Privacy policy

Domus Apartments DK ApS runs this website and the booking. We are the data controller for the website, for inquiries and for accounts, and we handle your booking on behalf of the landlord.

The landlord on your lease is the company that owns the apartment. That may be another company than Domus Apartments DK ApS, and it is named on your lease. That company is the data controller for the lease and for your stay. You can always write to us at hello@domusapartments.com, whichever company is your landlord.

You can look at every apartment without giving us anything. We count how often each page is opened, so we can see which apartments people look at. The count records which page was opened, roughly when, and the website you came from (the site only, never what you searched for). It records no IP address, no device details and no identifier, so it cannot be traced back to you. Your browser sends nothing: our server makes the count as it builds the page. Pages whose address contains a booking reference or a personal link — your account, signing and report pages, sign-in — are not counted at all.

To keep robots out of the count, we check the browser description your request already carries (the user agent). We use it to decide, then discard it. It is not stored and not passed on.

When you send an inquiry or a message through a form, we receive what you type:

• Your name and email address
• Your phone number, if you give it
• The apartment or area you are asking about
• Your move-in date, and your move-out date if you have one
• Who the inquiry is for — yourself, a relocation agency, an insurance rehousing case, or a company booking for an employee
• Anything you write in the message field

We save the inquiry in our rental system as a lead, so our team can follow up. The lead has a team member responsible for it, a status and internal notes. Two emails are sent: one to our team and one confirmation to you.

Your IP address is used briefly to limit how many inquiries can be sent from the same connection. This keeps out automated spam. The IP address is not stored.

If you later book, we link the inquiry to the booking by your email address. We do this to see how many inquiries become bookings. It is statistics, not marketing.

We answer your inquiry because you asked us to, as a step before a possible lease (GDPR article 6(1)(b)). For inquiries on behalf of someone else, and for spam protection, the basis is our legitimate interest (article 6(1)(f)). An inquiry that does not become a booking is deleted automatically 12 months after the last activity on it.

To book, you sign in with a one-time code sent to your email address, or with Google. If you use Google, Google gives us your Google account id, email address, name and profile picture. We keep the id, the email address and the name, and not the picture.

We store the IP address of each sign-in request, for security. Signing in sets one cookie, domus_account, which keeps you signed in for 30 days. It is strictly necessary and used for nothing else.

An account that never led to a booking is deleted automatically after 12 months without a sign-in. That includes the account, its sign-in identities (including the Google id) and the stored sign-in IP addresses.

When you book, we keep in our rental system:

• Your name, email address, phone number and current address
• The names of the other people who will live in the apartment
• Receipt details, if you add them: company name, CVR or VAT number, your reference and an insurance claim number
• Your booking: the apartment, your dates, the rent, the deposit and its status
• Your signature: your typed name and the signature you draw, the time you signed, and the IP address and browser you signed from
• The signed lease as a PDF
• A photo of your ID document (passport or EU/EEA national ID card). The images are deleted as soon as our team has checked them. After that we keep only your name, the document type, its number and its expiry date.
• Your payments. You pay by bank transfer, and our team registers the payment by hand from our bank account.
• Invoices and receipts, as PDFs sent to you by email
• The messages you and our team write to each other about the booking
• Defects you report and the photos in your move-in report

When you live in the apartment, your tenant pages also keep the bank details you give us for paying back your deposit, the issues you report (with photos), and the questions you send us.

We do not ask for your CPR number.

We use this to enter into and carry out the lease (GDPR article 6(1)(b)) and to keep the accounting records Danish law requires (article 6(1)(c); the Danish Bookkeeping Act requires five years from the end of the financial year). We store the IP address at signing and check your ID to prevent fraud and to know who signed, which is our legitimate interest (article 6(1)(f)).

Some steps of the booking happen automatically. None of them is a decision about you beyond the booking itself.

• A booking you have not signed expires automatically at the end of the third business day, or on the move-in day if that comes sooner. We send you reminders before that.
• Once you have signed, the apartment is held for you for three business days while your payment arrives. If no payment is registered by then, our team checks the bank and either registers it or releases the booking.
• The door code is only released once your payment is registered, the lease is countersigned and your ID has been checked.
• We email you reminders, invoices and receipts as the booking moves along.

Within the company, only colleagues who need your data to handle your inquiry or booking have access. The landlord company named on your lease receives what it needs for the lease and your stay.

These suppliers process data on our behalf, under instruction and only for that purpose:

• Railway hosts this website and our rental system (EU, the Netherlands).
• Supabase hosts our database and file storage (EU, Ireland).
• Resend sends our emails, and receives your replies to booking emails.
• one.com hosts our mailbox.
• Google receives data only if you sign in with Google, or if you choose “Accept all” (Google Maps and places, and Google Analytics).
• Guesty is our booking calendar. When your lease is countersigned, your name, email address and phone number are added to the apartment's calendar entry.
• Slack carries internal notifications to our team, with your name, your dates and the apartment.
• OpenStreetMap provides the map on apartment pages. It loads without consent and sets no cookies, but like any website you load content from, it receives your IP address.

We do not sell personal data, we do not use it for marketing, and we do not profile you. We do not otherwise disclose it, unless the law requires us to.

Some suppliers — Google, Resend, Slack and Guesty — may process data in the United States. Where a supplier processes data outside the EU/EEA, this happens under the EU-US Data Privacy Framework or the EU standard contractual clauses.

• Inquiries that do not become a booking: 12 months after the last activity
• Accounts without a booking: 12 months without a sign-in
• ID document images: until our team has checked them
• Bookings, leases, invoices and receipts: five years from the end of the financial year in which the lease ends
• Emails in our mailbox: as long as they are relevant to the conversation
• Your cookie choice: one year

• domus_consent remembers your cookie choice, for one year.
• domus_account keeps you signed in, for 30 days. Only set when you sign in.
• Your saved apartments (wishlist) are kept in your browser's local storage. A temporary check value is kept there during a Google sign-in and removed afterwards.
• If you arrive from a campaign link, its campaign parameters are kept for your visit, but only after you choose “Accept all”.

Google Analytics, which measures how the site is used, and Google Maps with nearby places only load if you choose “Accept all”. Both let Google set its own cookies and receive your IP address. Choose “Necessary only” and neither is loaded. Google Analytics is never given your account, signing or report pages. You can change your choice at any time under “Cookie settings” at the bottom of every page. The site carries no advertising or social media tracking.

Everything else the page needs, including its fonts, is served from this site itself.

Under the GDPR you can ask us to:

• Tell you what data we hold about you, and give you a copy
• Correct anything that is wrong
• Delete your data
• Restrict how we use it, or object to our use of it
• Send your data to you, or to someone else, in a machine-readable format
• Withdraw your consent, for example to cookies, at any time

Write to hello@domusapartments.com and we will answer within one month. If you are not happy with how we handle it, you can complain to the Danish Data Protection Agency, Datatilsynet, Carl Jacobsens Vej 35, 2500 Valby, datatilsynet.dk.

If we change how we handle personal data, we update this page and the date at the top. We do not apply changes retroactively to requests already sent to us.