Information on the processing of personal data

This is an informative translation. The binding version is the Czech one. View the Czech version.

This page explains what personal data we process about you when you write to us through the contact form, an enquiry about a viewing or a flat for sale, or register interest in a particular flat, and what data we process when you use the user portal — when you create an account, manage a portfolio of flats, report a fault or book a viewing slot. In addition, it describes what happens to your data if you responded to a real estate agent's flat listing and the agent transferred your data into the portal from the real estate software they use. It also explains why we do it, how long we keep the data and what rights you have — under Regulation (EU) 2016/679 of the European Parliament and of the Council (GDPR).

Who we are

The controller of your personal data is Petr Mišák, Business ID 06031358, trading under the Sousedím brand. You can contact us about anything to do with data protection at asistentka@sousedim.cz or by phone on 733 655 160.

For data that a real estate agent transfers into their account in the portal from the real estate software they use, the controller is that agent and we only process the data on their behalf. Details are below.

Data protection officer

We have not appointed a data protection officer. Under Article 37 GDPR only public authorities, or organisations that systematically monitor people on a large scale or process sensitive data, are required to do so — we fall into neither category. We deal with data protection questions directly at the contacts above.

What data we process

From the public website — from the contact form, from the “I'd like a viewing” enquiry (a flat for sale or to rent) and from registering interest in a particular flat (“I'm interested” on the listing page): your name, email, phone number (optional) and any message or note you write to us (optional). We do not learn anything else about you from these forms.

From the user portal — on registration your first name, surname, email and password (stored only as a secure hash, never in readable form). If you manage a portfolio of flats, the addresses of the flats in it. If you report a fault, your name, email, phone number, a description of the fault, photos and, where different from you, the name and phone number of the contact person on site. If you book a viewing slot, the email address the owner or manager used to invite you, and the slot you chose. If you are a real estate agent and switch on the connection to the real estate software you use, we process the address at which the software is available, your username and password for it (we store the password encrypted and it is never shown to anyone, including you), your name and agent number in that software, the email address for summaries if you enter one, the language in which we send you the summaries, and the time you last confirmed your authorisation to transfer the data.

Paid Portfolio management service. If you use the service, we process your variable symbol, your payment and credit history, information on who referred whom and, for an incoming payment, the payer's account number, the amount and the date. Payments unrelated to the service may also reach the account; we erase the payer's account number and the variable symbol of such payments as soon as we identify them. The payer's account number is visible to the service administration, for handling complaints, and to technical administration. The basis is performance of a contract and obligations under accounting regulations. We keep payment and credit records for 10 years, including after an account is cancelled; that is why they are not anonymised on cancellation. We read bank data through the Fio banka interface.

From the agent's real estate software — if you responded to a real estate agent's flat listing (for example through a property portal) and the agent keeps listings and client enquiries in the real estate software they use, the agent may transfer them into their own account in the Sousedím portal. Before switching the transfer on, the agent expressly confirmed to us that the login details for that software are their own, that they are authorised to use them to read the listings and contacts, and that they take full responsibility for this use. What is transferred is your name, email and phone number where the agent has them in the software, the text of your enquiry and your previous communication with the agent about that listing, including notes the agent has written about your enquiry in the software. These notes are never shown to you. If you keep communicating with the agent, later messages are transferred too. The transfer goes one way only: we never write anything into the agent's real estate software. The flat owner's contact details and the internal description of the listing are not transferred.

Why we process the data and on what basis

We process the data for which we are the controller in two phases, on different legal bases:

Dealing with your enquiry or your use of the portal. While we are dealing with your enquiry, or while you have a portal account, we do so on the basis of steps taken prior to entering into a contract, or of performing it (Article 6(1)(b) GDPR) — we are responding to your question or providing the portal you asked for yourself (by registering, managing a portfolio, reporting a fault or booking a slot). Providing the data is not a legal obligation, but it is necessary for us to give you the portal or an answer to your enquiry — without a name and an email address we cannot contact you or create your account.

Retention after the matter is closed or the account is deleted. Once an enquiry has been dealt with, a repair completed or an account deleted, we keep the data on the basis of our legitimate interest (Article 6(1)(f) GDPR) — so that we have a record of what was agreed in case of a dispute, for a period matching the limitation period. In this phase you have the right to object to the processing; if you do, we will stop processing the data unless we demonstrate compelling legitimate grounds overriding your interests, or unless we need the data to establish, exercise or defend legal claims.

We process payment and credit records to perform the contract and to meet obligations under accounting regulations.

Data from an agent's real estate software. For the data a real estate agent has transferred into the portal from the real estate software they use, we are not the controller. The controller is that agent: they decided to transfer the data and they decide how to use it. They are also responsible for having a legal basis for doing so and for informing you about the processing. We only process the data technically on their behalf as a processor (Article 28 GDPR): we store it and display it in their portfolio in the portal, and we do not use it for any purposes of our own.

