1. This is how FDVhuset AS processes personal information

Personal information is information that can be linked directly or indirectly to you as a person, such as name, mobile number and e-mail address. FDVhuset protects your privacy in accordance with applicable laws and regulations as a data processor.

By accessing, retrieving information from, and/or using associated services in our systems, you give your consent to our privacy statement.

FDVhuset complies with Norwegian privacy legislation, and both solutions and storage are carried out in a way that satisfies strict security requirements. We comply with the legislation's requirements for GDPR as stipulated in EU requirement (EU) no. 2016/679.

2. What data do we register on you?

FDVhuset only collects information that the data controller registers himself using our services. When the data controller creates a user in the system, contact information is registered, among other things. This can be, for example, name, place of residence, telephone number, e-mail address, subject area, photo and what role you have in your organization.

The data controller can register tenants and link them to leases in our rental module. Information that can be registered about tenants include name, e-mail, date of birth, social security number, address, invoice address, telephone number, invoice e-mail, guardian, information in accordance with § 11, company affiliation and special wishes and needs.

This information is stored in our database to provide or ensure delivery of the service ordered by our customers. It is also entered in log data globally in the solution for the purpose of safeguarding data security and data integrity. The information includes user information and time of change.

We also store information when you contact us, for example when you send an e-mail or message to the customer center, enabling us to answer your questions.

3. Your rights

As the data controller, you can exercise your rights by sending an e-mail to us as a data processor to [email protected]. You are entitled to a response without undue delay, and within no more than 30 days. 

Access to own information
You can request a copy of all the information we process about you.

Correction of personal information
You can ask us to correct or supplement information that is incorrect or misleading.

Deletion of personal information
In certain situations, you can ask us to delete information about yourself.

Restriction of processing of personal data
In some situations, you may also ask us to limit the processing of information about you.

Protest against the processing of personal data
You have the right to object to our processing of information about you which is based on our tasks or on a balance of interests.

Data portability
If we process information about you on the basis of consent or a contract, you can ask us to transfer information about you to you or to another data controller.

Sharing
We do not share your personal information with others.

You can file a complaint about our processing of personal data
We hope you will tell us if you think we do not comply with the rules in the Personal Data Act. Contact [email protected]. You can also file a complaint about our processing of personal data. This is done to the Norwegian Data Protection Authority.

4. Cookies

Cookies are small text files that are placed on your computer when you visit a website. FDVhuset uses cookies for various services in FAMAC/DirekteInn to work. The basis for processing this is the Norwegian Privacy Ordinance Article 6 No. 1 f), which allows us to process information that is necessary to safeguard a legitimate interest that outweighs the consideration of the individual privacy. The legitimate interest is to make services in FAMAC/DirekteInn work.

Storage of information and processing of information from cookies is not permitted unless the user of the website has both been informed of and has given consent to the processing. The user shall be informed of and approve which information is processed, what the purpose of the processing is and who processes the information, cf. Norwegian Electronic Communications Act § 2-7b. This is done in the user's browser.

The following cookies are used by us:

PHPSESSID
Used to keep users logged in to FAMAC.
Duration: Until the browser session ends.

rememberme
Used to store login details that the browser can automatically use to log in to FAMAC automatically (optional, through the "Remember me" checkbox on the login screen).
Duration: 30 days.

switchedBuilding
Used to display pop-ups when changing buildings in the Cleaning Module.
Duration: One minute.

5. What is registered when you contact us?

Telephone
When you call us, your telephone number will be stored in our telephone exchange together with information about when you called and how long the call lasted. In addition, employees have an overview of the latest calls on their phones. If a case cannot be resolved by means of a telephone conversation, a note can be written which is recorded in our support system Zendesk in order to be able to follow up the customer's wishes/challenges. No other systematic registration of telephone calls is made where callers can be identified. The basis for processing this is the Privacy Ordinance, Article 6 (1) (f), which allows us to process information that is necessary to safeguard a legitimate interest that outweighs the consideration of the individual's privacy.

E-mail
We use TLS encryption to secure our e-mail communication. Most webmail services support this, and your e-mail communication with us will then be secured. However, we ask that you do not send sensitive personal information or information worthy of protection by e-mail, as we cannot guarantee that your e-mail provider supports TLS. We scan all incoming and outgoing e-mails for viruses and malware. The basis for processing this is the Privacy Ordinance, Article 6 (1) (f), which allows us to process information that is necessary to safeguard a legitimate interest that outweighs the consideration of the individual's privacy.

Messages via customer service in FAMAC
We have a customer service function inside the FAMAC system where you can send messages to support. This can be found inside the customer support page at the bottom right. Messages sent via FAMAC are stored in our Zendesk support system. Mail can also be sent directly to Zendesk. The basis for processing this is the Privacy Ordinance Article 6 No. 1. f), which allows us to process information that is necessary to safeguard a legitimate interest that outweighs the consideration of the individual privacy.

6. Information about employees and job seekers

Employees
FDVhuset processes information about employees to manage salaries and working conditions. Necessary information is registered for the payment of salaries, such as basic data, salary level, time registration, tax percentage, tax municipality and trade union affiliation. Other information about employees is related to the person's work instructions and facilitation of the person's work. The basis for processing this is the Privacy Ordinance Article 6 No. 1 b), the processing is necessary to fulfil an agreement the data subject is a party to.

In addition, information is registered in connection with key administration and information on access control in the IT system. The information is obtained from the employees themselves. The information is only disclosed in connection with salary payments and other statutory disclosures. Deletion routines for personal information follow the Accounting Act and the Archives Act. Information about name, position and area of work is considered public information and can be published on our website. All former and current employees have a personnel file in our archive system that only the general manager has access to. Here, among other things, the job application is archived/stored. Personnel folders are cleared at the end of the employment relationship.

Job seekers
If you are applying for a job at FDVhuset, we need to process information about you to assess your application. The basis for processing this is the Privacy Ordinance, Article 6 no. 1 b), the processing is necessary to fulfil an agreement the data subject is a party to, or to implement measures at the data subject's request before entering into an agreement. If your application contains special categories of personal data, our basis for processing is the Privacy Ordinance, Article 9 (2) (b) and (h).

All job applications are stored in the general manager's archive system and shredded when these are no longer relevant.

7. Information security and data processors in FDVhuset

Logging
FDVhuset has general security logs in the systems, and the security manager has been delegated responsibility for this. The employees' use of the system is registered here. The basis for processing this is the Privacy Ordinance Article 6 No. 1 f), which allows us to process information that is necessary to safeguard a legitimate interest that outweighs the consideration of the individual privacy. The legitimate interest is to secure the Authority's ICT infrastructure.

FDVhuset's use of data processors
FDVhuset AS commits to ensure that subcontractors comply with the same contractual and legal obligations as data processors. We have entered into data processor agreements with all our subcontractors.

If we use subcontractors or others who are not normally employed by us, this must be informed to the data controller before the processing of personal data can commence. If the data controller opposes a new use or change of subcontractor, the parties have the right to terminate the agreement with effect from the date of commencement of processing by the subcontractor.

FDVhuset AS uses the following subcontractors when processing personal data:

• Rocket Science Computer Services AS, Østerdalsgata 1 K, 0658 Oslo
  • Operation and maintenance of servers and lines
• DHO IT, Markveien 17A, 8402 Sortland
  • Development of FAMAC. Testing.
• Zendesk Inc., 1019 Market Street, San Francisco, CA 94103, USA
  • Customer support for system users
• Copper Inc., 301 Howard Street #600, San Francisco, CA 94105, USA
  • Customer follow-up, CRM
• Atlassian/JIRA, 1098 Harrison St, San Francisco, CA 94103 USA
  • Development of FAMAC and DirekteInn
• Google Inc., 1600 Amphitheatre Pkwy, Mountain View, CA 94043, USA
  • E-mail, document storage and calendar