Privacy Statement

  1. Web sites covered
  2. Information collected
  3. Use of information collected
  4. Public forums, refer a contact, and customer testimonials
  5. Sharing of information collected
  6. Communications preferences
  7. Correcting and updating your information
  8. Changes to this Privacy Statement
  9. Contacting us

Mosaic World Finland Oy (“Mosaicworld,” “we,” “us,” “our,” or the “Company”) undertakes to protect the privacy of persons who visit the company's websites ("Visitors"), persons who register for the Services such as described below (“Customers” or clients) and persons who register to participate in corporate events (“Participants”).

This Privacy Statement describes how Mosaic world deals with privacy issues related to the use of the Company's websites and the applications and services that Mosaicworld offers (collectively, the “Services”). This Privacy Statement explains which data is processed for which purpose and what the legal basis is.

Physical, technical and organizational measures have been taken to protect your personal data. We reserve the right to make changes to this privacy statement. The current privacy policy can be consulted online at any time via our website. Except as set forth in this Privacy Statement, we will not disclose your information to third parties without your permission unless we are required by law to do so, for example, by a court order or to prevent fraud or other crime.

By submitting information on our website and reading this Privacy Statement, you agree to the processing of this data about you by us and the product providers. If you have any questions or complaints regarding Mosaic world's privacy statement or related practices, please contact us at privacypolicy@mosaicworld.com.

Address

Heikkiläntie 7 D

4 Krs 00210 Helsinki

1. Web sites covered

This Privacy Statement applies to the handling of data that refer to this privacy statement. In this privacy statement, we explain how our company collects, uses, shares, and secures your personal information related to the Services that refer to this privacy statement (collectively referred to as “Mosaic world’s Web sites” or “the Company’s Web sites”). Mosaic world’s Web sites may contain links to other websites. Mosaic world is not liable for the content of external websites. The company encourages you to review the privacy statements of other websites to understand their information practices.

2. Information collected

The legal basis for collecting and processing the below data is contractual: the processing is necessary for a contract you have with the individual, or because they have asked you to take specific steps before entering into a contract.

See further information on The Office of the Data Protection Ombudsman website (link: https://tietosuoja.fi/en/home).

Data Subject - Applicant

Data type Reason why we store data / use the data Retention period after application 

Name and contact details

To contact Applicant and send Marketing invitations to view properties that you have not selected, of which Mosaicworld  believes will suit your search

12 months

Date of birth

Check the age is above 18

12 months

Current Address

To perform a credit check. This forms part of the vetting criteria to become a guardian/tenant.

12 months

Employment status

This forms part of the vetting criteria to become a guardian/tenant.

12 months

Partner status

To find out if Mosaicworld  can accommodate the Partner

12 months

Partner email

To then contact Applicant Partner in relation to offering accommodation.

CCTV video

Some of our sites (no all) have additional security in the form of CCTV

4 weeks regardless of application date.

Data Subject – Tenant/Resident

Data type Reason why we store data / use the data Retention period after tenant/Resident has left

Name and contact details

To contact Applicant

1 year

Date of birth

Check the age is above 18

1 year

Photo ID (e.g. copy of passport) & Nationality

To confirm your identity and check that you are legally allowed to live and work/study in the country. This is part of the Tenant vetting criteria.

1 year

Visa (if needed)

To verify that you are legally allowed to live and work/study in the country. This is part of the Tenant/Resident vetting criteria.

1 year

Current Address

To perform a credit check. This forms part of the vetting criteria to become a Tenant/Resident.

1 year

Credit check

To see if you have a good history of paying, this is part of the Tenant/Resident vetting criteria.

1 year

If appropriate, Guarantor name & contact information

In connection with payments, someone can stand surety.

1 year

Employment status and details.

This forms part of the vetting criteria to become a Resident.

1 year

Bank Details

Set up payment of accommodation Fee and to pay back Damage Security Payment

1 year

Address of previous properties from last 5 years and Employment Details of last 5 years

This forms part of the vetting criteria to become a Resident and this information adheres to the Code of practice: BS 8584:2015 Vacant property protection services.

1 year

Registration Civil Affairs

Must be sure that the borrower/tenant/Resident is registered

n/a

 

Educational institution registration (if necessary)

Proof of registration from the educational institution is required for certain contracts. This is part of the selection criteria.

n/a

Income statement tax (if necessary)

To see if you are eligible for social housing. This is part of the selection criteria.

n/a

Income registration form (if needed)

Testing whether appropriate allocation can be made. This is part of the selection criteria.

n/a

Historical extract GBA (if necessary)

This is part of the selection criteria.

n/a

Chamber of Commerce registration (if necessary)

This is part of the selection criteria.

n/a

Contact information / Next of Kin name & contact information

In case of emergency, being able to approach a contact person.

