ImmoScout24: how Capitality keeps to its rules

AvailableIn every workspace, documented here, with its changes listed on its page.

On the broker’s path

Objects & marketing

The problem this solves: Publishing to ImmoScout24 by hand and keeping its enquiries only as long as its rules allow is work nobody tracks.

What it looks like

Connecting an ImmoScout24 account in Capitality

An enquiry from ImmoScout24 with its deletion date

Fictional data, no real people.

In short: You publish your listings on ImmoScout24 from Capitality — through ImmoScout24’s official interface, with your own ImmoScout24 account. An enquiry that comes in through ImmoScout24 serves only the request of the person who sent it, stays inside your workspace and is deleted once that purpose has lapsed — the enquiry itself tells you when. On the way to ImmoScout24, Capitality adds no personal data to your advert.

This page describes how Capitality works; it is not legal advice.

The rules

ImmoScout24 sets rules for software that connects to it: the terms of use of its API (status 15 August 2022) and the terms of our agreement with ImmoScout24. The GDPR applies on top, to your firm and to us alike. The sections below show what these rules mean in Capitality day to day; numbers in brackets point to the sections of the API terms of use.

Who is responsible for what

• Your firm decides what happens to the enquiries it receives: under the GDPR it is the controller. ImmoScout24 says the same in its privacy notice (section 6): whoever receives a contact request is responsible for keeping and deleting it.
• Capitality (Capkrea GmbH) processes the enquiries on your firm’s behalf, under the data processing agreement (AVV) your firm accepts when it signs up. For what passes through ImmoScout24’s interface, ImmoScout24’s rules bind us as well — which is why the deletions below cannot be switched off.
• ImmoScout24 is responsible for its own platform and for what its users enter there.

Enquiries from ImmoScout24

An enquiry reaches Capitality as the e-mail ImmoScout24 sends you, forwarded to the enquiry address of your workspace. Capitality marks it with its source and handles it by the rules below.

Used for the enquiry only

You answer the person, schedule a viewing, send the exposé and take an offer — inside the workspace that received the enquiry. Capitality does not sell enquiries, does not pass them to another firm and does not copy the person into another workspace. Mail to the person is a reply to their enquiry, never a mailing: ImmoScout24 forbids unsolicited messages to its users (9.2). Capitality holds you to it as well — suggesting other objects to such a person, or mailing them matches, waits until their consent is on record.

Deleted once its purpose has lapsed

ImmoScout24 forbids keeping its users’ data for good without their express consent (9.2). Capitality therefore deletes the enquiry — the person’s name, contact details and message — once it has served its purpose:

What happened	The enquiry is deleted
The object it is about is marked sold or let, or withdrawn, in Capitality	within a day
You dismissed the enquiry	a day after you dismissed it
Nothing more happened	90 days after the last activity

• What keeps it. A viewing still ahead or an open offer keeps the enquiry; the 90 days count from the last activity. If an offer is accepted, the person becomes your buyer or tenant, and the enquiry stays with that deal.
• The contact goes too. A contact you created from the enquiry is deleted with it — unless the person’s marketing consent is recorded on the contact, or the contact is also linked to another enquiry or to a deal. A contact that was in Capitality before the enquiry stays.
• Checked daily. Capitality looks at every enquiry from ImmoScout24 once a day; the date an enquiry shows is the latest it goes.
• Always on. These rules apply whatever else is set in your workspace. Enquiries from your website or other portals follow their own rules.
• Short-lived on the way. The service that receives the enquiry e-mail and passes it on to your enquiries keeps the person’s details for seven days at the most.

Shown on every enquiry, on the contact, and a week ahead

Every enquiry from ImmoScout24 says when it will be deleted, or what keeps it for now, with a link to this page. The contact made from it says the same beside their marketing consent — and a week before the enquiry goes, your inbox gets one notice naming the object, so a consent, an offer or a viewing can still keep the person:

Exposés you sent

When you send an exposé from Capitality, the share records who received it and when they opened it — your evidence if a commission is ever disputed. Such a record keeps the recipient until a commission claim is time-barred: three years from the end of the year it was sent (sections 195 and 199 of the German Civil Code). Then the person’s details go and an anonymous line remains, so your figures still add up.

For a person who came through ImmoScout24, the exposé record goes with the enquiry — unless the person acknowledged the cancellation policy and opened the full exposé. That record documents your own dealings with them on the way to a brokerage contract and is kept like any other exposé record.

What Capitality does not do with ImmoScout24’s data

• No reading of ImmoScout24’s listings. The connection manages only your own listings: it creates, updates, publishes, withdraws and deletes them, with their pictures. Searches, ImmoScout24’s contacts and its reports are blocked before a request leaves Capitality.
• No price suggestions or market statistics from their data (7.2). Prices, comparisons and statistics in Capitality come from your own objects. Your enquiry figures are your own correspondence and are never pooled across firms.
• No person in an AI reading. If your workspace lets an AI model read enquiries, the model gets the request only: the enquirer’s name, e-mail address and phone number are removed from the text before it is sent. The model providers are sub-processors under the data processing agreement, used only when you switch AI features on.
• No store of their data (7.2). Capitality never keeps a listing or a page read from ImmoScout24. Of ImmoScout24’s answers to your own publications it keeps what belongs to that publication: your listing’s ImmoScout24 number, the link to its exposé, and ImmoScout24’s reply to each delivery — the reason a refusal gives, so you can read it later.

