Privacy Policy
Last updated: 11.09.2026
We are real estate agents in Vienna and Lower Austria. That means we work with information about people every day: search requirements, contact details, messages and contract documents. On this page we set out what that information is, why we need it, who besides us gets to see it and how long we keep it. It applies to this website and to every contact with us, whichever way you reach us.
1. Who is responsible
ImmoLöwin GmbH
Haaderstraße 42, 2103 Langenzersdorf, Austria
Companies register: FN 516064v, Landesgericht Korneuburg
Telephone: +43 677 641 277 08
E-mail: iakovleva@immoloewin.com
We are not required to appoint a data protection officer under Art. 37 GDPR (DSGVO) and have not appointed one. Data protection enquiries are answered by the management.
2. Overview
| When | Which information | What for | Legal basis |
|---|---|---|---|
| You open the website | IP address, time, address requested, browser identification | Delivering and protecting the website | Art. 6 para. 1 lit. f GDPR (DSGVO) |
| You open the website | shortened IP address, pages viewed, referring page, language, browser and device type, approximate country | anonymous visitor statistics | Art. 6 para. 1 lit. f GDPR (DSGVO) |
| You choose a language | Language code in a cookie | Remembering your choice of language | § 165 para. 3 TKG 2021 |
| You write to us or call us | Name, contact details, content of your message, search requirements | Answering your enquiry, finding suitable properties | Art. 6 para. 1 lit. b GDPR (DSGVO) |
| We act as agents for you | Contract and property data, proof of identity | Agency work, invoicing, statutory duties | Art. 6 para. 1 lit. b and c GDPR (DSGVO) |
| We process messages with technical assistance | Text, voice messages, screenshots of messages | Recording enquiries in full | Art. 6 para. 1 lit. b and f GDPR (DSGVO) |
How long we keep each kind of information is set out in point 11.
3. Visiting the website
So that your browser can display our pages, our server has to know where to send them. For that it receives your IP address and additionally logs the time, the address requested, the status code and your browser identification. We need these logs to find faults and to fend off attacks; that is our legitimate interest under Art. 6 para. 1 lit. f GDPR (DSGVO). Apart from the anonymous statistics described in the next paragraph, we do not evaluate them. The logs themselves we delete after 14 days.
Our website and our servers are operated by the hosting providers STRATO (Germany) and Hostinger, in both cases exclusively with server locations in the European Union. Both process data only on our instructions and on the basis of a contract under Art. 28 GDPR (DSGVO).
Visitor statistics with Matomo. We want to know which guides are read and by which routes visitors find us. For that we evaluate the server logs with Matomo, open-source software that runs on our own server in the EU. These data do not go to third parties.
Nothing is stored on your device for the statistics and nothing is read from it: there is no cookie, no script and no counting pixel for this.
Before a request enters the statistics, we remove the last two blocks of your IP address. Requests that come from the same browser shortly after one another are combined by Matomo into a single visit. Beyond the day in question we do not recognise you again.
The legal basis is our legitimate interest in shaping the website around our clients' questions (Art. 6 para. 1 lit. f GDPR (DSGVO)). Individual visits are deleted after six months. After that only aggregated figures remain, which can no longer be attributed to any person.
We do not use advertising networks or profiling.
4. Cookies
A cookie is a small text file that your browser stores for a website. If you only read our pages, we do not store a cookie. Only once you change something about the language yourself does one of the following come into being:
| Name | What it contains | When it is created | Valid for |
|---|---|---|---|
IL_LOCALE | the code of the language you have chosen | you switch the language or accept the language suggestion | 12 months |
IL_LANG_HINT | a note that the language suggestion should no longer be shown | you close the language suggestion | 12 months |
Both cookies come from us, contain no identifier of your person and are necessary for the website to carry out the choice you expressly made (§ 165 para. 3 TKG 2021). You can remove them in your browser at any time; the website works exactly the same afterwards, it may simply ask you about the language again.
5. Map
We assemble the map in the catalogue and on the property pages from map tiles of the OpenStreetMap project. The tiles are loaded by our own server, which passes them on to your browser. As a result, OpenStreetMap learns neither your IP address nor which properties you are looking at. For properties whose exact address the owner does not wish to publish, we show only an approximate location.
6. Links to WhatsApp and social networks
The buttons for WhatsApp and the links to our profiles on Facebook, Instagram and LinkedIn are plain links. Only a click opens the service in question; before that, it learns nothing about your visit to us. From the click onwards, the privacy terms of the respective provider apply; Meta Platforms Ireland Ltd. (WhatsApp, Facebook, Instagram) and LinkedIn Ireland Unlimited Company then process your data under their own responsibility.
7. When you get in touch with us
You can reach us through the enquiry form on the property pages, by e-mail, telephone, WhatsApp or Instagram direct message. We then use what you tell us: name, telephone number, e-mail address, your message and — as far as you name them — search requirements such as location, budget, size or moving date. We need this information in order to answer you and to suggest suitable properties (Art. 6 para. 1 lit. b GDPR (DSGVO)).
Where the information ends up:
- Customer management: enquiries, messages from WhatsApp and Instagram as well as notes on your matter are kept in our customer management system Bitrix24 (Bitrix24.eu, data held in the EU). WhatsApp and Instagram messages reach it through technical interfaces.
- Property enquiries: information about our properties and the enquiries about them is additionally managed in our estate agency software JUSTIMMO (Austria, server location EU).
- E-mail: your e-mails are held with our e-mail provider STRATO (Germany, servers in the EU).
All of the providers named work for us as processors under Art. 28 GDPR (DSGVO).
New offers. As long as you are looking for a property with us, we send you suitable properties. Once your search is complete, we only write to you with new offers if you have agreed to that (§ 174 TKG 2021). A short sentence is enough and we stop.
8. Technical assistance in processing your messages
Enquiries reach us in many forms: as a voice message, as a long message history, as a screenshot of a conversation. So that no enquiry is lost and no detail goes missing, we use an assistance system of our own. It
- converts voice messages into text — this happens on our own server;
- reads the text from screenshots of messages that you have sent us;
- summarises message histories and proposes a structured entry from them, such as a search profile, a note or a task for our team.
For reading, summarising and structuring, the system uses the language model Claude from the provider Anthropic. For this purpose the content concerned — message texts, screenshots of messages and the related notes from our customer management — is transmitted to Anthropic and processed there under its terms, including in the USA. The use of this content to train the models is switched off in our account. The audio recordings of voice messages do not leave our server.
Decisions are made by people. Every proposed entry is checked by a member of staff and is only saved after their confirmation. Whether we look after someone as a client, which properties we offer and what we reply is always decided by a person. The system does not write to you itself and does not send messages on our behalf. A decision based solely on automated processing within the meaning of Art. 22 GDPR (DSGVO) does not take place.
The legal basis is the initiation and performance of the contract with you (Art. 6 para. 1 lit. b GDPR (DSGVO)) as well as our legitimate interest in recording enquiries completely, quickly and without transcription errors (Art. 6 para. 1 lit. f GDPR (DSGVO)). If you do not want your messages to be pre-processed technically, tell us — we will then handle your enquiry entirely by hand (see point 13).
9. Our work as estate agents
If we look for, sell or let a property for you, we additionally process the information required for the contract: property data, expectations regarding purchase price or rent, financing framework, draft contracts, invoices and the correspondence with those involved (Art. 6 para. 1 lit. b GDPR (DSGVO)).
Prevention of money laundering. As estate agents we are required by §§ 365m to 365z of the Trade Act (Gewerbeordnung, GewO) to identify our clients, to establish the beneficial owners in the case of companies, to check whether a politically exposed person is involved and to compare names against the EU sanctions lists. For this we process identity document data and, where necessary, evidence of the origin of funds. This duty follows from the law (Art. 6 para. 1 lit. c GDPR (DSGVO)).
Information we do not have from you yourself. We receive some information from third parties: enquiries via property portals such as willhaben or ImmoScout24, information from other agents in the course of a joint transaction, information from owners about their properties and data from public registers such as the land register (Grundbuch) or the companies register (Firmenbuch). We inform you about this at the latest when we first contact you.
10. Who receives your data besides us
We only pass information on where this is necessary for your matter or where the law requires it:
- parties to the transaction: sellers, landlords, buyers or tenants, in a joint transaction the other agent, property managers;
- completion: notaries and lawyers (contract, escrow), banks and financing advisers — only with your knowledge;
- authorities and courts: the tax office, the land register court, land transfer authorities (such as MA 35 in Vienna), and in cases of suspicion the money laundering reporting office;
- our service providers: hosting, estate agency software, customer management, e-mail and messaging interfaces — as processors;
- Anthropic (the Claude language model) for the technical pre-processing of messages under point 8;
- our tax advisers for bookkeeping and annual accounts.
Transfer outside the EU. We store your data on servers in the European Union. A transfer to a country outside the EU takes place in the technical pre-processing of messages by Anthropic (point 8), whose servers are also located in the USA. What Meta or LinkedIn process after you click a link is their own responsibility (point 6).
11. How long we keep data
| Information | Retention | Why for that long |
|---|---|---|
| Enquiry for which we offered you properties | 3 years after the last contact | evidence of our agency work for commission claims, which become time-barred after three years under § 11 Maklergesetz (Art. 6 para. 1 lit. f, Art. 17 para. 3 lit. e GDPR (DSGVO)) |
| Enquiry without an offer of properties | 12 months after the last contact | so that we can respond to follow-up questions |
| Clients with a mandate | 7 years from the end of the year in which the mandate ends | retention duty under tax and company law (§ 132 BAO, § 212 UGB) |
| Money laundering prevention records | 5 years after the end of the business relationship, then deletion | § 365y GewO |
| Server logs | 14 days | operational security |
| Individual visits in the statistics | 6 months, then only aggregated figures | evaluating the website |
| Language cookies | 12 months or until you delete them | your choice of language |
If legal proceedings are pending, we keep the documents concerned until they have ended. Once the periods have expired, we delete or anonymise the information.
12. Do you have to give us data?
No, there is no legal obligation to write to us. Without contact details, however, we cannot answer you, and without your search requirements we cannot suggest suitable properties. If it comes to a mandate, we are required by law to establish your identity; without that information we may not act for you.
13. Your rights
You can require us at any time:
- to tell you which information we hold about you and to give you a copy of it (Art. 15 GDPR (DSGVO));
- to correct incorrect information (Art. 16);
- to erase information that we no longer need or are no longer allowed to use (Art. 17);
- to restrict processing provisionally to what is strictly necessary, for instance while we examine an objection (Art. 18);
- to receive information that you gave us yourself in a common file format or to have it transferred to someone else (Art. 20);
- to withdraw consent you have given, with effect for the future (Art. 7 para. 3).
Write to iakovleva@immoloewin.com or by post to the address given above. We answer within one month and may ask you to identify yourself, so that no one else receives your data.
14. Complaints
If you believe that we are not handling your data properly, please talk to us first — that usually clears things up quickly. You may also complain to the Austrian data protection authority (Datenschutzbehörde) at any time: Barichgasse 40–42, 1030 Vienna, dsb@dsb.gv.at, www.dsb.gv.at.
15. Changes
If our procedures or the services we use change, we adapt this policy. The version published here at the time of your visit is the one that applies; the date of the last change is given at the top.
The German version of this declaration is the binding one. The Russian, English and Ukrainian translations serve to aid understanding.