Privacy Policy

1. Data Controller

The data controller responsible for processing your personal data is:

For questions concerning this Privacy Policy or the processing of your personal data, you may contact us using the email address above. The competent supervisory authority is the Austrian Data Protection Authority (Datenschutzbehörde – DSB).

2. Who This Policy Applies To

This Privacy Policy applies to personal data we process in connection with the Platform, including data relating to:

• renters and prospective renters;
• landlords and property owners;
• real estate agents and property management companies;
• co-living, student housing and serviced-living providers;
• representatives, employees and authorized users of provider organizations;
• visitors who browse the Platform without creating an account; and
• individuals who communicate with Wohna or use our customer-support services.

The information we collect and the way we process it depend on how you use the Platform.

3. Personal Data We Collect

3.1. Account and Profile

When you create or maintain a Wohna account, we may collect information such as:

• full name;
• email address;
• telephone number;
• residential address;
• date of birth;
• profile photograph;
• account type and user role;
• account preferences;
• verification status; and
• other information you choose to provide in your profile.

Certain information may be required to create an account or use Platform features.

3.2. Renter and Rental Application

When you search for a property, communicate with a provider, submit a booking request or participate in a rental transaction, we may process information such as:

• preferred move-in and move-out dates;
• requested rental duration;
• booking requests and booking history;
• property preferences;
• number of occupants;
• additional rental preferences or requirements, such as pets, parking or additional occupants where applicable;
• messages or information provided as part of an application;
• provider decisions concerning a booking request;
• booking, cancellation and refund status; and
• other information necessary to administer the rental process.

3.3. Identification and Supporting Documents

Depending on the requirements of a provider or rental arrangement, renters may be asked to provide documents or information such as:

• passport or other identification documents;
• proof of income;
• employment information or employment contracts;
• university or college admission documents;
• visa or residence permit information;
• relocation documentation; or
• other documents reasonably required to assess identity or rental eligibility.

We process these documents only where necessary for the relevant Platform, verification, booking or rental purpose. Where documents are required for a particular booking request or rental application, relevant information or documents may be made available to the provider associated with that request as described in Section 7.

3.4. Provider and Property

Where you use Wohna as a landlord, agent, property manager or other property provider, we may process:

• your name and contact details;
• company or business information;
• your role within an organization;
• information relating to your authority to act on behalf of a property owner or organization;
• verification information;
• property and listing information;
• photographs, videos, floor plans and descriptions;
• availability and pricing information;
• rental conditions, deposits, fees and additional charges;
• contract-related information;
• portfolio and booking information; and
• other information necessary to provide provider functionality.

Where a provider account belongs to an organization, authorized members of that organization may be able to access relevant listings, renter information, booking requests, contracts and transaction information according to their roles and permissions.

3.5. Payment and Transaction

Payments connected with the Platform are processed using third-party payment service providers. Wohna does not store users' full payment-card details. Depending on the transaction and payment method, we may receive and process information such as:

• payment amount;
• currency;
• payment status;
• transaction or payment reference;
• booking reference;
• refund information;
• chargeback or payment-dispute information;
• provider payout information;
• limited payment-method information made available by the payment provider; and
• information relating to payment-provider verification or transaction status.

Payment service providers may independently collect additional information required to process payments, verify users, comply with financial regulations, prevent fraud or provide their services. Where provider payouts are enabled through the Platform, our payment service provider may require identity, business, banking or other verification information directly from the provider.

3.6. Contract and Electronic Signature

Where Wohna facilitates rental contracts or electronic signatures, we may process:

• names and contact details of contracting parties;
• property information;
• rental period;
• rent and other agreed charges;
• contractual terms supplied by the provider;
• contract documents;
• contract status;
• signature status;
• timestamps;
• document identifiers; and
• technical information associated with the electronic signing process.

Electronic signing may be provided through third-party electronic-signature services.

3.7. Communications and Chat

Wohna provides an in-platform messaging system through which renters and providers can communicate. We store and process messages and related communication information to:

• provide the messaging service;
• facilitate rental transactions;
• provide customer support;
• investigate reported problems;
• prevent fraud and abuse;
• protect Platform users;
• resolve disputes;
• enforce our Terms & Conditions; and
• comply with legal obligations.

Wohna does not need to routinely manually review every conversation. However, authorized personnel may access communications where reasonably necessary for the purposes described above.

3.8. Customer Support and Disputes

If you contact us, report an issue, request a refund or become involved in a booking or payment dispute, we may process:

• your communications with Wohna;
• booking and transaction records;
• relevant chat messages;
• property and listing information;
• photographs or videos;
• supporting documents;
• complaint information;
• evidence submitted by renters or providers; and
• information relating to refunds, chargebacks or payment disputes.

This information may be used to investigate the issue, administer Platform payment-protection processes, prevent fraud, communicate with relevant parties and establish, exercise or defend legal claims.

3.9. Information Collected Automatically

When you access the Platform, we may automatically collect certain technical information, including:

• IP address;
• browser type;
• device type;
• operating system;
• access timestamps;
• log and diagnostic information;
• cookie or similar identifiers;
• referring pages;
• interactions with Platform features; and
• approximate location derived from information such as your IP address.

Further information about cookies and similar technologies is available in our Cookie Policy.

3.10. Google Sign-In

If you choose to create an account or sign in using Google, we may receive information from Google such as:

• your name;
• email address;
• profile image;
• Google account identifier; and
• other information permitted by the permissions presented during the authentication process.

We do not receive your Google password.

4. Purposes of Processing

We may process personal data for the following purposes:

• creating and managing accounts;
• authenticating users;
• providing search and property-discovery functionality;
• displaying and managing property listings;
• enabling communication between renters and providers;
• processing and managing booking requests;
• facilitating rental bookings;
• facilitating payments, refunds and provider payouts;
• providing payment-protection functionality;
• generating and managing rental contracts;
• enabling electronic signatures;
• facilitating renter and provider verification;
• enabling providers to assess rental applications;
• administering provider organizations and team access;
• providing customer support;
• investigating complaints and disputes;
• responding to chargebacks and payment reversals;
• detecting and preventing fraud, abuse and unauthorized activity;
• protecting the security and integrity of the Platform;
• complying with legal, tax, accounting and regulatory requirements;
• establishing, exercising or defending legal claims;
• improving, maintaining and developing the Platform;
• measuring Platform performance;
• sending service-related communications; and
• sending marketing communications where permitted and, where required, with your consent.

5. Legal Bases for Processing

We process personal data only where we have an appropriate legal basis under the GDPR.

5.1. Performance of a Contract or Steps Before Entering a Contract

We may process personal data where necessary to provide services requested by you or take steps at your request before entering into a contract. This may include:

• account creation;
• booking requests;
• communication functionality;
• booking administration;
• Platform payment workflows;
• contract generation;
• electronic-signature functionality; and
• other services requested through the Platform.

Legal basis: Article 6(1)(b) GDPR.

5.2. Compliance With Legal Obligations

We may process and retain personal data where required to comply with applicable laws, including accounting, tax and other legal obligations.

Legal basis: Article 6(1)(c) GDPR.

5.3. Legitimate Interests

We may process personal data where necessary for our legitimate interests or those of another party, provided those interests are not overridden by your fundamental rights and freedoms. These interests may include:

• preventing fraud and abuse;
• protecting users and the Platform;
• maintaining Platform security;
• investigating disputes;
• responding to chargebacks;
• enforcing our Terms & Conditions;
• maintaining appropriate business and transaction records;
• improving and developing the Platform; and
• establishing, exercising or defending legal claims.

Legal basis: Article 6(1)(f) GDPR.

5.4. Consent

Where required, we rely on your consent for specific processing activities, including:

• marketing communications;
• non-essential analytics cookies;
• marketing cookies; and
• other optional processing activities where consent is requested.

Legal basis: Article 6(1)(a) GDPR.

You may withdraw your consent at any time. Withdrawal does not affect the lawfulness of processing carried out before withdrawal.

6. When Providing Personal Data Is Required

Certain personal data is necessary for us to provide specific Platform functionality. For example, we may require information to:

• create your account;
• process a booking request;
• verify identity;
• process a payment;
• prepare a contract; or
• complete a rental transaction.

If required information is not provided, you may be unable to use the relevant feature or complete the relevant transaction. Additional information or documentation may also be required by a provider, payment service provider, electronic-signature provider or other service provider involved in a transaction.

7. How We Share Personal Data

We do not sell personal data.

We disclose personal data only where reasonably necessary for the operation of the Platform, the completion of transactions, legal compliance or the other purposes described in this Privacy Policy.

