Privacy policy

This is an English translation for your convenience. Only the German version (Datenschutzerklärung) is legally binding.

Version: 1 November 2026

This privacy policy explains how we process personal data when you visit our website or are in contact with us. It is organised by groups of people. Read the general part and the sections that apply to you. For example, a tenant who uses the “Report an issue” form (Anliegen melden) reads the sections on the form and for tenants. Every section can be reached directly from the table of contents.

How to find what concerns you quickly:

• You are a tenant and have reported something to us, for example damage? Read Form, e-mail and phone and Tenants.
• You are interested in a flat to rent or a property to buy? Read Prospective tenants and buyers.
• You own a property and have sent us an enquiry? Read Owners.
• How to get access to your data or have it deleted is explained under Your rights.

Contents

• General part
• Your rights: access, erasure, objection
• Visiting this website
• “Report an issue” form, e-mail and phone
• Tenants
• Prospective tenants and buyers
• Owners
• Utility companies, authorities and tradespeople

General part

Controller

Moselewski Immobilien
Owner: Lukas Moselewski
Wilhelminenstr. 100
45881 Gelsenkirchen

Phone: 0209 / 81 82 766
E-mail: info@moselewski.de

Tenants can also reach us at vermietung@moselewski.de, utility companies, authorities and tradespeople at versorger@moselewski.de. You can find further details about our company in the legal notice.

What we process data for

As a property management company, we manage rented flats on behalf of their owners, let flats and offer properties for sale. We process personal data to prepare and perform tenancies and management contracts, to answer enquiries about buying and selling properties, to deal with requests from tenants, owners, prospective tenants and buyers and business partners, and to comply with legal obligations. Which data we process for which purpose is set out in the sections on the individual groups of people.

The legal bases are:

• GDPR Art. 6(1)(b), where the processing is necessary for a contract with you or for steps taken at your request before entering into a contract, for example for a tenancy agreement or a management contract.
• GDPR Art. 6(1)(c), where we are legally obliged to process the data, for example to keep records under commercial and tax law or for the Wohnungsgeberbestätigung (landlord’s confirmation of moving in, required for registering your address).
• GDPR Art. 6(1)(f), where the processing protects our legitimate interest and your interests do not override it. We name the interest in each section.

Where we get data from

We receive most details from you. In some cases we receive them from others:

• We receive the names of flatmates and other household members with their move-in or move-out date from the tenant who reports them to us.
• We receive details about neighbours and other people a report or complaint is about (name, flat and the facts described) from the person who contacts us.
• We receive the name, position and business contact details of contact persons at companies and authorities from them or from their employer.
• We receive enquiries made through a property portal such as ImmoScout24 from the portal, with the details you entered there.

Recipients

We only pass on personal data where this is necessary for the purpose concerned, where you want us to or where we are legally obliged to. Depending on the request, recipients are:

• the owners of the properties we manage
• tradespeople and service companies, for example chimney sweeps, plumbing and heating companies
• metering service providers for recording consumption
• utility companies, for example for gas and electricity
• building insurers and building liability insurers, when damage is being investigated
• banks for payment transactions
• credit agencies, when a credit check is necessary
• our tax adviser for bookkeeping
• authorities and public bodies such as the tax office, towns and municipalities or statistical offices (for example for the census), where we are obliged to provide information
• service providers who technically provide the website, the e-mail mailboxes and the property listings for us (more in the sections Visiting this website and Form, e-mail and phone)

Retention period

We delete personal data as soon as it is no longer needed for the purpose and no statutory retention obligation prevents deletion. We must keep some documents even if you ask for them to be deleted, for example contracts, invoices and statements. The periods are set by commercial and tax law (§ 257 HGB, German Commercial Code, and § 147 AO, German Fiscal Code): books and annual financial statements ten years, accounting vouchers such as invoices eight years, business letters received and sent and other documents relevant for tax purposes six years. The period begins at the end of the calendar year in which the document was created. Shorter periods for individual matters are given in the sections on the groups of people.

Do you have to provide data?

For a contract with us, we need the details that are necessary to conclude and perform it. Without them we cannot conclude the contract. In our forms, the required details are marked. Without them we cannot deal with your request. All other details are voluntary. When you visit our website, transmitting your IP address is technically necessary, without it the page cannot be delivered.

Your rights

Access, rectification, erasure and other rights

You can ask at any time which data we have stored about you. You can have incorrect data corrected and have data deleted that we no longer need and do not have to keep. A short e-mail to info@moselewski.de or a letter to our postal address is enough.