Who we share the data with

Your data is seen by our team that handles enquiries and by technical support (the developers and the hosting provider), who have access to it solely in order to run and maintain the system — never for their own purposes. Where you register interest in a particular flat, the data is also seen by the owner or manager of that flat, to whom the enquiry is addressed. We do not pass it to anyone else: not to any marketing partner and not for resale.

In the portal, the data in your portfolio is seen only by its owner and by the people you invite into it yourself. A reported fault is seen by the tradesperson the job is assigned to, and by the dispatcher and the director who coordinate it — never by anyone outside that circle. When you book a viewing slot, your email address is seen by the owner or manager of the flat who invited you.

We read account statements from Fio banka, a. s.

Data about interested people transferred from an agent's real estate software is seen by the agent who switched the transfer on and by the people they have invited into their portfolio. Our team and technical support may see it, but only to run the portal and support the agent, never for purposes of their own. Nobody on our team can see the agent's login details for their real estate software: the administration only shows that a connection exists and what state it is in. The summary emails we send the agent about the transfer contain no names, email addresses or phone numbers of interested people. We do not pass the data to the agent's real estate software or to anyone else.

International transfers

We process your data solely within the European Union.

How long we keep the data

We keep enquiries for 5 years after they have been dealt with, and then delete them. If an enquiry leads to a contract, the contractual documentation will be subject to its own retention period under limitation and accounting rules — this page will be updated once the system starts holding contractual documentation.

We keep invoices from the maintenance module for 10 years as accounting records under the Accounting Act. Other data from the portal — job descriptions and photos from the maintenance module, the addresses of flats in your portfolio, viewing slots — does not yet have a set retention period; this page will be updated once that is decided.

We keep payment and credit records for 10 years, including after an account is cancelled.

Data about interested people transferred from an agent's real estate software, including messages from their communication with the agent, is kept for as long as the agent, as its controller, decides, and we delete it on the agent's instruction. The 5-year period above does not apply to it — that period applies to enquiries for which we are the controller. When the agent disconnects, we delete their login details for the real estate software without undue delay and the transfer stops; flats, listings and interested people that have already been transferred remain in their portfolio. Deleting the agent's account also deletes the connection, including the login details. We do not store whole pages from the real estate software, and operational records of the transfer contain no personal data.

Cookies

We do not use any cookie for analytics, for measuring traffic or for advertising, and we do not share any of them with third parties. They are all necessary for what you asked for yourself to work — which is why we do not ask about them in advance and you will find no cookie banner here. You can delete them at any time in your browser settings; afterwards you will simply have to sign in again and choose your appearance and language again.

The user portal sets four:

sousedim_session — keeps you signed in. It expires when you close the browser; with “Remember me” ticked it lasts 30 days. The browser will not hand it to any script on the page.

sousedim_user — contains your name, so that both the portal and the website can address you in the menu and offer you sign-out instead of sign-in. It lasts as long as the sign-in cookie. Unlike that one it is readable by the page itself — otherwise the name could not be shown in the menu — and it is set on the domain sousedim.czincluding its subdomains, which means the public website reads it too, even though it never sets it itself. It contains no email address, no password and no session identifier; anyone who reads it learns the name you entered when registering.

sousedim_theme — remembers whether you want the light or the dark appearance. There is nothing else in it.

sousedim_locale — remembers the portal language you chose yourself (Czech or English), so that the portal opens in it next time. It is only created when you click a language option, lasts 1 year, and there is nothing else in it.

The public website does not set any cookie itself. It does, however, read the one with your name, as described above — and only that one.

Your rights

You have the right of access to your data, to have it corrected or erased, to have processing restricted, to data portability, and to object to processing based on legitimate interest. You can exercise any of these rights at asistentka@sousedim.cz.

If your data reached us from an agent's real estate software, we will not send you any email on our own initiative. Only the agent may contact you, for example with a viewing invitation or a questionnaire. The controller of this data is the agent, so please exercise your rights primarily with them. If you contact us at asistentka@sousedim.cz, we will pass your request on to the agent. Erasure on our side is not enough while your data remains in the agent's real estate software: it could be transferred to us again from there. Please therefore also ask the agent for erasure. We do not interfere with the agent's real estate software.

Right to lodge a complaint

If you believe we are handling your data unlawfully, you can lodge a complaint with the Czech Office for Personal Data Protection, Pplk. Sochora 27, 170 00 Prague 7, Czech Republic.

Automated decision-making

We do not carry out automated decision-making that would have legal or similarly significant effects on you (Article 22 GDPR) — the content of your enquiry is always assessed by a person. The only thing we filter automatically is abuse: a hidden anti-robot field and a limit on submissions per hour (5 for the contact form and viewing enquiries, 3 for registering interest in a particular flat). Such attempts are not stored at all. The transfer from an agent's real estate software runs automatically roughly every 12 hours if the agent switches this on, or whenever the agent starts it, but it makes no decisions about you: whether and how the agent contacts you is always their decision.

Security

Data travelling between your browser and our server is encrypted (HTTPS). Passwords never pass through our systems unencrypted, and operational credentials are never part of the source code. Photos and documents you upload in the portal (for example to a reported fault) are not publicly accessible — only someone authorised for that particular job can see them.