7.1. Sharing Between Renters and Providers

Wohna enables renters and providers to interact and enter into rental arrangements. When a renter sends a booking request or participates in a rental transaction, relevant personal data may be shared with the provider associated with that property. This may include, where relevant:

• name and profile information;
• contact information;
• requested rental dates;
• booking-request information;
• number of occupants;
• rental preferences;
• messages;
• identification or supporting documents required for the application;
• verification information; and
• information required to prepare or administer a rental agreement.

Providers may process personal data they receive through Wohna for purposes such as evaluating a booking request, communicating with renters, preparing a rental agreement, administering a tenancy and complying with their own legal obligations. Where providers process personal data for their own purposes, they may act as independent controllers under applicable data protection law.

7.2. Payment Service Providers

We may share information with payment service providers such as Stripe to facilitate:

• booking payments;
• refunds;
• provider payouts;
• payment verification;
• fraud prevention;
• chargebacks; and
• related payment services.

Payment providers may process certain information independently in accordance with their own legal and regulatory obligations.

7.3. Electronic-Signature Providers

We may share information required to generate, deliver and electronically sign contracts with an electronic-signature service provider. This may include identity and contact information, contract information, documents, signature status and technical signing information.

7.4. Hosting, Database and Infrastructure Providers

We use third-party service providers to operate, host, secure and maintain the Platform. These may include providers of:

• cloud hosting;
• databases;
• storage;
• application infrastructure;
• security;
• monitoring;
• email and communications infrastructure; and
• related technical services.

7.5. Professional Advisers and Authorities

Where necessary, personal data may be disclosed to:

• lawyers;
• accountants;
• auditors;
• insurers;
• professional advisers;
• courts;
• law-enforcement authorities;
• regulatory bodies; or
• other public authorities.

We do so only where necessary for legal compliance, professional advice, dispute resolution or the establishment, exercise or defence of legal claims.

7.6. Business Transactions

If Wohna is involved in a merger, investment, financing, acquisition, restructuring, sale of assets or similar corporate transaction, relevant personal data may be disclosed to prospective investors, purchasers, advisers or other parties involved in the transaction, subject to appropriate confidentiality and data-protection safeguards.

8. Service Providers and Data Protection Roles

Third parties involved in providing the Platform may have different roles under data protection law. Depending on the service and processing activity, a third party may:

• process personal data on Wohna's instructions as a processor; or
• process certain personal data as an independent controller for its own lawful purposes and obligations.

Where required, we enter into appropriate contractual arrangements with processors in accordance with Article 28 GDPR. Independent controllers are responsible for their own processing activities in accordance with applicable data protection law.

9. International Data Transfers

Wohna uses technology and service providers that may process personal data in countries outside Austria or the European Economic Area (EEA), including the United States.

Where personal data is transferred outside the EEA, we take appropriate measures as required by applicable data protection law. Depending on the circumstances, these safeguards may include:

• an adequacy decision adopted by the European Commission;
• the European Commission's Standard Contractual Clauses;
• supplementary safeguards where appropriate; or
• another lawful transfer mechanism available under the GDPR.

You may contact us at privacy@wohna.eu for further information regarding safeguards applicable to relevant international transfers.

10. Data Retention

We retain personal data only for as long as reasonably necessary for the purposes for which it was collected and as required by applicable law. Retention periods depend on the nature of the information and the relevant processing purpose.

Account and Profile Data Generally retained for the duration of your account. Following account closure, certain information may continue to be retained where necessary for legal compliance, fraud prevention, disputes, transaction records or legal claims.

Booking and Transaction Data May be retained after completion or cancellation of a booking where necessary for accounting, payment administration, disputes, fraud prevention, enforcement or legal obligations.

Contracts Rental contracts and related records may be retained where necessary for legal compliance, transaction records and the establishment, exercise or defence of legal claims.

Identification and Rental Application Documents Documents are retained only for as long as reasonably necessary for the relevant verification, application, booking or legal purpose. Where possible and appropriate, these documents may be deleted or access restricted earlier than general account information.

Payment Records Transaction and payment records may be retained for periods required by accounting, tax, payment-provider, fraud-prevention or other legal requirements.

Communications and Chat Messages Messages may be retained for as long as reasonably necessary to provide the communication service and for purposes including support, safety, dispute resolution, fraud prevention and legal claims.

