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PRIVACY POLICY

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Last update: October 29th, 2024

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The following text is a summary of the most important things you should know about your relationship with Colivify:

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I – As a User, Registered User or Individual Customer using our Website

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• Colivify will be responsible for processing the personal data you provide us with when you request any of our services. We will therefore process your data primarily to fulfil the contractual relationship created when you request a service from us.

• In addition, we will send you promotional communications about Colivify products that are similar to those you have requested, for which we will take into account your consumption habits and preferences. We will do this because we have a legitimate interest in maintaining our relationship with you by informing you of new products that you can purchase. Nevertheless, you may unsubscribe from these communications at any time.

• Colivify will never share your data with other companies.

• You may, at any time, access, rectify or erase your data, as well as exercise other rights (explained below).

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It is important for you to know:

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We always recommend that you read this entire Privacy Policy so that you know, in detail, what data we use for each service you request from us and how long we need to keep it.

In addition, this Privacy Policy may be modified by the unilateral decision of Colivify, so we recommend that you consult it regularly.

Before clicking on the “Ok, we’re in” button, or equivalent, we will ask you to declare that you consent to the processing of your personal data by accepting this Privacy Policy.

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1. Data controller: who is in control of the processing of your data?

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Colivify, a website belonging to Simulación Técnica S.L. with registered office in Madrid, Calle Mayor 76 (28013), and with Tax Identification Number B-40146458 (Simulacion Tecnica) is the data controller for the personal data that you send through our website. Amongst others, Simulation Tecnica is the company responsible for:

• colivify.com – real estate website, where you can search a property.

• colivify.com/data – data analysis services portal for the real estate sector.

In the following clauses we provide you with information about your rights, as well as the use we will make of your personal data, when you browse our Website to search for information about published properties (“User” or “Registered User“), whether you contract our services as a private individual (“Individual Customer “); all in accordance with the European General Data Protection Regulation (“GDPR“) and Organic Law 3/2018 of 5 December on the Protection of Personal Data and Guarantee of Digital Rights (“LOPDGDD”).

If you have any questions regarding the processing of your personal data, you can contact us at the following address booking@colivify.com.

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2. Data category: what personal data will we use?

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As we will inform you below, when you use our Website, we will use different types of information and personal data. As we will not always use all of your information for all purposes, we will explain throughout this document the type of personal information we will use in each case.

Category of personal data we will use:

• Identifying data: name and surname, identification document (National ID Card/passport/Foreign Resident Number (NIE)), profile picture, handwritten signature, your user ID and password.

• Biometric data: stroke, pressure and speed of the electronic signature.

• Contact details: telephone number, contact e-mail and address for contact purposes.

• Personal characteristics: age, gender, profession and your living preferences, when you ask us to qualify your profile, when looking for a room or a flat to rent.

• Economic and financial data: details of your card or bank account and your address for billing purposes when you contract a charged service. You can also inform us about your income, but only when you want to qualify your profile for a room or flat to rent.

• Interaction and browsing information: interaction and browsing on the Website, and IP address.

• Data related to the services you contract: complete information about the properties (including their physical address) and information derived from the contracted service.

• Information that particularly affects Professional Clients (legal entity): in the event that you contract any of our services as a Professional Client (legal entity), we will process the following information relating to the natural person(s) representing you: name, surname(s), National ID Card/passport/Foreign Resident Number (NIE), telephone number, contact email address and, in some cases, documents proving your representation.

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3. Purposes of processing and legitimacy: for what purpose, and on what legal basis, may we process your data?

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At Colivify, we will process your data for the following purposes:

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3.A) Processing necessary for the provision of the services you request from us

 

There are a series of data that we request from you as “obligatory” because they are necessary to provide you with the services you request from us.

As for the list of these services we offer you, they include:

• Registration as a Registered User on the Website. Please note that this involves sending any transactional communication relating to its operation or to the operation of any other contracted service (these transactional communications will be related to the management and solution of possible technical incidents, notifications in the event of modification of the contracting conditions or for the management of any possible claim that you may need to make regarding the contracting of the services).

• Service to save and manage your searches as a User, whether you are registered or not.

• Invoicing, where Colivify is also responsible for the processing of your data. In addition, we will process your data to issue invoices for services rendered, if applicable.

• Property valuation service

• Advanced biometric handwritten electronic signature service, which can be used in:

  • Service for the creation and signing of the rental contract.

In this case, we will act as data processor for the data included in the documentation to be signed. Here you can find the Data Processor Agreement that applies to the service creation and signing of the rental contract.​

• Monitoring of compliance with the terms and conditions of the website.