1 year

Pay slips (or equivalent) / Last three payrolls

Business need - to manage the payments

1 year

Financial information including Invoices, credit history

Business need – to manage the payments

6 years 

Signed Licence Agreement

Business need - to manage the properties

7 years (tax reasons)

Financial documentation - Employed:

Employment contract + Working life

This is part of the Guardian vetting criteria.

n/a

Financial documentation - Self-employed:

Previous year income statement + Model 130: income tax quarterly statement of income and expenses + Model 303: VAT, quarterly VAT return + Certificate of being up to date with Social Security

This is part of the Resident vetting criteria.

n/a

Financial documentation – Student:

Data of the solidarity guarantee + Valid proof of enrolment from the academy or university.

 

n/a

Financial documentation: File of delinquent tenants + Certificate of no banking incidents

Business need - to manage the payments

This is part of the Resident vetting criteria.

n/a

References old landlords

To verify past accommodation.

This is part of the Resident vetting criteria.

n/a

Criminal record certificate:

This is part of the Resident vetting criteria.

n/a

CCTV video

Some of our sites (no all) have additional security in the form of CCTV

4 weeks period regardless of resident left date

Data Subject – Potential Client

Data type Reason why we store data / use the data Retention period after enquiry

ame and contact details

To contact Client.  Marketing will send you from time to time other information relating to your original request. All communication has an opt-out function.

Until you opt out

Work Address

To send correspondences

Until you opt out

CCTV video

Some of our properties (not all) have additional security in the form of CCTV

n/a

Data Subject – Client

Data type Reason why we store data / use the data Retention period after client has left

Name and contact details

To contact Client Marketing campaigns

3 years

Work Address

To send correspondences

3 years

Correspondence

Business need - to manage the service

3 years

Bank Details

Set up payments

3 years

Property Details (including inspection reports)

Business need - to secure the properties

3 years

Financial information including Invoices, credit history

Business need – to manage the payments

7 years 

Signed contract (offer letter)

Business need - to secure the properties

7 years (tax reasons)

CCTV video

Some of our sites (no all) have additional security in the form of CCTV

4 weeks period regardless of client handback date

Data Subject – Employee Applicant

Data type Reason why we store data / use the data Retention period 

Name and contact details

To contact staff

1 year

CV

Business need – investigating suitability for role / verifying experience

1 year

CV

Talent pool (applicant gives prior consent)

1 year

Date of birth

Check the age is above 18

1 year

Photo ID (e.g. copy of passport) & Nationality

To confirm your identity and check that you are legally allowed to live and work/study in the country. This is part of the Staff vetting criteria.

1 year

National Insurance Number

To confirm your identity

1 year

Visa (if needed)

To verify that you are legally allowed to live and work/study in the country. This is part of the Staff vetting criteria.

1 year

Advertising documents

Dequacing

n/a

Data Subject – Employee

Datatype Reason why we store data / use the data Retention period after application

Name and contact details

To contact staff

7 years

Date of birth

Check the age is above 18

7 years

Photo ID (e.g. copy of passport) & Nationality

To confirm your identity and check that you are legally allowed to live and work/study in the country. This is part of the Staff vetting criteria.

5 years

BSN / National Insurance Number / Social insurance number

To confirm your identity and to set up wage payment.

7 years

Visa (if needed)

To verify that you are legally allowed to live and work/study in the country. This is part of the Staff vetting criteria.

7 years

Current Address

To perform a credit check. This forms part of the staff vetting criteria.

7 years

Driving Licence

To check if staff have a current and valid licence whilst driving the company vehicles.

2 years

Credit check 5 years history verification CRB Check Driving Licence 2 Character References Criminal & Civil Records 2 Proofs of Address (Utility Bill & Bank Statement)

To perform screening process as specified in BS 7858-2012 - staff screening.

7 years

Bank Details

To pay wages

7 years

Next of Kin name & contact information

In cases of emergencies, were Mosaicworld needs to contact a employees Next of Kin.

7 years

Wages (payroll) + Bonuses + Pension + Expense Information

Business need – verifying payment made By Law - HMRC regulations

6 years

Appraisals / Performance Review / Disciplinary History

Business need – verifying and tracking performance and development

2 years

Attendance records: Absences + Maternity / paternity

Business need – verifying performance By Law

2 years

Personal accident/injury claim

Business need – preventing further accident/injury By Law

11 years

Training records

Business need – verifying training needs (performance and development)

5 years

Employment contract

Business need – verifying terms of employment

2 years

CCTV video

Some of our sites (no all) have additional security in the form of CCTV

Period of 4 weeks regardless of Staff left date

Data Subject – Supplier

Data type Reason why we store data/ how we use data Retention period after supplier has delivered service or product

Name and contact details

To contact Supplier Applicant

1 year

Financial information including Invoices, credit history

Business need – to manage the payments

6 years 

CCTV video

Some of our sites (no all) have additional security in the form of CCTV

Period of 4 weeks regardless of when the Supplier has delivered the product or service

Data Subject – Website Visitor

Data type Reason why we store data / use the data Retention period after enquiry

Name and contact details

To contact Website Visitor about their enquiry

1 year

Enquiry details

To answer and help the Website Visitor with their enquiry

1 year

Mosaic world does not always process all of the above personal data. That depends on which services the customer purchases / wishes to purchase and which functionalities the customer uses on the company's website.

When you use the company's services, Mosaic world may also collect information by using commonly used information collection tools, such as cookies or Google Analytics ("Website Navigation Data"). Website Navigation Data includes standard information about your web browser (such as browser type and browser language), your IP address, and the actions you perform on the company's websites (such as the visited Web pages and clicked links).

Video Images NL

CCTV cameras are set up for security purposes on the sites of Mosaic world Clients.

The images are stored locally and temporarily stored for a maximum of 28 days in accordance with the 'regulation of Article 151c of the Municipalities Act'. The stored images are kept with an accredited third party, they are only viewed in case of damage or suspected misconduct and at the request of the police and judicial authorities. If the police or judicial authorities request the images then they are kept until the incident is resolved. There is a possibility that there are one or more points in the building that can be viewed live.

3. Use of information collected

Personal data, of the Data Subject is processed for the following purposes:

  • entering into agreements;
  • to execute agreements with the Data Subject in the field of rental and loan;
  • informing the Data Subject;
  • ensuring the safety of the property of the Company and the person concerned, more specifically the prevention of criminal offenses and illegal activities;
  • approaching Data Subjects for marketing purposes;
  • improving the Company's offline and online services.

The legal basis for collecting and processing the below data is contractual: the processing is necessary for a contract you have with the individual, or because they have asked you to take specific steps before entering into a contract.

See further information on The Office of the Data Protection Ombudsman website (link: https://tietosuoja.fi/en/home).

4. Public forums, refer a contact, and customer testimonials

Mosaic world may provide bulletin boards, blogs, or chat rooms on the company’s websites. Any personal information you choose to submit in such a forum may be read, collected, or used by others who visit these forums, and may be used to send you unsolicited messages. Mosaic world is not responsible for the personal information you choose to submit in these forums.

Customers/clients and visitors may elect to use the company’s referral program to inform contacts about the company’s websites and services. When using the referral program, the company requests the contact’s name and email address. Mosaic world will automatically send the contact a one–time email inviting him or her to visit the company’s websites. Mosaic world does not store this information.

Mosaicworld posts a list of customers/clients and testimonials on the company’s websites that contain information such as customer names and titles. Mosaic world obtains the consent of each customer/client prior to posting any information on such a list or posting testimonials.

5. Sharing of information collected

Service Providers

Mosaic world may share Data about Mosaic world, visitors, customers and attendees with the company’s contracted service providers so that these service providers can provide services on our behalf. These service providers are authorized to use your personal information only as necessary to provide the requested services to us. Without limiting the foregoing, Mosaicworld may also share data about Mosaic world Visitors, customers and attendees with the company’s service providers to ensure the quality of information provided, and with third–party social networking and media websites, such as Facebook, for marketing and advertising on those websites. Unless described in this Privacy Statement, Mosaic world does not share, sell, rent, or trade any information with third parties for their promotional purposes.

Third Parties

Section 4 of this Privacy Statement, Google Analytics, specifically addresses the information we or third parties collect through cookies and web beacons, and how you can control cookies through your webbrowsers. We may also disclose your personal information to any third party with your prior consent.

Compelled Disclosure

Mosaic world reserves the right to use or disclose information provided if required by law or if the company reasonably believes that use or disclosure is necessary to protect the company’s rights and/or to comply with a judicial proceeding, court order, or legal process.

6. Communications preferences

Mosaic world offers visitors, customers/clients, and attendees who provide contact information a means to choose how the company uses the information provided. You may manage your receipt of marketing and non-transactional communications by clicking on the “unsubscribe” link located on the bottom of the company’s marketing emails. Additionally, you may unsubscribe by contacting us using the information in the “contacting Us" section below.

7. Your Rights as a Data Subject

As a data subject, you have the following rights:

  • The right to know whether and which of your personal data is processed;
  • The right to inspect and copy that data;
  • The right to correction, addition or deletion of data if necessary;
  • The right to request (partial) destruction of your data. This can only be met if the retention of the data is not of considerable importance to the Company and the data must not be retained on the basis of a statutory regulation;
  • The right to object to the processing of your data in certain cases;
  • The right to data portability.

If you would like to exercise your rights, please notify your request by email to privacypolicy@mosaicworld.eu

In order to prevent misuse, we ask you to adequately identify yourself in a written request for access, for example by sending a copy of a valid ID.

Don't forget to shield the citizen service number and passport photo on the copy.

8. Changes to this Privacy Statement

Mosaic world reserves the right to change this Privacy Statement. Mosaic world will provide notification of the material changes to this Privacy Statement through the company’s websites at least thirty (30) business days prior to the change takinc effect.

9. Contacting us

Questions regarding this Privacy Statement or the information practices of the company’s websites and services should be directed to: privacypolicy@mosaicworld.eu

Pursuant to privacy legislation, you also have the right to file a complaint with the Information Commissioner’s Office.

See further information on The Office of the Data Protection Ombudsman website (link: https://tietosuoja.fi/en/home).