Support and Dispute Records May be retained for as long as reasonably necessary to resolve the matter and thereafter where required for legal or compliance purposes.

Marketing Data Where marketing is based on consent, relevant data is generally retained until consent is withdrawn or the information is no longer required for the relevant marketing purpose.

Technical and Security Logs Technical records may be retained for periods reasonably necessary for security, diagnostics, fraud prevention and Platform integrity. Some information may remain temporarily in secure backups after deletion from active systems. When personal data is no longer required, we delete or anonymize it where reasonably practicable and subject to applicable legal obligations.

11. Account Deletion

You may request deletion of your Wohna account. Deleting or closing an account does not necessarily result in the immediate deletion of every record associated with the account. We may retain certain personal data where necessary to:

• comply with legal, tax or accounting obligations;
• complete outstanding transactions;
• administer existing bookings or contracts;
• investigate or resolve disputes;
• prevent fraud or abuse;
• respond to chargebacks;
• enforce our agreements; or
• establish, exercise or defend legal claims.

Where information must be retained, access may be restricted where appropriate.

12. Cookies and Tracking Technologies

We use cookies and similar technologies to operate and improve the Platform. Strictly necessary technologies may be used where required for:

• authentication;
• security;
• session management;
• fraud prevention; and
• essential Platform functionality.

Where required by applicable law, non-essential technologies such as analytics or marketing cookies are used only after obtaining your consent. You can withdraw or modify your cookie choices through the cookie settings available on the Platform.

Further information is available in our Cookie Policy.

13. Marketing Communications

We send electronic marketing communications where permitted by applicable law and, where required, only after obtaining your consent. You may withdraw your consent or unsubscribe from marketing communications at any time by:

• using the unsubscribe option included in the communication; or
• contacting privacy@wohna.eu.

Withdrawal from marketing communications does not prevent us from sending necessary transactional or service communications relating to your account, bookings, payments, contracts, security or other Platform activity.

14. Data Security

We implement technical and organisational measures appropriate to the nature of the personal data we process and the risks associated with that processing. These measures may include:

• encrypted communications;
• access controls;
• authentication measures;
• restricted access to personal data;
• logging and monitoring;
• secure infrastructure;
• backups; and
• organizational security controls.

Access to personal data is limited to persons and service providers who reasonably require access for authorized purposes. However, no method of electronic transmission or storage can be guaranteed to be completely secure.

15. Your Rights

Subject to the conditions and limitations provided by applicable law, you may have the following rights under the GDPR:

Right of access You may request information about whether we process your personal data and obtain a copy of relevant personal data.

Right to rectification You may request correction of inaccurate or incomplete personal data.

Right to erasure You may request deletion of personal data where the conditions under Article 17 GDPR are met. The right to erasure is not absolute, and certain information may continue to be processed where retention is required or permitted by law.

Right to restriction of processing You may request that processing of your personal data be restricted in certain circumstances.

Right to object Where processing is based on legitimate interests, you may object to that processing in circumstances provided by Article 21 GDPR.

Right to data portability Where applicable, you may request personal data you provided to us in a structured, commonly used and machine-readable format or request transmission to another controller where technically feasible.

Right to withdraw consent Where processing is based on consent, you may withdraw your consent at any time. Withdrawal does not affect the lawfulness of processing carried out before withdrawal.

Exercising Your Rights

To exercise your rights, contact privacy@wohna.eu. We may need to verify your identity before responding to a request. We will respond within the periods required by applicable data protection law.

16. Other Users and Third-Party Services

The Platform facilitates interactions between independent renters and providers. Where another user receives your personal data through a legitimate Platform interaction, that user may have their own responsibilities under applicable data protection law.

The Platform may also contain links to third-party websites or services. Wohna is not responsible for the privacy practices of independent third-party websites or services, and we encourage users to review their applicable privacy information.

17. Minimum Age

The Platform is intended for individuals aged 18 years or older.

We do not knowingly allow individuals under 18 to create accounts or use services requiring an account.

18. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect:

• changes to the Platform;
• new features or services;
• changes to service providers;
• legal or regulatory developments; or
• changes to our processing activities.

The current version will be made available on the Platform together with its effective date.

19. Contact

For questions, requests or concerns regarding this Privacy Policy or the processing of your personal data, please contact: