Privacy Statement

1. Who is responsible for your personal data?

The controller responsible for the processing of personal data is:

2. Which personal data do we process?

We only process personal data that is necessary for our services, our communication and our legal obligations.

Depending on your contact with us, we may process the following data:

• first name and surname;
• email address;
• telephone number;
• country of residence or place of residence;
• data you enter yourself via the contact form;
• information about your property requirements, search area, budget and preferences;
• information about scheduled or completed viewings;
• communication by email, telephone, WhatsApp or other channels;
• data required to arrange appointments with property developers, sellers, estate agents, lawyers, gestors, notaries or banks;
• technical data about your visit to our website, such as IP address, browser, device, pages visited and cookie preferences;
• data required for administration, invoicing or legal obligations.

In principle, we do not process special categories of personal data, such as medical data, religion, political views or criminal records. Should you nevertheless provide us with such information yourself, we will only process it where this is strictly necessary or where you have given your explicit consent to do so.

3. What do we use your personal data for?

We use your personal data for the following purposes:

Contact and information requests

When you contact us via the website, email, telephone or WhatsApp, we use your data to answer your question and to communicate with you.

Buying guidance

When you use our services, we process data in order to guide you personally through the purchase of a property in Spain. This may involve, for example, selecting properties, scheduling viewings, maintaining contact with the parties involved and guiding you through the buying process.

Viewings and appointments

We use your data to schedule and confirm viewings, introductory meetings, project visits or appointments with third parties.

Aftersales and guidance after reservation or purchase

When you purchase a property through VidaSol Properties, we may use your data to guide you from the reservation contract until after completion at the notary. This includes communication about the progress of the process, choices relating to new-build, completion, interior design or practical questions after purchase.

VidaSol Properties does not apply for a power of attorney on behalf of clients. Any power of attorney is always arranged through a lawyer, gestor or other authorised professional.

Cooperation with external professionals

Where necessary, we may share your data with the parties involved, such as a lawyer, gestor, notary, bank, property developer, selling party, fellow estate agent or other specialist. This only happens where it is necessary for your request, viewing or buying process, or where you give us your consent to do so.

VidaSol Properties does not itself provide legal, tax, financial, mortgage or insurance advice. We can, however, guide you through the process and, if desired, put you in touch with external professionals. If, for example, you would like a mortgage meeting at a bank, we can accompany you, but we do not act as a mortgage broker or financial adviser.

We only pass on insurance information or refer you to an external party when you ask us to do so. Applying for or transferring utilities is generally handled by the lawyer, gestor or the service provider appointed for this purpose.

Newsletter and marketing

When you subscribe to our newsletter or give consent for commercial communication, we use your email address to send you information about properties, the Spanish property market, regional information, blogs or services of VidaSol Properties.

You can unsubscribe at any time via the unsubscribe link in the mailing or by sending an email to info@vidasolproperties.com.

Website improvement and statistics

We may use technical and analytical data to improve our website, to better understand how visitors use the website and to optimise our services. Cookies or similar techniques may be used for this purpose. You can find more information about this in our cookie policy.

Administration and legal obligations

We process personal data where this is necessary for our administration, invoicing, tax obligations, accounting or other legal obligations in Spain.

4. On what legal basis do we process personal data?

We only process personal data where there is a legal basis for doing so. Depending on the situation, we process data on the basis of:

Consent

For example, when you subscribe to a newsletter, agree to certain cookies or give us consent to pass on your data to a third party.

Performance of a contract or pre-contractual measures

For example, when you ask us to guide you in searching for or purchasing a property.

Legal obligation

For example, when we are required to retain data for tax, administrative or accounting obligations.

Legitimate interest

For example, to keep our website secure, to improve our services, to prevent fraud, to maintain contact with existing clients or to protect our business interests. In doing so, we always take your privacy interests into account.

5. With whom do we share personal data?

We never sell your personal data to third parties.

We only share personal data where this is necessary for our services, where you give your consent to do so or where we are legally obliged to do so.

Service providers that run our website and administration

To operate the website and our administration we use the following service providers. They process data solely on our instructions and may not use your data for their own purposes:

• Capsule CRM (Zestia Ltd, United Kingdom) — our customer relationship system. When you send a contact form, viewing request or property enquiry, your name, email address, telephone number and the content of your message end up here. This is the system in which your enquiry is followed up;
• Vercel Inc. (United States) — hosting of the website; the servers delivering this site are located in Frankfurt, Germany;
• Supabase — the database in which your enquiry is stored before and after it is passed to the CRM;
• Resend — sending email, such as the confirmation to you and the notification to the agent;
• Sanity — the system in which the website content and property listings are managed;
• Google Ireland Limited — website statistics via Google Analytics. This only happens if you give consent through the cookie banner;
• images.weserv.nl (Netherlands) — resizes property photos so pages load faster. Your IP address is visible to this service in the process, as with any image you request anywhere on the internet.

Two services only load when you click them yourself, not before: the map on a property page (OpenStreetMap Foundation) and the WhatsApp button (Meta Platforms). If you do not click them, these parties receive nothing from you through our website.

Parties that may be involved in your purchase

Depending on your request or buying process, we may share data with:

• lawyers;
• gestors;
• notaries;
• banks;
• property developers;
• selling parties;
• fellow estate agents;
• valuers or technical specialists;
• insurance advisers, only when you ask us to do so;
• administrative or accounting service providers.

