VAT-BE): BE 0773.923.507
E-mail : info@colochousing.com

1. Why this Privacy Statement?

This policy describes the types of information that we may collect from you when you access or use our Platform, future applications and other online services (collectively, our \"Services\"); and our practices for collecting, using, maintaining, protecting and disclosing that information.

This policy applies only to information we collect through our Services, in email, text and other electronic communications sent through or in connection with our Services.

Every person (hereafter the "Coloc") who visits or uses the Platform www.colochousing.com (hereafter the "Platform ") discloses a certain amount of personal data. The personal data is information which allows Coloc Housing to identify you as a natural person, regardless of whether we actually do this. You are identifiable as soon as it is possible to create a direct or indirect link between one or more data and you as a natural person.

We only use and process your personal data in accordance with the Privacy Act and other applicable regulations. Every reference in this Privacy Statement to the 'Privacy Act' is a reference to the Belgian Act of 8 December 1992 on Privacy Protection in relation to the Processing of Personal Data.

For EU residents the “Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016 on the protection of natural persons with regard to the processing of personal data and on the free movement of such data, and repealing Directive 95/46/EC” is, from 25 of May of 2018, the applicable law. We intend to be in absolute compliance with that EU Regulation and if anything in this Privacy Policy disagrees with such law it should not be considered. Your privacy is our priority.

By using our Platform, the Coloc admits accepting this Privacy Policy Statement .The Coloc agrees to the use and processing of personal data as described in our Privacy Statement. Coloc Housing reserves the right to modify this Privacy Policy at all times. Every substantial change will be clearly communicated towards the Coloc. We advise you to consult this document regularly.

2. Data Controller and Processor.

Coloc Housing has the role of a data controller when talking about information related to our Colocs (Tenants and Owners). For example, when you call us to apply for a room, we might collect some personal information to set up an account and draft a rental agreement for you. In other situations, Coloc Housing has the role of Data processor.

When a Coloc makes an account on Coloc Housing to apply for a room, the Coloc can access his/her data, modify or even delete it through his/her personal dashboard. Coloc Housing is in that case respectively the data processor. The processor shall always act on the instructions of the data controller.

3. Third party services transparency

Coloc Housing wouldn't be possible without relying on third party services. We'd like to give you an overview on which external services we use, how and why, in a readable format:

Cloud & data centers

Coloc Housing runs on Amazon Web Services (AWS). Various AWS services are used (EC2, RDS, S3, Route53...) in combination. All data is stored in Ireland, some backups are located in other AWS data centers throughout Europe.

Usage statistics, tracking & marketing

We are making use of Google Analytics and Google AdWords. We might use re-marketing from Google, as it is an effective way to stay on the radar of potential clients. We might also advertise on LinkedIn and Facebook.

Authentication

In order to authenticate administrators and Colocs safely, we use email and password authentication or third-party provider authentication via Facebook. Coloc Housing does not store your passwords in an unhashed, plaintext format. All passwords are encrypted.

Newsletter Subscriptions

We are using MailChimp to send newsletter subscribers occasional e-mail updates. These e-mails include relevant informations on service updates, new features and announcements on service changes. With MailChimp we share e-mail addresses and names (for personalization). New Coloc Housing Accounts get signed up for the newsletter automatically. Each newsletter includes a link to opt-out.

Monthly Digest

On the Platform you can find several newsletters to subscribe to. For each city we have a newsletter, on the invest page we have a newsletter for investors and registered colocs will be automatically registered to a general newsletter. We will send out a short, monthly emails to each target group. Newsletter recipients will be able to unsubscribe to the newsletter if they wish so.

4. On what legal grounds are my data processed?

In accordance with the Regulation we process on the following legal grounds:

On the basis of the execution of the contract agreed upon with you or the execution of pre-contractual steps taken at your request;

On the basis of compliance with legal or regulatory provisions with regard to the management of the contractual relationship;

On the basis of your consent to send promotional offers (direct marketing).

5. Which personal data are being processed?

Coloc Housing commits to only collect and process your personal data which are necessary for achieving the purposes pursued by Coloc Housing. A non-exhaustive list of personal data that might be processed can be found here:

• Last name, first name and contact information;
• Username and password;
• E-mail address;
• Whatsapp number;
• Birth date;
• Sex;
• Nationality;
• Job Title;
• Address;
• Passport number or identity card number;
• Information with regard to your connection (IP-address, localization, etc.).

When visiting the Platform of Coloc Housing, some data are being collected for statistical purposes. Such data is necessary to optimise your user experience. These data are: IP-address, probable location of consultation, hour and day of the consultation and the pages which are being consulted. When you visit the Platform, you explicitly agree to this collection of data for statistical purposes.

6. Who receives your personal data?

Your personal data are processed for internal use within Coloc Housing only. Your personal data will not be sold, passed on or communicated to any third parties, except in case you have given us your explicit prior consent.

Coloc Housing has taken every legal and technical precaution to avoid unauthorized access to and use of the data. In the event of a data breach, Coloc Housing will immediately take every possible measure to limit the damages to a minimum.

7. How long do we store your personal data ?

Your data are stored as long as you want. You will be able to delete your account at any point in time by sending us an email at info@colochousing.com. Please note that any of Coloc Generated Content you posted on the Platform will remain publicly viewable after deletion of your Account.

8. What are my rights ?

8.1 Guarantee of a legitimate and secure process of your personal data

Your personal data will only be used for aforementioned purposes. You personal data are processed in an appropriate and relevant manner, and are not kept longer than necessary to achieve the intended purposes.

8.2 Right to access

If you can prove your identity, you have the right to obtain information about the processing of your data such as the right to know the purposes of the processing, the categories of data concerned, the categories of recipients to whom the data are transmitted, the criteria used to determine the data retention period, and the rights that you can exercise on your data.

8.3 Right to modification of your personal data

You may review, update, modify or delete your Personal Data at any time on your personal dashboard.

8.4 Right to deletion

You have the right to delete your personal data under the following assumptions:

• Your personal data are no longer necessary for the aforementioned purposes;
• You withdraw your consent to the processing and there is no other legal ground for processing;
• You have validly exercised your right of opposition;
• Your data has been illegally collected or processed;
• Your data must be deleted to comply with a legal obligation.

8.5 Right to limitation of processing

In certain cases, you have the right to request the limitation of the processing of your personal data, especially in case of dispute as to the accuracy of the data, if the data are necessary in the context of legal proceedings or the time required for Coloc Housing to verify that you can validly exercise your right to deletion.

9 How to exercise my rights?

If you wish to exercise your rights, you must send us a Whatsapp, an email or a call. We will reply as soon as possible.

10 Possibility to file a complaint

If you are not satisfied with the processing of your personal data by Coloc Housing, you have the right to file a complaint with the Data Protection Authority (https://www.privacycommission.be/)