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Privacy Policy

1. Who is responsible for data processing?

Vivara Solutions, SL

Address: Alcalde Barnils 63, 08174, Sant Cugat del Vallès

Email: legal@vivara.io

From here on, Vivara Solutions will be referred to as the “Controller” or “VIVARA”.

At VIVARA, we are committed to the fundamental right to the protection of your personal data. This privacy policy aims to inform you about your rights under the General Data Protection Regulation (GDPR).

2. What information do we process?

a) The data you provide directly:

We collect information about you when you register and provide your contact and identification details. This includes information about your home, rental preferences, documents required for the leasing process, and similar data.

All fields marked with an asterisk (*) in the forms provided through our channels are mandatory. Omitting any of these fields may result in the inability to provide the requested services. You must provide truthful information; identity theft or the use of aliases or anonymous names is prohibited.

To ensure that the information provided is always up to date and error-free, you must notify VIVARA as soon as possible of any changes to your personal data.

Additionally, by clicking the “I Accept” button (or equivalent) in these forms, you declare that the information and data you have provided are accurate and truthful.

b) Data obtained indirectly:

When you browse, different cookies and other tracking devices may be installed on your device, as explained in our Cookie Policy.

3. Where do the data originate from?

We consider all data processed by VIVARA to have been freely provided by you.

If the personal data provided belong to a third party, you guarantee that you have informed them of this Privacy Policy and obtained their authorization to provide their data to VIVARA for the aforementioned purposes. You also guarantee that the data provided are accurate and up to date and that you will be responsible for any direct or indirect damage or harm that may result from non-compliance with this obligation.

4. For what purposes and on what legal grounds do we process the data?

VIVARA acts as the data controller for the following purposes and in accordance with the following legal grounds:

1. General purposes when you register with us in any manner or only use the landing page services without registering.

The following processing activities will be carried out whether or not you register with us and regardless of the registration method. These activities will be in addition to those specified later for registered users as Owners or Tenants:

Based on the management of the contractual or pre-contractual relationship:

a) Register your user account. b) Allow you to manage your account. c) Provide the requested service and customize it.

Based on VIVARA’s legal obligations:

a) Allow users to exercise their rights. b) Comply with applicable regulations.

Based on VIVARA’s legitimate interest:

a) Analyze customer behavior and individual and group profiles to determine interest in specific offers, products, and services. b) Operate, maintain, and improve the website by analyzing how you use and interact with it. c) Analyze advertising effectiveness. d) Send communications about similar products that we think may interest you. e) Conduct necessary checks to prevent fraud in the use of our services.

Based on explicit, free, and unequivocal consent, if given when providing your data:

a) Keep you informed about products and services from VIVARA or third parties, always sent through VIVARA by electronic means. b) Show relevant advertisements and offers.

2. When you register as an Owner.

The following processing activities will be carried out exclusively when you register as an Owner and will be in addition to those explained in point 1:

Based on the management of the contractual or pre-contractual relationship:

a) Allow you to register new properties for rental management. b) Manage questionnaires to know your rental preferences. c) Act on your behalf with third parties necessary to complete the rental process (e.g., manage property viewings, contract necessary products, act as an intermediary in the leasing process). d) Display your property on other rental platforms. e) Manage any payments related to this rental process.

Based on VIVARA’s legal obligations:

a) Manage the necessary information to guarantee your identity and the feasibility of renting the property (e.g., verify ownership and habitability and energy certifications if needed).

3. When you register as a Tenant.

The following processing activities will be carried out exclusively when you register as a Tenant and will be in addition to those explained in point 1:

Based on the management of the contractual or pre-contractual relationship:

a) Allow you to submit rental applications for new properties. b) Manage questionnaires to understand the conditions of the property you wish to rent (e.g., number of rooms, occupants, start date of the lease). c) Manage questionnaires to understand your tenant profile (e.g., income, employment status, family situation, smoking habits). d) Act on your behalf with third parties necessary to complete the rental process (e.g., manage contracts for necessary products, act as an intermediary in the leasing process). e) Verify the solvency information you provide. f) Analyze all the mentioned information to create a profile to ensure it matches the property owner’s rental requirements.

