Privacy policy CitySafes
Last updated: April 11, 2024
Your privacy is a top priority at CitySafes. We are committed to protecting it at all times, both online and in our branches. In order to provide our services, we hold your personal data. In this privacy policy we explain what personal data we collect, what we need it for, and how we use it.
Our services
CitySafes offers a solution for the safekeeping of your valuables by renting safe deposit boxes. The following privacy policy refers to this service.
What personal data is collected by CitySafes?
CitySafes processes personal data within the meaning of the German General Data Protection Regulation. We are authorised to process your personal data when you contact us, visit one of our branches, or are our customer.
We base the processing of your personal data on the following principles:
- Your consent.
If you have consented to the processing of your personal data, you are free to revoke this consent. The revocation of your consent does not affect the possibility of renting a safe deposit box at CitySafes. - The processing of your personal data is necessary for the fulfilment of the rental contract.
If your personal data is required for the creation of the rental contract for your safe deposit box, the provision of this data is a necessary requirement for the conclusion of the rental relationship. If you refuse to provide this data, you will be denied the right to rent a safe deposit box from CitySafes. - The data processing is necessary to fulfil a legal obligation.
- The processing of your personal data is necessary to protect our lawful and legitimate interests.
We consider the processing of your data to be justifiable where it relates to our interests in marketing, improving our services, maintaining, developing and fault managing our services and carrying out general business processes.
Below we explain what personal data we may process:
- Gender
- First name
- Family name, surname
- Date of birth
- Street
- House number
- Postal code
- City
- Country
- Phone number
- E-mail address
- IP address
- ID document number
- IBAN
- (If business related) Company name
- (If business related) VAT identification number
- (If business related) Chamber of Commerce identification number
- (If business related) Personal data of the final beneficiaries
- A digital copy of the passport photo of your ID card
- We store the type of document, document number, country, and date of issue of your proof of identity and until when your proof of identity is valid. We storekeine social security numbers.
- Camera footage of restricted areas
Purposes of data processing
We will only use your personal data for the purposes for which it was originally collected and, where applicable, to comply with legal obligations. These include the following purposes:
Execution of the agreements. The processing of your personal data by CitySafes serves to provide our services. The collection of certain personal data is essential for the administration, billing, and security of the rented safe deposit boxes.
Customer service. We use your information to help you use our services.
Customer contact and communication. We use your information to communicate with you by telephone, email, text messages or other electronic media in connection with our services. You will receive messages from us such as invoices, confirmations of safe visits and appointment reminders.
Marketing. We would like to inform you by e-mail, SMS, or other electronic media about changes to our locations or services. You have the right to unsubscribe from this information provision at any time. Depending on your preference, you can unsubscribe from our messaging service or ask our customer service to unsubscribe.
Security, safety and conflict resolution. We use your data to ensure the security of our services. To this end, we process your information to detect and prevent fraud, theft and other misuse of our services. Where appropriate, we may use your information in dispute resolution to enforce the agreement with you, to enforce our rights against third parties or to defend ourselves against claims or allegations made by third parties.
Legal requirements. We may process your data to comply with legal obligations, e.g. to keep records, to meet legitimate requests from authorities (e.g. police/judiciary) or to combat terrorist financing, money laundering and fraud.
Improving our services. We use your personal data to improve our products and services. For example, insight into click behaviour and search results on our website can help us to set it up in a clearer and more user-friendly way, so that we can offer you a better service.
Maintenance, development and fault management. If you experience problems with one of our services, we may need to process your personal data, such as your name, date of birth, postcode or house number, in order to resolve the issue. In addition, we also process your personal data for some internal operational processes, for example when we migrate customer data to a new database.
Execution of general business processes, internal management and management reporting. In order to carry out our business activities, we use your personal data for general business processes. For example, we process your data for archiving, insurance and other administrative purposes.
Settlement of insurance claims. In the event of an insurance claim, personal data are processed and passed on to the insurance companies in order to enable the payment of the claim.
Third parties
We also receive information from third parties with whom we work. While our partners may change, they are currently:
Operators of safe deposit box rentals.
If we enter into a contract with an existing safe deposit box provider, we may receive your information directly from that provider. However, this will only happen if you:
- Rent a safe deposit box with this provider;
- Want to switch to CitySafes;
- Have expressly consented to the disclosure of the data.
Cookies
When you use our website, we collect data via cookies. Cookies are simple text files that are placed on your device to store information that is sent back to our servers the next time you visit. For more information about the cookies we use, we would like to refer you to our Cookie Policy.
With whom do we share your personal data?
There are a number of instances where we may share your personal data with others. When we share your data with third parties, we ensure that your data is processed correctly. We do this by entering into an agreement with the party concerned. We only share your data when necessary and only with the following parties:
- To enforce our agreement with you, we may pass your details to a debt collection agency.
- Where we are required by law to cooperate, your personal data may be disclosed to the police, the judiciary, and the tax investigation authorities. In accordance with the Central Financial Transaction Investigation Authority, we may also be required to disclose data to the Financial Intelligence Unit.
- In order to be able to submit a dispute to a legal firm, the relevant personal data required for this purpose may be disclosed.
- In the event of an insurance claim, personal data will be passed on in order to make claims.
Where is your personal data processed?
For hosting and maintenance, your personal data is stored in the European Union. Your personal data is mainly processed by our staff at our headquarters and branches in Belgium. Depending on your location and where applicable, certain data may be processed by local offices in other European countries, for example for local marketing campaigns. We may also share your information with affiliated companies. These are all based in the European Union.
How long do we keep your personal data?
We will only retain your personal data for as long as is necessary for the purposes for which it was collected or used and/or as long as required by law.
If you have terminated your contract with us, we will mark you as “inactive” in our database. In this case, we will no longer actively use your account information, for example to inform you about our products and services. If your account is inactive and the legal retention period has expired, we will delete or completely anonymise your data.
You have the right to submit a request for the immediate removal of your personal data via our customer service. This is only possible if you no longer have an active contract and are no longer using our services. In this case, we will comply with such a request as soon as possible, but with the exception of information that we are legally obliged to retain. For example, we are required by law to retain data such as copies of invoices for seven years.
Access and control of your personal data
If you wish to access, correct or delete your data or obtain a copy of your personal data, object to the processing of your data or make a request to restrict the processing, you can do so by contacting our customer service at info.be@citysafes.com. You will receive our response within 30 days of receipt of such a request.
Changes to this privacy policy
If necessary, we may amend this privacy policy accordingly. If these are material changes, we will notify you by email. Therefore, please ensure that you read this notice carefully.
Questions and complaints
If you have any questions about how we use your personal data, you can contact our customer service. You can also contact our data protection officer at info.be@citysafes.com. In addition, you are entitled to file a complaint with the supervisory authority, the Belgium Data Protection Authority. You can submit your complaint via the website of the Belgium Data Protection Authority.
The responsible party for the storage and processing of personal data is CitySafes, with its registered office in: Treurenberg 4, 1000 Brussels.
