Data Security & Privacy

At HousingPass, protecting your personal information is fundamental to everything we do. We are committed to ensuring that your data is processed securely,transparently, and in compliance with the General Data Protection Regulation (GDPR).

Your Data. Your Control.

HousingPass gives tenants full control over who can access their profile.

Landlords can only access your profile after your explicit authorisation.

Access is limited in time and can be revoked at any time.

Every access event is logged and auditable.

Sensitive documents are never shared directly with landlords.

Get Housingpass Now

Privacy by Design

HousingPass is built around the principle of data minimisation.

We collect only the information necessary to :

Verify identity and tenancy-related information.

Assess application completeness and creditworthiness.

Protect the platform against fraud and misuse.

Provide landlords with trusted and verified tenant profiles.

Conditions for Landlord Access

HousingPass ensures landlords only see your information with your consent. You decide who can view your profile and when.

Landlords may access tenant information only when:

The tenant has explicitly authorised access.

Authorisation remains active.

The landlord has accepted HousingPass Terms of Use

Access is fully logged and auditable

Get Housingpass Now

Secure Infrastructure

We apply industry-standard security measures to protect your data

Encryption

AES-256 encryption for stored personal data

TLS 1.3 encryption for all data transmissions.

Secure password hashing using bcrypt with individual salts.

Access Control

Role-based access controls (RBAC)

Strict separation between tenant, landlord, support and administrator permissions

Two-factor authentication (2FA) for administrative accounts

Least-privilege access policies for HousingPass employees

Hosting & Operations

Data hosted exclusively in Germany

ISO 27001-certified infrastructure

Daily encrypted backups

Web Application Firewall (WAF) and DDoS protection

Continuous monitoring and security auditing

Get Housingpass Now

Data	Landlord	HousingPass
Personal Profile	Only authorised information	Limited operational access
Email & Phone Number	Not shared	Limited operational access
Identity Documents	Not shared	Verification only
Bank Statements	Not shared	Verification only
Creditworthiness Results		Limited operational access

Data Categories & Purposes of Processing

HousingPass processes the following personal data as part of the application process.

Identity Data

Art. 6(1)(a) & (b)

Namedate of birthnationalityID/passport No.

Purpose of Processing

Identity verification (KYC)

Contact Data

Art. 6(1)(b)

Emailphonecurrent address

Purpose of Processing

Communication and account management

Financial Data

Art. 6(1)(a)

Payslipcredit scoreaggregated bank data

Purpose of Processing

Creditworthiness assessment

Application Documents

Art. 6(1)(a)

Self-disclosure formlandlord references

Purpose of Processing

Tenant application processing

Economic Profile Data

Art. 6(1)(a) & (f)

Income bracketrental historypayment behaviour

Purpose of Processing

Scoring, benchmarking, platform intelligence

Technical Data

Art. 6(1)(f)

IP addresslogin timestampdevice data

Purpose of Processing

Security and audit logging

Data Access & Authorisation

HousingPass operates on a principle of minimal data disclosure: each party sees only the information necessary for their specific role.

Information Type	Tenant	Landlord	HousingPass Team
Full Name			Limited Access
Email Address
Phone Number			Limited Access
Nationality			Limited Access
ID / Passport Number
Credit Score Result			Limited Access
Bank Statements
Payslip Documents
Income Bracket			Limited Access
Self-Disclosure Form			Limited Access
Authorisation History
Anonymised Economic Data
Audit Logs

Legend: ✓ = Full Access, Limited = Access only where operationally required, ✗ = No Access

Termination of Access

How and when access to your data is revoked and removed.

Tenant revokes authorisation

Access blocked within 24 hours

Authorisation expires

Automatic access removal

Tenant deletes account

All authorisations immediately revoked

Landlord account suspended

Immediate loss of access rights

Data Retention & Deletion

HousingPass follows the GDPR principles of data minimisation and storage limitation. Personal data is retained only for as long as necessary for the purpose for which it was collected.