What goes to ImmoScout24

• The advert, nothing personal added (9.6). What you publish is the property advert — object data, texts, pictures, and only the documents you marked for portals. Capitality adds no contact block, names, e-mail addresses or phone numbers. What you write into the texts or upload as a document goes as it is, and ImmoScout24 shows it to every visitor: keep people’s names and numbers out of them.
• ImmoScout24’s answers in its own words (9.1). If ImmoScout24 refuses a listing, you see its reason.
• Reserved and sold come off. ImmoScout24’s terms for advertisers ask for an object to be deactivated as soon as it is sold or reserved. An object you mark sold comes off ImmoScout24 at once; a reserved one comes off too, stays up to date there, and goes back online the moment it is free. A connection can keep reserved objects online instead, with “RESERVIERT –” in front of the title — the setting says what ImmoScout24 asks, and the choice is your firm’s.
• No free slot, no publication. ImmoScout24 shows an object only while your account has a free listing slot for it. Without one, the object is created there but not public; Capitality marks it “Angelegt, nicht öffentlich” and shows ImmoScout24’s reason. Free or add a slot in your ImmoScout24 account, then publish again.

Signing in with your ImmoScout24 account

You connect ImmoScout24 once for the whole workspace, or each broker with their own account, under Settings → Integrations → ImmoScout24. You sign in at ImmoScout24 itself and allow the connection to publish in your name; Capitality never sees your ImmoScout24 password.

What you can show an auditor

Settings → Datenschutz & Aufbewahrung shows the rules as they apply in your workspace, what goes in the next seven and thirty days, and the deletion log: one entry per daily run that deleted, counted or announced something — how many enquiries, from which source, under which rule, never a person. The log downloads as CSV for your records of processing (Art. 30 GDPR) or an audit.

What stays your responsibility

Capitality deletes what it created from an ImmoScout24 enquiry. Copies you make yourself are yours to look after, as the controller:

• a contact you typed in by hand, or linked to a deal or another enquiry yourself;
• notes, exported lists, downloads and printouts;
• the enquiry e-mails in your own mailbox;
• the person’s data in other software.

To stay in touch with the person beyond their enquiry — for example to send new offers — you need their consent. The page your reply links asks for it: one sentence, one “Ja, gern”, with the way out beside it. A yes is kept with the enquiry as proof and lands on the contact the enquiry becomes; you can also record a consent you obtained elsewhere on the contact (Marketing consent (email) → Record consent). With consent on record, the contact stays, and suggestions and matching objects may follow.

Capitality is itself bound by ImmoScout24’s terms for what passes through its interface. If ImmoScout24 holds Capitality liable because someone in your firm used its data against those terms, your firm indemnifies Capitality — the terms of use say so in their section on data from property portals.

Sources

• ImmoScout24 API terms of use, status 15 August 2022: English · German
• ImmoScout24 privacy notice, section 6

New in this feature

The changes of this feature, newest first — one line per change, with the version it shipped in.

• App 0.41.0Pets, WBS, a fixed term and the minimum rental term now reach ImmoScout24, immowelt and the OpenImmo portals, and the rental terms say so.
• Platform 0.27.0Your own tools can now react when an ad goes live on a portal or comes off it — on ImmoScout24 and the OpenImmo portals alike.
• App 0.40.3A member connecting ImmoScout24 is told it is their own account that goes through, before they create the connection.
• App 0.39.0Portals are easier to follow: a portals column in the listings table, the real ImmoScout24 status on the object page, and what is missing shown before you publish.
• App 0.38.1The ImmoScout24 logo beside a listing's portal status now shows instead of a broken image.
• App 0.34.4Listings name ImmoScout24 as the source of their portal number and exposé link, as the portal's terms ask.
• App 0.34.4ImmoScout24 contacts show when they will be deleted, and the inbox warns ahead of time so the person can still be kept.
• App 0.34.4Suggesting objects to an ImmoScout24 lead explains that they wait for consent, and where to ask for it.
• App 0.34.3The data processing agreement now covers who keeps and deletes ImmoScout24 enquiries and the contacts made from them.
• App 0.34.3Each ImmoScout24 enquiry now shows when it will be deleted under the portal's terms, with a guide explaining the rules.
• App 0.34.3The terms of use now cover how data from property portals such as ImmoScout24 may be used.
• Platform 0.20.6Other objects reach ImmoScout24 enquirers only once they agree, and pets help without seeing their e-mail address or phone number.
• Platform 0.20.4Exposé links keep their recipients only as long as your proof is needed, and ImmoScout24 contacts follow the portal's terms.
• Platform 0.20.4An ImmoScout24 listing shows as live only when it is live on the portal itself.
• Platform 0.20.4Each ImmoScout24 enquiry shows when it will be deleted under the portal's terms, and goes on time.
• Platform 0.19.11The integrations catalog offers only the real ImmoScout24, so your ads appear where buyers look.
• Platform 0.13.0Listings go out to ImmoScout24, Immowelt and other portals straight from Capitality, with each portal's answer in view.

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