These parties may only process your data for the purpose for which they receive the data and must take appropriate measures to protect your data.

6. Use of WhatsApp, email and telephone

VidaSol Properties communicates regularly by email, telephone and WhatsApp, because in practice this is often the fastest and most personal way to guide clients.

When you contact us via WhatsApp or a similar service, the provider of that service may also process personal data in accordance with its own privacy policy. We advise you not to send sensitive documents or special categories of personal data via WhatsApp, unless this is necessary and you are aware of the risks.

7. International transfers of data

Most data stays within the European Economic Area: the servers delivering this website are located in Frankfurt.

Several of the service providers named above are established outside the EEA, or may process data outside the EEA. Specifically: Capsule CRM (United Kingdom) and Vercel, Resend and Google (United States).

For the United Kingdom, the European Commission has determined that the level of data protection is equivalent to that in the EU (adequacy decision). For transfers to the United States we rely on the EU-US Data Privacy Framework and, where that does not apply, on the standard contractual clauses adopted by the European Commission.

Data processing agreements have been concluded with these parties, setting out that they process your data solely on our instructions.

8. How long do we retain personal data?

We do not retain personal data longer than is necessary for the purpose for which it was collected, unless we are legally obliged to retain data for longer.

In broad terms, we apply the following retention periods:

• contact and viewing requests that do not lead to a client relationship: no more than 2 years after the last contact;
• the temporary copy of your enquiry on our own server: 90 days after it has been processed into the CRM, then deleted automatically;
• forms that could not be processed (for example due to a typo in the email address): 30 days, then deleted automatically;
• client files: for the duration of our services and 6 years thereafter, the period the Spanish Commercial Code prescribes for commercial records;
• data we are required to record as an estate agent under Spanish anti-money-laundering law (Ley 10/2010), including a copy of your identity document on a purchase: 10 years, as that law prescribes;
• administrative and tax data: 4 years after the end of the tax year, as Spanish tax law prescribes;
• newsletter data and property alerts: until you unsubscribe or withdraw your consent;
• website statistics: no more than 14 months;
• cookie data: according to the periods stated in the cookie policy;
• communication by email or WhatsApp: as long as needed for our services, follow-up or evidence of agreements made.

When data is no longer needed, it is deleted or anonymised.

9. How do we secure your personal data?

We take appropriate technical and organisational measures to protect your personal data against loss, misuse, unauthorised access, alteration or disclosure.

These include, among other things:

• an encrypted connection (HTTPS) that is enforced across the entire website;
• browser security settings that limit what may be loaded and counter form abuse;
• administrative functions, such as updating or deleting property listings, are protected by a key and are not publicly accessible;
• a limit on the number of form submissions per visitor, against abuse and spam;
• your name and full email address are not stored in the website's technical logs;
• access to the CRM and the content system is personal and password-protected;
• website keys and passwords are not in the program code but in a protected environment.

No system is entirely watertight. We do, however, everything that may reasonably be expected of us to protect your personal data properly.

10. Cookies

Our website may use cookies and similar techniques.

Some cookies are necessary for the website to function properly. Other cookies, such as analytical or marketing cookies, are only placed when you give your consent, insofar as this is legally required.

Via the cookie banner you can accept or refuse cookies or adjust your preferences.

You can find more information in our cookie policy.

11. Links to other websites

Our website may contain links to third-party websites, such as those of property developers, social media platforms, Google Maps, banks, legal service providers or other external parties.

VidaSol Properties is not responsible for the content, security or privacy practices of these external websites. We advise you to read the privacy policy of these websites before providing any personal data there.

12. Your rights

You have the right to remain in control of your personal data.

You have, among others, the following rights:

• the right to access your personal data;
• the right to rectification of inaccurate data;
• the right to erasure of data;
• the right to restriction of processing;
• the right to object to processing;
• the right to data portability;
• the right to withdraw consent previously given;
• the right to lodge a complaint with the competent supervisory authority.

Would you like to exercise one of these rights? Then send an email to info@vidasolproperties.com.

We may ask you to confirm your identity before we handle your request. We do this to prevent data from being provided to the wrong person.

We respond as quickly as possible and in any event within the statutory period.

13. Lodging a complaint

Do you have a complaint about the way we handle your personal data? Then please contact us first at info@vidasolproperties.com.

We will try to find a suitable solution together with you.

You also have the right to lodge a complaint with the Spanish data protection authority: Agencia Española de Protección de Datos (AEPD), www.aepd.es.

14. Automated decision-making

VidaSol Properties does not take decisions based on fully automated processing that produce legal effects concerning you or similarly significantly affect you.

15. Minors

Our website and services are not directed at minors. We do not knowingly process personal data of persons under the age of 18 without the consent of a parent or legal representative.

If you suspect that we have nevertheless processed personal data of a minor, please contact us at info@vidasolproperties.com. We will then delete this data if necessary.

16. Changes to this privacy statement

VidaSol Properties may amend this privacy statement when our services, website or legal obligations change.

The most up-to-date version is always available on our website. We advise you to consult this statement regularly.

17. Contact

Do you have questions about this privacy statement or about the way we handle personal data? Then please contact us: