The Rent Disputes Tribunal (HTU) is concerned with safeguarding your privacy.
Privacy - General
The Rent Disputes Tribunal (HTU) is concerned with safeguarding your privacy. During dispute proceedings, we are reliant upon individual personal data to ensure certain and unambiguous identification of the parties in the case. This includes names, personal identification numbers, addresses, phone numbers and email addresses. This data is processed in accordance with the following description and is not disclosed to unauthorised persons. HTU does not normally require sensitive personal data during proceedings, and we advise that parties do not submit sensitive data.
The purpose of and legal basis for the processing of personal data
During dispute proceedings, the details of the parties are required in order for HTU to exercise its statutory authority as it is required to do by law and regulations. If a decision is not brought before the courts, it has the full effect of a legal judgement and may be enforced in accordance with the rules applicable to judgements. The same applies to any settlements reached. In order for the enforcement authorities to be able to carry out enforcement action, they are dependent upon unambiguous identification of the parties.
In terms of HR and administration, personal data is required in order for HTU to fulfil its obligations set out in the contract of employment with its employee (e.g. paid out salary). The basis for processing in this instance is that the processing of personal data is necessary in order to fulfil an agreement that the data subject is party to or the data subject has consented to such processing.
Personal data is stored in HTU’s case system and in a physical archive. The case system Lotus Notes features two-factor authentication and is operated by the Norwegian company Symfoni. The level of data security is considered to be good. When using HTU’s complaint and response form which is available on our website, cookies are used which contain personal data. These cookies are deleted after a short period of time.
HTU manages cases in writing and the parties are responsible for submitting documentation and evidence to support their claims. All information submitted to HTU as part of dispute proceedings will be forwarded to the counterparty. In other words, the parties to a house rental dispute are entitled to know what is happening in the case. (There may be some exceptions from this rule, e.g. in relation to details of secret addresses, phone numbers, etc.).
HTU’s employees, hired-in personnel and committee members are all subject to a duty of confidentiality.
Duty to archive and deletion of data
HTU is obliged to archive data by law and in accordance with regulations pertaining to archiving, and must therefore store your personal data even if the dispute proceedings are concluded or the customer relationship is terminated. Case documents will be retained in accordance with the National Archival Services of Norway’s regulations.
Procedures have been developed for the deletion of personal data for personnel cases where the data is no longe of significance, e.g. applications to vacancies.
Right of access
You may request access to see which of your personal data we hold and what the purpose of processing such data is. You may also require that we correct any of your personal data that are incorrect.
In the case of dispute proceedings, the parties and their representatives also have full party access.
Disclosure of personal data to others
As a general rule, HTU only uses personal data for its own internal case management.
However, personal data is also used in connection with sending out surveys in relation to improving HTU’s service. This applies primarily to an annual user survey. Responses cannot be traced back to the individual respondent.
HTU’s management may grant access to case documents upon request. This right of access should be practised restrictively, and may be used in situations such as research contexts.
HTU’s dispute proceedings are exempt from the provisions of the Norwegian Freedom of Information Act. For administrative matters and personnel matters, the Norwegian Freedom of Information Act applies with some exceptions.
Obtaining personal data from others
HTU may obtain information about the parties' address from the National Registry. This is particularly relevant in dispute cases in order to inform a defendant of a complaint in cases where they have moved from the rented property that is the subject of the dispute.
Furthermore, HTU may obtain information from NAV’s Register of Employers and Employees concerning the employment of any party. This may be applicable when the defendant has moved without informing the National Registry of a new address. The defendant may then be informed of the complaint at their place of work. The case administrators with access to NAV’s Register of Employers and Employees are subject to specific confidentiality agreements and the information about a place of work will not be disclosed to the counterparty.
Details of the defendant’s home or work address will often be a prerequisite for ensuring that it is possible to notify the party of the complaint and in order for the complainant to pursue their claim. In some cases, notification may occur through a notice posted at the court offices and through advertisements in newspapers when an address is not known. However, this method of notification is costly and results in less certainty that the defendant is aware of the case and therefore granted the opportunity to respond to the claim.
Publishing of HTU’s judgements
In accordance with the HTU regulation, all judgements issued by HTU must be published. However, judgements will be anonymised prior to publication through the removal of the parties’ names and addresses. Publication is done on HTU’s website, and may also occur on Lovdata and Gyldendal Rettsdata. Settlements are not published.
Contact details of HTU’s data protection officer
HTU’s data protection officer is Astrid Irene Eggen Nygård. She may be contacted by email (firstname.lastname@example.org) if you believe that there has been a violation of the rules relating to privacy or if you wish to receive further details of the legal basis for individual provisions.
The data protection officer should be involved in all cases relating to the processing of personal data, and should act as the organisation’s privacy expert by informing and giving advice to the organisation, its employees and the public.
The data protection officer is subject to a specific duty of confidentiality.