Retention Schedule

Data Category	Retention Period
Identity Documents	90 days after verification
Credit Assessment Data	90 days after analysis
Credit Scores & Financial Indicators	12 months
Application Documents	24 months from last activity
Previous Landlord References	6 months
Tenant Profile Data	Until account deletion + 30 days
Inactive Accounts	5 years inactivity + notice period
Authorisation Logs	60 months
Technical Audit Logs	60 months
Billing & Payment Records	10 years
Anonymised Economic Profiles	Unlimited

When You Delete Your Account

We ensure a complete and secure removal of your personal footprint from our systems:

Authorisation Revocation

All active access permissions granted to landlords are instantly canceled.

Operational Scrubbing

Your personal profile details are completely scrubbed from active databases.

Document Purging

Stored PDFs, bank statements, and ID documents are permanently deleted.

Data Anonymisation

Analytics are permanently anonymised so they can never be traced back to you.

Your Privacy Matters

We are committed to transparency, security, and protecting your personal data.

Anonymised Data

To improve fraud prevention, benchmarking and platform intelligence, HousingPass may retain certain anonymised statistical information after personal data has been deleted.

Zero Individual Linkage

Anonymised statistics cannot be matched, tracked, or linked back to any individual person.

No Identity Records

Contains no names, contact details, ID numbers, or any files that could identify you.

Exclusive Analytics

Used strictly for security, benchmarking, platform optimization, and fraud prevention models.

No Profile Decisions

Never used to draw conclusions or make automated decisions about specific, identifiable users.

Verification & Data Freshness

To maintain the reliability of tenant profiles, HousingPass periodically requests updated verification documents.

Verified

Information verified within the required timeframe

Re-Verification Required

Documentation should be updated

Expired

Profile access restricted until verification is renewed

Profiles display a verification status so landlords can see how recently information was verified.

Your GDPR Rights

As a HousingPass user, you may exercise your rights under GDPR at any time.

Your Rights

Right of Access

Review all personal data collected and request a copy of your tenant records.

Right to Rectification

Update or correct inaccurate or incomplete profile and verification details.

Right to Erasure

Request permanent deletion of your profile and all uploaded documents.

Right to Data Portability

Download your verified tenant record in a structured machine-readable format.

Right to Object

Object to processing of your data for analytics or platform improvements.

Right to Withdraw Consent

Instantly revoke permissions for any active landlord or verification access.

Most privacy settings and consent preferences can be managed directly from your HousingPass account dashboard.

Reporting Security Issues

We take platform security seriously. Help us keep HousingPass safe for everyone by reporting vulnerabilities directly to our team.

Vulnerability Disclosure Guidelines

Please document your findings and contact us. We review all submissions responsibly and ask that you:

Provide detailed steps to reproduce the issue
Avoid accessing or modifying user accounts/data
Allow reasonable time for us to investigate and resolve

Submit Report support@housingpass.com

HousingPass regularly reviews and updates its technical and organisational security measures to ensure continued compliance with GDPR and industry best practices.

Data Security & Privacy

Your Data. Your Control.

Privacy by Design

We collect only the information necessary to :

Conditions for Landlord Access

Landlords may access tenant information only when:

Secure Infrastructure

Encryption

Access Control

Hosting & Operations

Who Can See My Data?

Data Categories & Purposes of Processing

Identity Data

Contact Data

Financial Data

Application Documents

Economic Profile Data

Technical Data

Data Access & Authorisation

Termination of Access

Tenant revokes authorisation

Authorisation expires

Tenant deletes account

Landlord account suspended

Data Retention & Deletion

Retention Schedule

When You Delete Your Account

Authorisation Revocation

Operational Scrubbing

Document Purging

Data Anonymisation

Your Privacy Matters

Anonymised Data

Zero Individual Linkage

No Identity Records

Exclusive Analytics

No Profile Decisions

Verification & Data Freshness

Verified

Re-Verification Required

Expired

Your GDPR Rights

Your Rights

Right of Access

Right to Rectification

Right to Erasure

Right to Data Portability

Right to Object

Right to Withdraw Consent

Reporting Security Issues

Vulnerability Disclosure Guidelines

Powered by Housingpass

© 2026 Housingpass. All Rights Reserved