In legal terms, these are your rights of access (GDPR Art. 15), rectification (GDPR Art. 16), erasure (GDPR Art. 17), restriction of processing (GDPR Art. 18) and data portability (GDPR Art. 20). If you have given consent, you can withdraw it at any time with effect for the future (GDPR Art. 7(3)).

Complaint to the supervisory authority

You can lodge a complaint with a data protection supervisory authority (GDPR Art. 77). The authority responsible for us is:

Landesbeauftragte für Datenschutz und Informationsfreiheit Nordrhein-Westfalen (LDI NRW, the data protection supervisory authority of North Rhine-Westphalia)
Kavalleriestraße 2–4
40213 Düsseldorf
E-mail: poststelle@ldi.nrw.de
Website: www.ldi.nrw.de

Right to object

Visiting this website

This section applies to everyone who visits www.moselewski.de.

Hosting

This website is hosted by manitu GmbH, Welvertstraße 2, 66606 St. Wendel, Germany. Each time a page is accessed, the host processes the technically necessary data on our behalf (see server log files). We have concluded a data processing agreement with the host under GDPR Art. 28.

Server log files

Each time a page is accessed, the server automatically stores: the page accessed, date and time, the amount of data transferred, the page you came from, browser and operating system and your IP address. We need this data to deliver the website, to find errors and to fend off attacks. The legal basis is GDPR Art. 6(1)(f), our legitimate interest is the secure and functioning operation of the website. The host deletes the log files after about 21 days.

No cookies, fonts from our own server

This website does not set cookies and does not store any information in your browser that would require consent. The fonts used are on our server. When you open a page, no connection is made to servers of Google or other font providers.

Audience measurement with WP Statistics

We count page views with the WordPress plugin WP Statistics, which runs only on our server. It does not set cookies and does not pass any data on to third parties. It stores the page accessed, the time, the referring page, browser, operating system, device type and the country derived from the IP address. The IP address itself is not stored. It is first shortened by its last part and then converted into a hash value with a key that changes daily. This lets us count the visitors of one day, but not recognise them across several days. The legal basis is GDPR Art. 6(1)(f), our legitimate interest is to find out which pages are used.

We delete the individual entries automatically after one year. After that, only total numbers of visitors and page views per page remain, which cannot be related to individual people.

Property listings and their photos

We maintain our listings of flats to rent and properties for sale in the property software FLOWFACT of Propstack GmbH, Invalidenstraße 65, 10557 Berlin, Germany. A plugin of this software displays the listings on our pages. When you open the listing pages and the individual exposés (property details), the photos are loaded from servers that FLOWFACT uses for this purpose: from the image service cloudimg.io and from Amazon Web Services in Frankfurt am Main. These servers receive your IP address and technical details about your browser, but no details from our forms. The legal basis is GDPR Art. 6(1)(f), our legitimate interest is presenting our listings. For the enquiry form in the exposés, read the section Prospective tenants and buyers.

Links to other websites

Our pages contain links, for example to our reviews on Google, to information from the towns or for sharing an exposé. These are simple links. Only when you click a link is the other website loaded, and its operator then receives your data. The operator of that website is responsible for the processing there.

The general part of this policy also applies (controller, legal bases, recipients, retention period). There you will also find your rights.

“Report an issue” form, e-mail and phone

This section applies to everyone who contacts us through the “Report an issue” form, by e-mail, by phone, by fax or by post.

What you send through the form

Through the form we hear from:

• tenants with damage, complaints about neighbours or the cleaning of the building, questions about service charges, rent, deposit or the tenancy agreement, certificates, the Wohnungsgeberbestätigung, a lost key, a change of name, new flatmates or flatmates who have moved out, and moving out and the handover of the flat
• owners who ask about property management, have a question about a property we already manage or want to sell their property
• prospective tenants and buyers with an enquiry about a flat to rent or a property for sale
• utility companies, authorities and tradespeople, for example with an invoice, an order, a meter reading or a request from an authority
• everyone else with a general enquiry

First you tell us who you are. If this already follows from the page or the link you used to open the form, the option is preselected and can be changed. After that you only see the fields that match it. We process the details you enter:

• who you are and the topic of your request
• name, phone number, e-mail address, a different number to call back and when someone is at home
• for utility companies, authorities and tradespeople, the company or authority
• address of the flat or property and its position in the building (not for prospective tenants and buyers, optional for general enquiries)
• your description and any photos or forms you upload
• for an enquiry from a property listing, its property ID and title

Depending on the topic, the following are added:

• Certificate: which certificate you need
• Service charge statement: your question about the statement
• Wohnungsgeberbestätigung: move-in date and names of the people who must register
• Lost key: which keys and how many were lost and when, whether the key carried any reference to the address and whether you reported the loss to the police or a lost property office
• Change of name: previous and new name with the date
• Flatmates: names with move-in or move-out date
• Moving out: move-out date, your new address and your preferred date for the handover

Required fields are marked. Without them we cannot deal with your request. All other details are voluntary.