Please note that, if you have requested these services from us we will use your identification data, financial data (in the case of charged services) and any information we may have about your property. We will also use your contact details to contact you by telephone, SMS or email (if you have provided any of these details), where necessary for the provision of these services.

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3.B) For the legitimate interest of Colivify

 

We will now explain the different circumstances in which we may process your data on the basis of a legitimate interest:

If you are a Professional Client and you have contracted any of the services in section 3.A), on behalf of your company (legal entity)

We will process your identification and contact details in order to (i) formalise, including by means of electronic signature systems, the contractual relationship with the entity you represent; (ii) maintain communications with you that are necessary to provide the services to the entity you represent, or (iii) manage any request you make on their behalf.

In accordance with the GDPR, we have carried out what is known as a “balancing test“. This is an internal analysis to confirm that our legitimate interest does not harm the interests of data subjects in the protection of their personal data.

As a conclusion of this test, we understand that the legitimate interest of Colivify prevails, due to the reciprocal interest in ensuring the correct representation and interrelation with a legal entity, in order to be able to responsibly manage the contractual relationship with it. This is done in compliance with article 19 of the LOPDGDD.

What data we process: your identification and contact details.

If you are a Private or Professional Client 

We will process your data to process any claims you may owe us for our services.

For this processing we also carried out a weighing test, from which it is understood that our interest in carrying out this activity prevails:

a) collect unpaid fees for the provision of our services;

b) enforce the general terms and conditions of our services; and

c) ensure that the company’s solvency is not jeopardised by these debts.

In this regard, we understand that we have a legitimate interest that does not affect your privacy, since this processing does not prejudice your fundamental rights and freedoms and, furthermore, we will only use the minimum data we need to collect the amounts due.

What data we process: your identification, contact and financial data.

If you are a User (and you accept the use of analytical, preferences, automatic personalisation and advertising cookies)

Colivify will be able to create profiles based on your behaviour. Specifically, in order to carry out this activity, we will process the data obtained from the observation of your browsing habits on the Website, as well as the monitoring and analysis of your behaviour when you browse in these environments. With this information, and that which belongs to colivify’s internal sources (i.e., which we obtain directly from you, without consulting any third party file or database; such as, for example, data that you provide when you contract any of our services), we will carry out an analysis of your interests to determine which of our products and services best fit your profile, in order to show you recommendations within the Website that match your preferences. Under no circumstances will automated decisions be made on the basis of this profile that will have any legal or other significant effect on you.

This processing involves the acceptance of cookies in terms of consent, so colivify will process the personal data obtained from the use of analytical, preference, automatic personalisation and advertising cookies, provided that you have given your express consent to this effect through the cookie configuration panel. For more information, you can consult our Cookies Policy.

What data we process: your identification and contact details, personal characteristics, interaction and browsing information and commercial information.

If you are a Registered User, Individual Customer or Professional Client 

We will send you promotional communications about colivify’s own products and services, which are related to those you have initially contracted. In order to send you these communications we will take into account the information we save about you from our internal sources (due to the cookies you have authorised, your profile data created on the Website, the searches you have carried out, the properties or products you have marked as favourites. This will allow us to send you communications adapted to your consumption habits and preferences; as well as to carry out quality surveys on the services you have contracted with us, in order to receive your assessment and improve our services.

In this case, we have also carried out a balancing test and, as a conclusion, we understand that our interest in carrying out this processing prevails to:

(i) be able to maintain the relationship with you by contracting new products;

(ii) your assessment of the services provided; and

(iii) make the appropriate improvements in relation to the suggestions you have made about the contracted services.

Therefore, we understand that we have a legitimate interest that does not affect your privacy, since only data that you yourself have provided us with, or that have been generated in the course of the contractual relationship (excluding data obtained from external sources), will be used for this processing.

What data we process: identification data, contact data and commercial information.

For all Users

Processing of your data to verify your identity, prevent fraud and maintain a secure and trusted environment for Users on the Website.

In the event that we detect any fraud attempt affecting your personal data, and unless there is a circumstance of public interest or other legal cause that prevents it, we will inform you of this, review the information available and, where appropriate, we may ask you for cooperation and additional information.

As in previous cases, we have also carried out a balancing test in this case to ensure that our fraud prevention interests do not prejudice the rights of our Users.

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3.C) Compliance with legal obligations

 

What data do we process?

Your identification, contact and financial data and information about the services you contract.

For what purpose?

To comply with the different legal obligations that may be required of us and if we are requested to do so by any Court or Tribunal, the State Security Forces or any other competent Public Authority or Administration.

