Privacy Policy

Data Collection

nexolio collects and processes personal data in accordance with the General Data Protection Regulation (GDPR) and German data protection laws. The data we collect includes information you provide directly to us and information collected automatically when you use our website and services.

Personal Data We Collect

• Contact Information: Name, email address, phone number, postal address
• Property Information: Property details, ownership information, rental history
• Financial Information: Bank details, rental income, payment history
• Communication Records: Correspondence, support requests, meeting notes
• Website Usage Data: IP address, browser type, pages visited, time spent on site
• Cookies and Tracking Data: As described in our Cookie Policy

How We Use Your Information

nexolio uses your personal data for legitimate business purposes related to providing property management services. We process your information based on the following legal grounds under GDPR:

Use of Your Data

• Service Delivery: Managing your property, tenant relations, maintenance coordination
• Financial Management: Processing payments, financial reporting, accounting
• Communication: Responding to enquiries, providing updates, customer support
• Legal Compliance: Meeting regulatory requirements, tax obligations, record keeping
• Business Operations: Service improvement, quality assurance, business analysis
• Marketing: With your consent, sending relevant property management information

Legal Basis for Processing

Under GDPR, we process your personal data based on:

• Contract Performance: Processing necessary for our property management services
• Legitimate Interests: Business operations, fraud prevention, service improvement
• Legal Obligation: Compliance with German property laws and tax requirements
• Consent: Marketing communications and non-essential cookies

Data Sharing and Third Parties

nexolio may share your personal data with trusted third parties who assist in providing our services:

• Service Providers: Maintenance contractors, cleaning services, legal advisors
• Financial Institutions: Banks, payment processors, accounting services
• Government Authorities: Tax authorities, regulatory bodies when legally required
• Technology Providers: Website hosting, email services, data storage

Data Retention

nexolio retains personal data for as long as necessary to fulfil the purposes for which it was collected and to comply with legal obligations. Our data retention periods are:

• Active Client Data: Duration of service agreement plus 7 years for legal compliance
• Financial Records: 10 years as required by German tax law
• Marketing Data: Until consent is withdrawn or 3 years of inactivity
• Website Analytics: 26 months maximum

Your Rights

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

• Right of Access: Request copies of your personal data
• Right to Rectification: Correct inaccurate or incomplete data
• Right to Erasure: Request deletion of your data in certain circumstances
• Right to Restrict Processing: Limit how we use your data
• Right to Data Portability: Receive your data in a structured format
• Right to Object: Object to processing based on legitimate interests
• Right to Withdraw Consent: Withdraw consent for marketing or cookies

Data Security

nexolio implements appropriate technical and organisational measures to protect your personal data against unauthorised access, alteration, disclosure, or destruction. Our security measures include:

• Encryption of data in transit and at rest
• Access controls and authentication systems
• Regular security assessments and updates
• Staff training on data protection procedures
• Secure data backup and recovery systems

International Data Transfers

Your personal data is primarily processed within the European Union. If we transfer data outside the EU, we ensure appropriate safeguards are in place, including adequacy decisions or standard contractual clauses approved by the European Commission.

Children's Privacy

Our services are not directed to individuals under 16 years of age. nexolio does not knowingly collect personal data from children under 16. If we become aware that we have collected such data, we will take steps to delete it promptly.

Cookies and Tracking Technologies

nexolio uses cookies and similar technologies to enhance your website experience and analyse site usage. For detailed information about our cookie practices, please refer to our Cookie Policy.

Changes to This Privacy Policy

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

Contact Information

If you have questions about this Privacy Policy, wish to exercise your rights, or need to contact us regarding data protection matters, please reach out using the following contact information:

Supervisory Authority

If you believe that nexolio has not addressed your privacy concerns appropriately, you have the right to lodge a complaint with the competent data protection authority in Germany. For Saxony, this is the Saxon Data Protection Officer (Sächsischer Datenschutzbeauftragter).