Purpose and legal basis

The purpose is to deal with your request. The legal basis is GDPR Art. 6(1)(b) where your request concerns your tenancy agreement, entering into a tenancy agreement, an enquiry about a property for sale, selling your property or entering into a management contract. Otherwise it is GDPR Art. 6(1)(f), our legitimate interest is answering enquiries about the buildings we manage and about our services. For certificates and the Wohnungsgeberbestätigung, read the section Tenants.

Delivery and disclosure

The form is delivered as an e-mail: requests from tenants and enquiries about a flat to rent to vermietung@moselewski.de, enquiries from owners, enquiries about a property for sale and general enquiries to info@moselewski.de, enquiries from utility companies, authorities and tradespeople to versorger@moselewski.de. Uploaded files stay on the web server only until they are attached to this e-mail and are then deleted automatically. We do not store your details permanently on the website. To curb abuse, we check on submission how often the form has been used from your IP address and for your e-mail address, and for this we temporarily store only hash values calculated from them, not the addresses themselves (GDPR Art. 6(1)(f), our legitimate interest is protection against abuse). If you gave an e-mail address, you receive a short confirmation of receipt. It names only the topic, not your name and not your other details. Where your request requires it, we pass your details on, for example to the tradesperson we commission (name, phone number, address and description of the damage), to the owner of the flat or, in the case of damage, to the building insurer when it investigates the damage.

Details about other people

If your message contains details about other people, for example in a complaint about neighbours or the cleaning of the building, or the names of flatmates, we only process them as far as necessary to resolve the matter. The legal basis is GDPR Art. 6(1)(f), our legitimate interest is resolving reports about the buildings we manage and fulfilling our obligations under the tenancy agreements. If we need the names of flatmates for the tenancy or the Wohnungsgeberbestätigung, the legal basis is GDPR Art. 6(1)(b) or (c). Please do not send us ID documents, bank statements or medical documents.

E-mail, phone and post

If you contact us by e-mail, by phone, by fax or by post, we process your details to deal with your request, on the same legal bases as for the form. If nobody answers the phone, you can leave a message on our answering machine. We listen to it to deal with your request and delete it as soon as we no longer need it for that. Our e-mail mailboxes are hosted by Variomedia AG, August-Bebel-Straße 68, 14482 Potsdam, Germany.

Retention period

If your request concerns your tenancy or the property, we file it in our management software. As soon as it is filed there, we delete the e-mail from the mailbox. Enquiries we do not file are deleted 12 months after the matter is closed. For documents subject to a statutory retention obligation, the retention period in the general part applies.

The general part of this policy also applies (controller, legal bases, recipients, retention period). There you will also find your rights.

Tenants

This section applies to tenants of the flats we manage.

Your tenancy

For your tenancy, we process the details from the tenancy agreement, your contact details, payments and statements and the correspondence about your requests. We file these details in our management software. The legal basis is GDPR Art. 6(1)(b). Where we comply with legal obligations, for example when keeping statements, it is GDPR Art. 6(1)(c). Recipients are the owner of your flat, the tradespeople and service companies we commission for the building, the metering service provider for the consumption statement, the utility companies and, for payments, our bank. If damage is settled through the building insurance or the building liability insurance, the insurer receives your name, the address of the flat and the description of the damage. The legal basis for this is GDPR Art. 6(1)(f), our legitimate interest and that of the owner is the settlement of the damage. Authorities only receive details if we are obliged to provide information. After the end of the tenancy, we keep your details for as long as claims arising from the tenancy can still be asserted, and delete them afterwards. We keep documents subject to a statutory retention obligation until the end of the period in the general part.

Wohnungsgeberbestätigung

You request the Wohnungsgeberbestätigung for registering with the registration office through the “Report an issue” form, with the topic “Request a Wohnungsgeberbestätigung”. The request goes by e-mail to vermietung@moselewski.de. For this we only process the details that belong in the confirmation (§ 19(3) of the Federal Registration Act, Bundesmeldegesetz, BMG): move-in date, address of the flat and the names of the people who must register, plus your contact details for any questions. We fill in the name and address of the landlord and, if the landlord is not the owner, the name of the owner ourselves. We do not need a copy of your ID for this, please do not send us one.

