In short
- If you ask for an estimate in the rental estimate, we store your answers and contact details on our own server and pass them on to our internal customer system, so someone from the team can prepare your estimate and contact you.
- If you sign up for the newsletter, our server sends your email address, and your first name if you give it, to Klaviyo, which sends the newsletter.
- Analytics and marketing cookies need your consent, and you choose each one separately. See the cookie policy.
- Address suggestions and Google reviews are fetched by our server. In those cases your browser only talks to our own domain.
- You can always see, correct or delete your data. Write to team@byadministration.dk.
Data controller
The data controller is BY Administration ApS, CVR 45652491, Brorsonsgade 4, kl., 1624 København V, Denmark.
Email team@byadministration.dk, phone +45 50 52 15 37.
When you ask for an estimate
The rental estimate form is on the rental income calculator, the rent calculator and several of our pages. It has five steps, and when you send it we receive:
| Information | Required |
|---|---|
| Type of rental: long-term, short-term or not sure | Yes |
| The address, plus postcode and town if you pick an address suggestion | Yes |
| Property type, size in m², number of rooms and whether it is furnished | Yes |
| Special features, when it is available, the rent you have in mind and a message | No |
| First name, email and phone number | Yes |
| Last name and company | No |
| Your tick at “Yes, BY Administration may contact me about my property” | Yes |
| Language, the address of the page you used and the time | Sent automatically |
| Campaign parameters from the address you arrived on (utm_source, utm_medium, utm_campaign, gclid and fbclid), if any | Sent automatically |
Purpose: to prepare your personal estimate and contact you about your property. We use the campaign parameters to see which of our adverts and links work.
Legal basis: your request for an estimate, that is, steps before a possible agreement with us (Article 6(1)(b) of the GDPR), and your consent to be contacted (Article 6(1)(a)), which you can withdraw at any time. We process the campaign parameters on the basis of our legitimate interest in measuring our marketing (Article 6(1)(f)).
How it is stored: your request is first written to a file on our own server, so it cannot be lost. From there it is passed on to our internal customer system, and as soon as the system confirms receipt, it is deleted from the file.
Your IP address is only used briefly, in the server’s memory, to limit submissions to 5 in 10 minutes. It is not stored with your request.
Your estimate is prepared by a person on our team. We make no automated decisions about you.
When you start and send the form, our analytics record it with the name of the form and the type of rental. They never receive your name, email or phone number.
Address suggestions
When you type an address in the form, your browser sends the text to our own server, which fetches suggestions from the Danish Agency for Climate Data’s public address register (the Adressevælger service). The register only sees our server’s request, not your IP address. Suggestions may be kept in our server’s and your browser’s cache for up to a day.
When you contact us
If you call or write to us, we use the information to reply and to help with your property. The legal basis is our legitimate interest in answering enquiries (Article 6(1)(f)) or steps before an agreement with you (Article 6(1)(b)).
The bubble with Nour at the bottom of the page only opens WhatsApp, your text messages app or the phone when you tap it. No third-party script runs in the bubble. If you write on WhatsApp, WhatsApp also processes the message under its own terms.
When you tap a phone number, an email address, WhatsApp or SMS, our analytics record that contact was made and which way. They do not record what you write.
If you book a meeting on book a meeting, it happens in Cal.com’s calendar, which is embedded on the page. If you fill in the form on get started, your answers reach us through ClickUp. Both embeds are loaded from the provider and set their own cookies, see the cookie policy.
Analytics and marketing
We would like to count which pages are read and see whether our adverts work. We only set cookies for this with your consent, and you choose analytics and marketing separately. The switches are off until you turn them on. The full list of cookies is in the cookie policy.
Google Analytics 4
Shows which pages are read, where visitors come from and which buttons are used. The Google tag loads on every page. Until you consent to analytics, it sets no cookies and only sends cookieless signals without an identifier (Google consent mode). Google Analytics 4 does not log IP addresses, and for visitors in the EU the location is looked up on servers in the EU before the IP address is discarded (Google).
Microsoft Clarity
Shows how the pages are used, such as clicks and scrolling, as combined heatmaps and replays of visits. Clarity only loads after you consent to analytics. If you have also consented to marketing, Clarity may share data with Microsoft Advertising (Microsoft).
Ahrefs Web Analytics
Counts page views without cookies and without storing anything in your browser. Ahrefs Pte. Ltd. in Singapore does not store IP addresses, but counts unique visitors with a hash of the IP address and browser, using a salt that changes every day (Ahrefs). The legal basis is our legitimate interest in knowing our visitor numbers (Article 6(1)(f)).
Meta Pixel (planned)
The Meta Pixel is not in use. When it is, it will only load after you consent to marketing, and it will measure whether an advert on Facebook or Instagram led to an enquiry.
Legal basis: your consent (Article 6(1)(a)). You can withdraw it with “Change your cookie choice” at the bottom of every page.
Google reviews
The Google reviews on our pages are fetched by our own server from Google’s Places API when you scroll to them. Your browser only asks our domain, so Google gets no information about you from that view. Reviewers’ names and texts are shown as they appear on Google, and we do not store them. If you tap a name or the link to all reviews, you open Google, and Google’s terms apply.
Hosting and security
The site runs on a virtual server at Hostinger International Ltd. in Cyprus, our data processor. All traffic to the site is encrypted with HTTPS.
Like every web server, ours receives your IP address and technical details about your browser when you visit.
Fonts, images and videos are served from our own server, so they are not fetched from third parties.
Recipients and transfers outside the EU
| Recipient | What | Where |
|---|---|---|
| Hostinger International Ltd. | Hosting the site, and enquiries until they are passed on | Cyprus. |
| Our internal customer system | Enquiries from the rental estimate | |
| Klaviyo, Inc. | The newsletter | United States, EU-US Data Privacy Framework |
| Google Analytics 4, analytics with consent | EU and United States, EU-US Data Privacy Framework | |
| Microsoft | Clarity, analytics with consent | United States, EU-US Data Privacy Framework |
| Ahrefs Pte. Ltd. | Visitor numbers without cookies | Singapore |
| Danish Agency for Climate Data | Address suggestions, with no data about you | Denmark |
| Cal.com | Meeting bookings on /en/book-a-meeting/ | Embedded from app.cal.eu. |
| ClickUp | The form on /en/get-started/ | |
| Meta (planned) | Advert measurement with consent |
Transfers to the United States rely on the European Commission’s decision on the EU-US Data Privacy Framework, under which Google, Microsoft and Klaviyo are certified.
How long we keep data
| Data | How long |
|---|---|
| Enquiry on our server | Until the customer system confirms receipt |
| Enquiry in the customer system | |
| Newsletter | Until you unsubscribe. |
| Emails and messages | |
| Google Analytics 4 | |
| Microsoft Clarity | |
| Your cookie and theme choices | In your browser, until you change them or clear your browsing data |
Your rights
You have the right to see the data we process about you and to have it corrected or deleted. You can also ask us to restrict processing, object to processing based on our legitimate interest, and receive the data you gave us in a common format. If you gave consent, you can withdraw it at any time. That does not affect processing that took place before you withdrew it.
Write to team@byadministration.dk. We reply without undue delay and within one month at the latest.
If you are unhappy with how we handle your data, you can complain to the Danish Data Protection Agency (Datatilsynet), Carl Jacobsens Vej 35, 2500 Valby, Denmark, phone +45 33 19 32 00 (how to complain, in Danish).
Changes
We update this policy when the site or our processing changes. The date at the top shows when it was last changed.