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3.D) By the express consent that you provide us with 

 

If you expressly consent, we will process your data for the following purposes:​

• In the event that you send us a request or make a complaint or query via e-mail or the contact form, we will process your contact and identification data in order to process them.

• In the case of documents that we ask you to sign using an advanced electronic signature, we will use your biometric signature, provided that you have explicitly authorised us to do so, in accordance with the provisions of art. 9.2.a) of the GDPR, as this is a special category of personal data

• If you are a Registered User, Individual Customer or Professional Client, we may contact you by telephone, SMS or email (if you have provided any of these details), to send you commercial communications that you have accepted and, in particular, to:

• Send you commercial communications related to other products offered by colivify (other than those you have contracted) or companies in its group: Simulacion Tecnica S.L., SybariteStore S.L..

• Send you newsletters from Colivify.

• Request your participation in surveys and market research.

• Communicate your data to other companies in the same Colivify group (mentioned above), in order to send you information related to their product and service offers, news and other commercial communications.

For the purposes set out in this section, we will use your identification and contact details, or the information specified above, to qualify your profile, where you have consented to this.

In any case, colivify will request specific consent for each of the purposes indicated above. In particular, in the case of commercial communications, if you are a Registered User, Individual Customer or Professional Client, by ticking the corresponding box when you contact us or when contracting any of our services.

In addition, we would like to inform you that colivify has collaboration agreements with certain companies that offer services that we believe may also be of interest to you, such as food services or other hospitality solutions. In order to contact them, these third parties offer their services on our Website and provide you with forms so that you can contact them directly.

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4. Target group: to whom can we communicate them?

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We may disclose your data to third parties in the following cases:

(i) For section 3.D) above (if you are a User, Registered User, Private or Professional Client):

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• To other companies in the same group as colivify (mentioned above), in order to send you information on their product and services, news and other commercial communications, if you have accepted this.

(ii) For all other purposes:

Your data will not be transferred to third parties, unless it is necessary to comply with a legal requirement or if we are expressly requested to do so by Courts, Tribunals or Public Administrations, as we have indicated in section 3.C).

Without prejudice to the foregoing, we inform you that idealista service providers who are responsible for the processing of your data, including those who provide us with technology services or services for sending and receiving documentation and support tools for measuring the operation of the Website, may have access to your data. These data processors will only access your information in accordance with colivify’s instructions.

You can request more information about the recipients of your data by sending an email to the following address booking@colivify.com, indicating the specific processing or use for which you would like more information.

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5. Data communication where can we send your data?

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Exceptionally, some of the colivify service providers referred to in the previous section may process your data in countries located outside the European Economic Area (“EEA“).

In any case, whenever we transfer personal data internationally, we will ensure that:

1. a) the transfer of data complies with applicable law; and

2. b) your data retain the same level of protection as in the EEA.

For this purpose, we will only use suppliers who: (i) are located in a country or territory that has been declared by the European Commission to have an adequate level of protection; or (ii) provide us with adequate safeguards, such as standard contractual clauses or an equivalent legal tool, which are sufficient to ensure that such third parties protect your data and provide you with rights and protections at the same level as in the EEA. This is without prejudice to the fact that we may also apply technical protections, such as encryption and pseudonymisation of your data, as appropriate.

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6. Data retention period: how long will we process your data for?

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Depending on each the purposes for which we process your data, the time period will be:

• During the contractual relationship. That is, for as long as you are a User, Private or Professional Client (applicable to the processing operations indicated in section 3.A), which are necessary for the provision of the services you request from us).

• Until the purpose for which your data were collected ends or you object to their processing on the grounds of legitimate interest (applicable to the processing operations indicated in section 3.B).

• Until you revoke your consent (applicable to the processing operations indicated in section 3.D), based on the express consent provided.

• Until you request their erasure, in the legally permitted cases (applies to all the purposes described in section 3).

• For a period of 5 years from the date of execution of the rental agreement or from the date on which the draft rental agreement was last saved, if you have requested the service for the creation and signing of the rental agreement.

We inform you that your data will remain blocked at the end of the processing for which they are intended and during the legal limitation periods of obligations (maximum 6 years) defined for each purpose of processing, indicated in section 3.

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7. Necessary and up-to-date information

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There are mandatory fields in the forms without which we will not be able to provide you with our services. By clicking on the “Ok, we’re going in” button (or equivalent) incorporated in the above forms, you declare that the information and data you provide is accurate and truthful.

To ensure that the information provided is always up to date and does not contain errors, please remember to inform us, as soon as possible, of any modifications and corrections to your personal data that may occur via the following e-mail address booking@colivify.com. You can also update your telephone number or email address through your private area on the Website.