Based on VIVARA’s legal obligations:

a) Manage the necessary information to guarantee your identity when renting the property.

Based on VIVARA’s legitimate interest:

a) Consult external data sources (Tax Agency, Social Security, etc.) when you opt for the manual method or request that you provide the information manually when you consent to external consultations. This ensures the accuracy of the information provided or obtained automatically in random cases to guarantee data quality or when there are signs of fraudulent or outdated information. You will be informed of these consultations before they occur.

Based on explicit, free, and unequivocal consent, if given when providing your data:

a) Allow access to external data sources (Tax Agency, Social Security, etc.) to assess your solvency when you consent to such access in your name or on behalf of a third party for whom you act as a contact point. Alternatively, you can provide the necessary information directly. b) Conduct a solvency and tenant profile analysis to use this information for other rentals outside our platform, provided you have chosen to use this service.

5. Who are the data communicated to?

All personal data transfers are necessary to fulfill the stated purposes or to comply with a legal obligation:

a) To public administrations and justice administrations, and to security forces in compliance with legal obligations. b) To banks, financial institutions, and insurance companies. c) To other entities within the Catalana Occidente Group to which VIVARA belongs. d) To credit and delinquency management entities.

Additionally, service providers acting as VIVARA’s data processors, such as IT service providers, hosting providers, CRM providers, email service providers, etc., may have access to your data.

We inform you that any data transfer will be conducted with all necessary legal safeguards. We ensure that we sign specific contracts with all our service providers as required by regulations.

Similarly, VIVARA guarantees that if there are providers located outside the European Union or in countries not considered adequate according to data protection regulations, the necessary precautions will be taken to ensure data can be transferred securely. This includes the provider offering adequate guarantees through, among other things, the signing of European Commission Standard Contractual Clauses or complying with any exceptions provided by law.

6. Exercising your rights

You have the following rights:

  1. Right to access your personal data to know what data is being processed and the processing activities carried out with it.
  2. Right to rectify any inaccurate personal data.
  3. Right to delete your personal data when possible.
  4. Right to request the limitation of processing your personal data when the accuracy, legality, or necessity of the data processing is in doubt. In such cases, we may retain the data for the exercise or defense of claims.
  5. Right to object to automated decision-making, including profiling.
  6. Right to object to processing your personal data when the legal basis for processing, as per section 4 above, is legitimate interest.
  7. Right to data portability when the legal basis for processing is the existence of a contractual relationship or your consent, as per section 4 above.
  8. Right to withdraw consent given to VIVARA.

You can exercise your rights at any time and free of charge in the following ways:

  1. By sending an email to legal@vivara.io from the email address you used to register for our services, indicating the right you wish to exercise.
  2. Additionally, when you receive any communication from us, you can unsubscribe from all previously accepted commercial communications by clicking on the unsubscribe section included in the communication.

When you exercise your rights, and only if we have doubts about your identity, we may request additional information to verify your identity.

You also have the right to file a complaint with the Spanish Data Protection Agency if you believe we have violated data protection legislation concerning processing your personal data.

You can also sign up for the Robinson List at www.listarobinson.es, managed by the Spanish Digital Economy Association (ADIGITAL), to show your opposition to the use of your data for sending commercial communications.

7. Data retention period

The personal data provided for service provision will be retained until you request its deletion or object to its processing for this purpose. Any data you provide through our channels will be blocked once it is no longer needed to manage the service. It will only be available if there is a legal obligation (due to a request from security forces or courts) and when you exercise your rights.

8. Security and confidentiality

To prevent unauthorized access or disclosure of personal data, we have taken appropriate technical and physical measures, as well as management measures, to safeguard and secure the information collected through our services.

9. Minors

Minors under 14 years old should not use the services of our website without the authorization of their parents or guardians.

10. Changes to the privacy policy

This privacy policy may be updated at any time, and the latest version will always be available on the website. We will notify you through our services or other means to inform you of significant changes to this privacy policy.

For more information about VIVARA’s processing of your personal data, please send an email to legal@vivara.io.