The landlord is legally obliged to issue the confirmation (§ 19(1) BMG). We issue it on the landlord’s behalf. The legal basis is GDPR Art. 6(1)(c) in conjunction with § 19 BMG. We send you the issued confirmation by post to the address of the flat, so that you can present it at the registration office. For your request, the retention period of the form applies.

Certificates

We issue certificates at your request, for example a certificate of tenancy (Mietbescheinigung) for an authority. The legal basis is GDPR Art. 6(1)(b). If you upload a form from the authority for this, you may black out details we do not need for the certificate.

The general part of this policy also applies (controller, legal bases, recipients, retention period). There you will also find your rights.

Prospective tenants and buyers

This section applies to everyone who is interested in one of our flats to rent or one of our properties for sale.

Your enquiry

We deal with enquiries made through our “Report an issue” form as described in the section Form, e-mail and phone. We deal with enquiries you send us by e-mail or through a property portal such as ImmoScout24 in the same way. The legal basis is GDPR Art. 6(1)(b). For arranging a viewing, what is said under “Mieterselbstauskunft and applying for a flat” applies.

Mieterselbstauskunft and applying for a flat

If you apply for a flat, we ask you for the details in our Mieterselbstauskunft (tenant self-disclosure form). We will give you the form on request.

We process your details to prepare and carry out a tenancy agreement, and this includes arranging a viewing. The legal basis is GDPR Art. 6(1)(b) and (f). Our legitimate interest under point (f) is ensuring that prospective tenants meet their future obligations under the tenancy agreement. The recipient is the owner of the property. The owner may receive the Mieterselbstauskunft or details from it from us by post, by phone or by e-mail.

We regularly check your creditworthiness when contracts are concluded and, in certain cases where there is a legitimate interest, also for existing customers. For this we work with Creditreform Boniversum GmbH, Hammfelddamm 13, 41460 Neuss, Germany, from which we receive the data we need. For this purpose we pass your name and contact details to Creditreform Boniversum GmbH. If you apply for a flat, the check may be carried out if the tenancy agreement is to be concluded with you. You can find the information under GDPR Art. 14 on the data processing at Creditreform Boniversum GmbH here: https://www.boniversum.de/eu-dsgvo/informationen-nach-eu-dsgvo-fuer-verbraucher/

If no agreement is concluded, or if you withdraw, which you may do at any time, your data remains stored after the viewing until the statutory period for safeguarding legal claims has expired and is then deleted without delay.

When personal data is no longer needed, it is deleted immediately or after the following periods:

• 3 years: personal data from the tenancy (exceptions: see the next point)
• 10 years: tenancy agreements, rent increases and documents on deposits, as well as any personal data on invoices and bank statements (name, address, phone numbers, payment references of bank transfers, data from service charge and heating cost statements), for tax law reasons

The general part of this policy also applies (controller, legal bases, recipients, retention period). There you will also find your rights.

Owners

This section applies to owners who ask us about property management, whose property we manage or who want to sell their property.

Enquiry and management contract

If you ask us about property management, have a question about a property we already manage or want to sell your property, we process your contact details, the details about the property and your message to answer your enquiry. For a management contract, we also process the details we need for the management, for example your bank details and the documents on the property. The legal basis is GDPR Art. 6(1)(b). Who may receive your details is set out under Recipients. For enquiries through the form, the retention period of the form applies, for contract documents the retention period in the general part.

The general part of this policy also applies (controller, legal bases, recipients, retention period). There you will also find your rights.

Utility companies, authorities and tradespeople

This section applies to utility companies, authorities, tradespeople and service companies and their contact persons.

Communication through versorger@moselewski.de

If you write to us at versorger@moselewski.de or through the “Report an issue” form, for example with a question about an order or an invoice, we process the details to deal with the order, contract or matter concerned. The legal basis is GDPR Art. 6(1)(b) where you yourself are our contractual partner, and GDPR Art. 6(1)(c) where we are legally obliged to provide information. Otherwise, for example for contact persons at a company or an authority, it is GDPR Art. 6(1)(f), our legitimate interest is managing the buildings in our care and communicating with contractual partners and authorities for this purpose. Where necessary, the owner of the property concerned and our tax adviser receive invoices and details about orders. We keep invoices and other documents subject to a retention obligation in line with the retention period in the general part. We delete contact details and other correspondence as soon as the matter is closed and we no longer need the details for further cooperation.

The general part of this policy also applies (controller, legal bases, recipients, retention period). There you will also find your rights.