 

8. Rights of data subjects

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We inform you that you may exercise the following rights:

1. Right to access your personal data to know whether they are subject to processing and the processing operations carried out with same;

2. Right of rectification of any inaccurate or incomplete personal data

3. The right to erasure of your personal data, where this is possible (without prejudice to cases where we are required by law to maintain the data blocked);

4. Right to request the limitation of processing of your personal data where the accuracy, legality or need for processing of the data is doubtful, in which case, we maintain the data blocked for defence of complaints.

5. The right to object to the processing of your personal data, when the legal basis that enables us to process it is our legitimate interest. Colivify will cease processing your data unless it has compelling legitimate reasons or it is necessary for the defence against complaints.

6. The right to the portability of your data, which allows you to request the communication of your personal data to another company, in a structured, commonly used and machine-readable format, when the legal basis that enables us to process it is the existence of a contractual relationship or your consent, and provided that the processing of your data is carried out by automated means.

7. The right to revoke the consent given to colivify at any time.

8. The right not to be subject to automated individual decisions. This right allows you not to be subject to a decision based solely on the automated processing of your personal data which, as a result, has legal effects concerning you.

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

a) From your private area on the Website. There you can unsubscribe from all previously accepted commercial communications or select and personalise the type of notifications you wish to receive from colivify.

b) In case you are unable to access the Website, you can send an email to colivify.com@gmail.com, indicating the right you wish to exercise and your identification details.

We also inform you that you have the right to submit a complaint to the Spanish Data Protection Agency if you consider that an infraction has been committed under data protection legislation with respect to the processing of your personal data.

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9. Confidentiality and security

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At colivify, we take all reasonable efforts to maintain the confidentiality of personal information processed through the Website and, where appropriate, other colivify tools. We maintain strict levels of security to protect the personal data we process against accidental loss and against unauthorised access, processing or disclosure, taking into account the state of technology, the nature of the data and the risks to which it is exposed. However, we cannot be held responsible for the use you make of the data (including your username and password) that you use on colivify beyond our tools or Website.

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10. Additional information on certain features of the Website

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a) “Share listing” form

Colivify will only process the e-mail address you include in the “Share listing” form. The processing will only consist of forwarding the selected listing and will end with it.

b) Username registration and password. Two-step access with verification for added security

When you register on the Website, you will register a username and password that will allow you to log in, at any time, as a “Registered User” and, therefore, manage your relationship with colivify. This password may be changed.

It is essential that you keep your password confidential at all times and do not make it available to third parties. It would be advisable not to use the same password for all your personal accounts so that, in the event that any third-party gains access to them in an unauthorised or illicit way, they cannot access the different accounts you have on different websites.

c) Information obtained from online identifiers or cookies

In the provision of our services, we will use software and/or third-party services to collect information while you browse or interact with the content of our Website, or participated in by, colivify, as well as information about the device you use.

The main purpose of collecting the information generated by cookies is to learn more about how you use and interact with the Website, in order to improve your experience while using our services and to identify possible errors in the implementation of our Website. The information collected includes, among others:

• The IP address of your device.

• The screen size of the device you use.

• Device type (unique device identifier) and browser information.

• Geographical location.

• Favourite language used to display on our website.

• Pages visited.

• Date and time when the pages were visited.

Learn more about passively collected information in our Cookie Policy.

d) colivify/tools: what happens when you integrate your Google account with the colivify/tools software?

When you integrate your Google account with our colivify/tools software, we export relevant information to give you a better experience of our service.

e) colivify/tools: what data do we receive when you integrate with your Google Account?

Google user: we will receive all your data as a Google user, including, among others, your name, surname, email address and/or telephone number, as well as the communications that are encrypted in our databases.

Google Calendar: from your calendar we will export the information regarding the activities and events that are important for your business.

f) colivify/tools: who will have access to your data once you integrate with your Google account?

You, having completed the integration of your Google account, and we, idealista, as users at administrator level, as supervisors. We will only import information that is relevant for the integration with colivify/tools.

 

 

COOKIES

 

When you visit the Website as a user, we also use cookies. These are small text files that a website like ours can place on the website visitor’s computer, i.e. store locally, and are automatically deleted when you log out and close the browser.

 

We use cookies to make use of the platform as convenient as possible for you so that, for example, you do not need to fill in the login page again the next time that you visit.

 

You can disable the storage of cookies in your browser by changing your browser settings to prevent the setting of cookies (“private browsing mode”). You can also delete cookies from your PC hard drive at any time (“Cookies” folder). You can use our Website without cookies, but if you do so please note that you may be able to make only limited use of the functionalities on our Website.